PCD 1283 The Supply of Gates, Barriers & Doors (including Maintenance Services)

PCD 1283 The Supply of Gates, Barriers & Doors (including Maintenance Services) 

This paper seeks approval to initiate the re-procurement for the maintenance and supply of gates, barriers and automated doors.  The estimated contract value over the proposed seven year term of the contract is £10,401,884.  The proposed contract term of up to seven years includes an initial 3-year term with two 2-year optional extensions. 

The Deputy Mayor for Policing and Crime is recommended to:   

1. Approve to re-procure the maintenance and supply of gates, barriers and automated doors through either a restricted procedure or a mini competition under the ESPO Framework Agreement for the provision of “Security and Surveillance Equipment and Services”  in line with the Public Contract Regulations 2015 (PCR 2015) or the public contracts regulations in place at the time of procurement, with a proposed new total contract value of £10,401,884 for the full 7 year term (3 years base term plus two, two-year optional extensions). The contract value includes an allowance for inflation of 4%. 

2. Approve to award the contract to the most economically advantageous tender following the compliant competitive procedure within a 10% tolerance of the values outlined in this paper to be signed off by the MPS Commercial Director. 

PART I - NON-CONFIDENTIAL FACTS AND ADVICE TO THE DMPC 

1. Introduction and background  

1. The current contract for the supply and maintenance of gates, barriers and automated doors expires in April 2024.   

2. Issues for consideration 

1. The re-procurement of the service is necessary in order to secure the entry and egress arrangements of the MOPAC estate and ensuring the health and safety for officers, staff and visitors. 

3. Financial Comments  

1. The estimated contract value for the procurement exercise is £10,401,884.  This provides for potential inflationary increases over the life of the contract and includes a 50% headroom to allow for potential future capital replacements and expenditure from other MPS budget lines.   

2. The MPS assures that it has sufficient budget for the current level of spending.  The Budget Submission in November 2022 will include a central provision for inflation.  

3. Legal Comments 

1. The Mayor’s Office for Policing and Crime (“MOPAC”) is a contracting authority as defined in the Public Contracts Regulations 2015 (“the Regulations”).  All awards of public contracts for goods and/or services valued at £213,477 or above shall be procured in accordance with the Regulations. This report confirms the value of the proposed contract exceeds this threshold.  

2. The MPS assure that the proposed routes to market are compliant with the Regulations. 

3. The MOPAC Scheme of Delegation and Consent provides the Deputy Mayor for Policing and Crime (“DMPC”) has delegated authority to approve: 

• Business cases for revenue or capital expenditure of £500,000 and above (paragraph 4.8); and 

• All requests to go out to tender for contracts of £500,000 or above, or where there is a particular public interest (paragraph 4.13). 

4. Paragraph 7.23 of the Scheme provides that the Director of Strategic Procurement has consent for the approval of the award of all contracts, with the exception of those called in through the agreed call in procedure.  Paragraph 4.14 of the Scheme provides the DMPC reserves the right to call in any MPS proposal to award a contract for £500,000 or above. 

5. Commercial Issues  

1. This paper seeks the re-procurement of the supply and maintenance of gates, barriers and automated doors.  This includes planned maintenance and compliance testing and a reactive call out service for repair and replacement, and undertaking small works projects. 

2. The service will apply to a range of access facilities including power operated vertically and horizontal moving doors,  revolving mechanical doors, automatic door closing devices, powered gates (vehicle & pedestrian), high security doors, pedestrian security pods and turnstiles, speed lanes, traffic barriers, traffic hydraulic ramps, and hangar doors. 

3. The proposed contract term is for a total of up to seven years, including an initial 3-year term with two 2-year optional extensions.  The route to market  is in the first instance to be via the Eastern Shires Purchasing Organisation (ESPO) framework which is in the process of being renewed as use of an existing framework agreement would present various cost savings and benefits over a individual tender process.  If the framework is not in place in time for the re-procurementa restricted competition route will be used. 

4. The MPS report that in relation to collaboration no suitable framework agreements currently exist within the GLA member organizations that meets the specific operational demands of this contract that supports front line policing. 

5. The MPS assure that the size and scope of the proposed contract and further work on the detail of the specification will be optimised to provide opportunities for Small Medium Enterprises (SMEs). 

6. The procurement exercise will include obligations to address Responsible Procurement and London Anchor Institutions charter objectives with the technical evaluation including a 10% weighting on social value.  

6. GDPR and Data Privacy  

1. MOPAC will adhere to the Data Protection Act (DPA) 2018 and ensure that any organisations who are commissioned to do work with or on behalf of MOPAC are fully compliant with the policy and understand their GDPR responsibilities.   

2. The MPS assure that there is no use of personal information in regard to staff or public within this contract and so there are no GDPR issues 

7. Equality Comments    

8. MOPAC is required to comply with the public sector equality duty set out in section 149(1) of the Equality Act 2010. This requires MOPAC to have due regard to the need to eliminate discrimination, advance equality of opportunity and foster good relations by reference to people with protected characteristics. The protected characteristics are: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. 

9. The MPS assure that there are considered to be no negative equality or diversity implications arising from this process negating the requirement to present any mitigation. Any approved suppliers will be evaluated for acceptable equality and diversity statements, as well as their ability to meet the MPS requirements under the Equality Act 2010 as suppliers to MOPAC. 

8. Background/supporting papers 

• Appendix 1 MPS Report - The Maintenance and Supply of Gates, Barriers and Automated Doors – Re-procurement