PCD 1311 - End User Device Refresh

PCD 1311 End User Device Refresh

This decision concerns the refresh of devices (laptops, desktops and monitors used by Officers and Staff) that will become end of life during 2022/23 and 2023/24. The procurement will use existing DP contracts. The capital cost of £14.7M in 2022/3 and £15.6M in 2023/4 is funded from the approved Digital Policing (DP) capital budget.

The Deputy Mayor for Policing and Crime is recommended to:  

1. Approve Capital spend of £14,661,000 in 22/23 and £15,581,000 in 23/24 from the approved Digital Policing Capital budget to replace networked end user laptops, desktops and monitors.
2. Use of existing DP contracts (e.g. Pegasus, VAR, SPF) to resource the change and procure devices.

1. Introduction and background

1. 1. The MOPAC Police and Crime Plan for London 2022-25 supports the need to “modernise the MPS to tackle crime on and off-line in a more effective and efficient way” and use of the MPS capital plan to maintain existing systems.

1. 2. The Met Direction requires the MPS to ‘seize the opportunities of data and digital technology’ whilst the Digital Policing (DP) strategy drives a move to ‘smarter and more productive ways of working’.  The use of smarter working portable devices is also a key enabler for the MPS Property Strategy.

1. 3. DP have significantly improved the ability of the MPS to work peripatetically and away from traditional bases, driving the change from 2500 laptops and 1000 tablets in November 2017 to 35,000 laptops and 12,000 tablets in March 2022.

1. 4. The investment in smarter working has enabled the MPS to continue to keep London safe whilst reducing the risk of the COVID pandemic to the health and well-being of its workforce as well as supporting greater work life balance. 

1. 5. Following agreement to refresh devices reaching end of life in 2021-22 further devices have now, or will soon, reach end of life and require refreshing to ensure continued performance and reliability for staff and officers. 

1. 6. Approval is sought for a two year period to enable Digital Policing (DP) to mitigate the risk of the global shortage of computer chips by placing long term orders and to secure best value by committing to larger volumes.

1. 7. To ensure revenue costs are not affected users will only be given a new device where they hand over their old device.  Retired devices will be digitally sanitised using products and processes that are in line with MPS security policy and made available to recycle and reuse schemes, with the aim to use GLA schemes for this in support of the London Office of Technology Digital Inclusion Initiative. 

2. Issues for consideration

1. 1. The continued use of older devices will negatively impact upon Officers and staff as industry data demonstrates they break more frequently, leading to more disruption for users and risk of being unable to access critical information when needed.

3. Financial Comments

1. 1. The refresh of laptops, desktops and monitors will cost £14.7m in 22/23 and £15.6m in 23/24 funded from approved DP Capital budget.

4. Legal Comments

1. 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 (inclusive of VAT) or above shall be procured in accordance with the Regulations. This report confirms the value of the proposed contract exceeds this threshold and therefore the Regulations apply to each contract. 

1. 2. The use of the compliantly procured Pegasus Infrastructure contract is a compliant process.

• 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).

5. Commercial Issues

1. 1. The refresh of devices is within the scope of the DP Pegasus contracts and will be delivered through this route.  Commercial services will be engaged to ensure MPS obtain best value.

1. 2. The Pegasus Infrastructure contract is the preferred commercial route as it was recently competed, costs are equivalent or better than other commercial routes available and there are efficiencies in the use of a single supplier to manage the device refresh process from order to delivery to end users. 

1. 3. The asset refresh services form part of the Pegasus contract headroom rather than guaranteed value, enabling MPS to retain choice in its provider thus incentivising Capgemini to demonstrate it is offering the best option for MPS for its device requirements.  Commercial services will be engaged to ensure MPS obtain best value in its procurements.

1. 4. Resourcing to support the refresh and decommission is provided as a service on a per device unit cost basis by Pegasus contracts as part of BAU.  The proposal contains additional BAU resource to manage the deployment. 

1. 5. Further information is contained within the restricted section of this report.

1. 6. The proposal contributes to delivering the London Anchor Institutions’ Charter  through old devices being digitally sanitised in line with MPS security procedures and then repurposed through approved routes, such as the London Office of Technology and Innovation, to reduce digital inclusion across London.

6. GDPR and Data Privacy

1. 1. The MPS is subject to the requirements and conditions placed on it as a 'State' body to comply with the European Convention of Human Rights and the Data Protection Act (DPA) 2018. Both legislative requirements place an obligation on the MPS to process personal data fairly and lawfully in order to safeguard the rights and freedoms of individuals.

1. 2. Under Article 35 of the General Data Protection Regulation (GDPR) and Section 57 of the DPA 2018, Data Protection Impact Assessments (DPIA) become mandatory for organisations with technologies and processes that are likely to result in a high risk to the rights of the data subjects.

1. 3. The Information Assurance and Information Rights units within MPS will be consulted at all stages to ensure the programme meets its compliance requirements.

1. 4. The programme does not use personally identifiable data of members of the public, so there are no GDPR issues to be considered.

7. Equality Comments

1. 1. As this is an extension of an existing service, this work does not change any aspects relating to equality or diversity. 

1. 2. The MPS’ existing Assistive Technology and Accessibility features will continue to function with the refreshed devices and the project will ensure AT and Accessibility tools are working for individuals as part of the refresh.

8. Background/supporting papers

1. 1. Report