PCD 1502 Architecture & Business Analysis Managed Service Procurement

PCD 1502 Architecture & Business Analysis Managed Service Procurement

This paper seeks approval for the procurement and subsequent award of a contract for the provision of Architecture and Business Analysis managed services. The procurement will be to re-compete the provision of the service so that the Met can take advantage of competitive, standardised pricing and strategically aligned outputs.  

The Deputy Mayor for Policing and Crime is recommended to approve the decision: 

1. To run an open tender competition to provide IT Architecture Services to MPS Digital, Data and Technology, to include Business Analysts for a 3+2 year term to a maximum value of £15,100,000 (including the +2) Across 5 separate contracts. 

2. To award contracts to the successful bidders for the corresponding services, subject to conformance with the procurement strategy.  

3. To approve that Delegated authority to award the contracts under the Framework is passed down to the Director of commercial Services. 

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

1. Introduction and background  

2. The Enterprise Architecture Group in Digital Data and Technology (DDaT) is required to support a range of programmes with significant business value including Command & Control and Met Integrated Policing System. Additionally, it is required to support the continued evolution and improvement of the MPS core infrastructure such as adoption of Office 365 office automation and renewal of the Service Delivery supplier model.   

3. The demand for architectural work varies through the life of the programme. Often the MPS needs to resource projects more quickly than it can recruit individual contractors. The skills needed at the inception of a programme are often of a different nature (enterprise and business architecture) than during build and migration phases where the focus moves to technical architecture in various disciplines. The Enterprise Architecture team needs the ability to bring in resources quickly and adapt to the needs of the programme. 

4. The Enterprise Architecture team needs to ensure that not only are the right skills and knowledge available but that good quality architecture work is produced in the timeframe that the MPS requires. To achieve this, the contract will include a schedule of common architectural outcomes at fixed prices. Engagement will be by clear Statements of Work with identified outcomes. Open-ended time-and-materials engagement will be avoided wherever possible and require explicit authorisation from the Director of Business Engagement and Technology (BET). 

5. Issues for consideration 

6. The current contract ends 29th February 2024, and to avoid a gap and allow for consistency of services, the tender must be published by the end of September 2023. 

7. Sourcing for services by fixed price will ensure quality outcomes at competitive prices for the duration of the contract.   

8. Further information is contained in the restricted section of the report. 

9. Financial Comments  

10. The new procurement route contract has no financial implications. Money spent through this contact will be funded from within the existing budget for the DDaT Business Engagement and Technology team or recharged to either an existing DDaT programme or the relevant business group.  

11. The MPS will not be committed to a level of spend. Cost is committed only when a statement of work (SoW) is signed off by an authorised person within the MPS.  

12. Further financial details are within Part 2 of the paper.  

13. Legal Comments 

14. 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.  This report confirms the MOPAC’s route to market shall be compliant with the Regulations. 

15. 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).  

3. Paragraph 7.23 of the Scheme provides that the Director of Commercial Services has consent for the approval of the award of all contracts, with the exception of those called in through the agreed call in. 

4. Commercial Issues  

5. The procurement will be undertaken via an open procedure, in line with the EU Directives and the Public Contract Regulations 2015, and be in place when the current framework expires in February 2024. A 3 + 2 year term is recommended as most appropriate, balancing continuity, value for money and the ability to lever solid commercial terms.  

6. An open tender process will provide access to all providers. The benefit of this route is that there will be no requirement to need third party contracts and the length of contract can be determined and not fixed, providing better value for money.  

7. There will be 5 lots covered. The lot structure is designed to offer scope for specialist capability within the 4 areas of architecture (Enterprise, Application, Infrastructure and Security), with Business Analysis as a separate capability. No single Lot is worth more than £5M. 

8. The contracts will be catalogued outcomes at fixed prices, providing reliable cost control within projects and programmes. 

9. The MPS assure that as part of their appointment onto the frameworks, the delivery partners have committed to take specific actions to address the objectives of the London Anchor Initiative Charter (LAIC).  The contracts will encourage the use of London supply chain specific initiatives including: apprenticeship levies; adherence to modern slavery and London Living Wage obligations; social value impact opportunities. 

10. In addition, it should be noted that the MPS support the Mayor’s Responsible  

Procurement Policy including: Enhancing Social Value, Encouraging Inclusion, Diversity and Equality, Embedding fair employment practices, Enabling skills, training and employment opportunities, promoting ethical sourcing practices and improving environmental sustainability. 

6. GDPR and Data Privacy  

7. 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. 

8. 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. 

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

10. The project does not use currently personally identifiable data of members of the public, so there are no current GDPR issues to be considered. If the project uses personally identifiable data of members of the public at a later date DPIAs will be completed as needed. 

11. Equality Comments    

12. 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. 

13. 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. The evaluation exercise will consider their ability to act as a responsible employer and meet employment obligations deemed commensurate with wider GLA objectives. 

14. Background/supporting papers 

• MPS Architecture and Business Analysis Business Justification paper 

•  MPS Part 1 paper for Architecture and Business Analysis