PCD 1161 Contract Award for Armoured Vehicles

This decision seeks approval to award a contract for the purchase of armoured vehicles tendered via the Crown Commercial Services vehicle conversion dynamic purchasing system RM3814. These are required to replace the current fleet of armoured patrol vehicles for use across three business areas, MO6 Public Order, MO19 Firearms Unit and Aviation Policing. 

The Deputy Mayor for Policing and Crime is recommended to:   

1. Approve the contract award to Ricardo AEA Ltd categorised as Lot 1 (Protected Patrol Vehicles) to supply and deliver up to 18 armoured patrol vehicles valued at £10,000,000 (including contingency) with an initial contract term of 48 months to commence April 2022. The contract award will provide two further extensions comprising of 36 months up to a total of 72 months.   

2. Approve the contract award to Ricardo AEA Ltd categorised as Lot 1 (Protected Patrol Vehicles) to Service, Repair and Maintain up to 18 armoured patrol vehicles valued at £2,100,000 (including contingency) with an initial contract term of 48 months to commence April 2022. The contract award will provide two further extensions comprising of 36 months up to a total of 72 months.   

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

1. Introduction and background  

1. The MPS has a requirement to replace its existing armoured patrol vehicles for use across three business areas MO6 Public Order, MO19 Firearms Unit and Aviation Policing. 

2. The vehicles are a critical asset offering an effective response and specialist support in high-risk policing situations. 

3. The project has been governed by a team from various business areas (MO6 Public Order, MO19 Firearms, Aviation Policing, Fleet Services and Commercial Services). This has ensured the policing unit’s existing and future operational needs were captured and delivered through a compliant procurement process.  

4. The GLA (London Ambulance Service, London Fire Brigade and Transport for London), and City of London Police were invited to explore opportunities for collaboration, although none were identified at the time due to the niche vehicle requirements. 

2. Issues for consideration  

1. The MPS Environment and Sustainability policy and the MPS Environment & Sustainability Strategy 2019-2021 have been taken into consideration. The specification of requirements for the supply and delivery of Armoured Patrol Vehicles captured the MPS commitment to the GLA Responsible Procurement Policy, which was updated in March 2021 . Current analysis of the armoured patrol vehicle market has highlighted the limited availability of manufacturers with Euro 6 compliance and no vehicles with zero emission capability. 

2. The service solution delivered through this contract should demonstrate the application of circular economy principles  where possible, ensuring the supplier maximise the lifespan of any products associated with contract delivery. This should align with successful suppliers’ expected commitment to the waste hierarchy and the aforementioned GLA Group Responsible Procurement Policy. 

3. Suppliers shall be expected to demonstrate a proactive approach to environment and sustainability in the delivery of the Contract Services and contribute to the objectives and targets of the MPS Environmental and Sustainability Strategy in areas such as recycling and waste reduction (including reducing unnecessary single use plastics), carbon emissions reduction, water management and responsible procurement. 

• The Supplier shall comply with the principles of the MPS Environmental Policy and outline the measures it will take to improve its positive environmental impacts and reduce its negative impacts over the lifetime of the contract, as part of a contract-specific Environmental Management Plan; 

• The Supplier shall use their best endeavours to implement measures to report and reduce carbon emissions (arising from energy use and transport) associated with delivery of the service and its own organisation; 

• The Supplier shall use their best endeavours to implement measures to report and reduce waste and consider the Circular Economy associated with delivery of the service and its own organisation; 

• The Supplier shall use their best endeavours to implement measures to report and reduce water consumption associated with delivery of the service and its own organisation; 

• The supplier shall meet the requirements of the GLA Responsible Procurement Policy. 

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

3. Financial Comments  

1. Funding for MPS replacement vehicles is included in the long-term Fleet Services capital plan. Aviation policing vehicles will be funded by Heathrow Airport Ltd. 

2. The existing Fleet Services and Aviation policing revenue budget will meet the cost of supporting and maintaining the new patrol vehicles. 

4. 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”). When awarding public contracts for goods and services valued at £189,330 or above, all contracting authorities must do so in accordance with the Regulations. This Paper requests approval to award two contracts, each of which exceed this threshold. 

2. This report identifies a Crown Commercial Services Vehicle Conversion DPS as MOPAC’s procurement route for the two contracts. A compliantly procured agreement via DPS shall constitute a compliant route to market on the basis that: the DPS is still in force, MOPAC is identified as an eligible user of the DPS, MOPAC's requirements are within the technical and financial scope of the DPS and the call-off procedure set out in the DPS is followed. The business justification paper confirms that the above are met. 

3. Paragraph 7.23 of the MOPAC “Scheme of Delegation and Consent paper” provides that the Director of Commercial has consent to award all contracts with the exception of those called in through the agreed call off procedure. Paragraph 4.14 provides that the DMPC reserve the right to call in all contract awards of £0.5m or above. 

5. Commercial Issues  

1. Extensive market engagement with suppliers, other police forces and other authorities took place to understand what products were available. 

2. In addition to the above, the route to market options were explored, which led to discussions with Crown Commercial Services (CCS) on their Vehicle Conversions (RM3814) Dynamic Purchasing System (DPS). This was selected as the most suitable route to market, offering Turnkey solution for complete supply of vehicle, associated equipment and conversion and compliance with the Public Contracts Regulations 2015.  

3. The MPS eligibility to use the CCS RM3814 DPS agreement is confirmed via the CCS OJEU Contract Notice 2017/S 140-287976 where the RM3814 DPS is open to all UK Central Government Departments and Wider Public Sector Organisations. 

4. A three stage procurement exercise was undertaken for Lot 1 which consisted of: 

• STAGE 1 - Shortlisting Exercise via RM3814 DPS using a filtered supplier list. 

• STAGE 2 - Invitation to Tender (ITT) for suppliers shortlisted in Stage 1. 

• STAGE 3 - Physical Vehicle Evaluation (Demo vehicle). 

5. The MPS is committed to support London’s Anchor Institutions Charter. The tender was published prior to the charter launch, therefore following contract award the MPS will work with the successful supplier to agree how they can support the MPS with achieving recovery from pandemic in London. 

6. GDPR and Data Privacy  

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. 

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. 

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

4. Personal data is not required or stored.  Supply and replacement planning does not use personally identifiable data of members of the public or Met personnel, aside from essential basic contact details necessary to ensure the discharge of the contract, so there are no GDPR issues to be considered.  

7. Equality Comments  

1. The CCS vehicle conversion dynamic purchasing system RM3814 supports public sector bodies in being able to contract award ensuring Responsible Procurement has been considered.  By utilising the DPS the MPS benefits from being part of a national procurement solution but also ensures that it is supporting local economies and SME’s.   

2. An equality screening has determined that there are no negative equality impact or diversity implications arising from this procurement process. The agreement for the Supply of Armoured Vehicles will ensure suppliers adhere to perform their obligations in accordance with equality law.   

3. In addition, it should be noted that the MPS support the Mayor’s Responsible Procurement Policy including: Enhancing Social Value, Encouraging Equality and diversity, Embedding fair employment practices, Enabling skills, training and employment opportunities, promoting ethical sourcing practices and improving environmental sustainability. 

8. Background/supporting papers 

1. MPS Report.