PCD 1262 Fleet Transform – Project resource

Executive Summary:  

This paper seeks approval to undertake a competitive process to acquire specialist project management resources to deliver the transition and implementation of the multi-supplier model for the repair and maintenance service for the Metropolitan Police Service (MPS) fleet. The estimated cost will be funded from within existing resources. 

Recommendation:  

The Deputy Mayor for Policing and Crime is recommended to:   

1. Approve the proposal to complete a mini-competition using established consultancies with proven capability to undertake the core project management activity to implement and transition from a single supplier to a multi-supplier model for the repair and maintenance of our overt fleet.   

2. Authorise the Director of Commercial to award contract to the successful bidder under delegated authority with the assurance, from this paper, that approved funding is available from the Major Change Fund to cover the costs of the contract.  

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

1. Introduction and background  

1. MOPAC approved the model for the  procurement of the repair and maintenance of the MPS fleet in December 2021 – see PCD1090.  

2. Issues for consideration 

1. The full business cases to enable contract awards are expected between October 2022 and February 2023. The implementation of the new model needs to be complete by October 2023. 

2. MPS has sought to resource the project management of the transition and implementation elements through internal capacity and through recruitment but due to market shortages, vetting issues and attrition a number of roles remain vacant. 

3. This paper seeks approval for a mini-competition from the Crown Commercial Services (CCS)  Management Consultancy Framework to appoint a consultancy to manage the transition and implementation over a 18 month period. This will transfer the risk of not having sufficient resources to the consultancy.  Existing ‘business-as-usual’ MPS staff are involved in the project and will benefit from knowledge transfer from the consultancy.  

4. The delivery of the fleet transformation repair and maintenance function is designed to “provide professional fleet solutions in support of all operational policing requirements across the Met to ensure there is a safe, fit-for-purpose and available vehicle fleet.”   

3. Financial Comments  

1. The estimated cost of the specialist project management resource is set out in the part 2 restricted part of this report.  The costs will be funded from the MPS Major Change Fund.  

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”).  All awards of public contracts for goods and/or services valued at £213,477 or above shall be procured in accordance with the Regulations.   

2. This report proposes a compliant route to market provided the terms of the CCS framework agreement are complied with during the mini-competition exercise. 

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. This report requests approval by the DMPC for the Director of Strategic Procurement to approve the eventual award 

5. Commercial Issues  

1. This paper seeks approval to procure project management resource to move the project through readiness, transition, implementation, go-live and into business-as-usual.  

2. The route to market will be via a mini-competition through the Crown Commercial Services (CCS) Management Consultancy Framework (MCF).   

3. The MPS assure that as part of the procurement process that London Anchor Institution charter objectives will “be explored during the procurements to further the economic benefit to the London economy and to support the city’s Covid-19 recovery as part of the Mayor’s Anchor Institutions.” 

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 as the project does not currently use personally identifiable data of members of the public, there are no current GDPR issues to be considered. 

7. Equality Comments  

1. 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. 

2. MPS assure that the evaluation of supplier bid submissions will include supplier’s ability to meet the MPS requirements under the Equality Act 2010 and an assessment of acceptable equality and diversity statements. There are no known negative equality or diversity implications arising from this process. 

8. Background/supporting papers 

• Appendix 1 MPS Report  - Fleet Transformation Project – Resources for core Project Management Activity