PCD 1739 Property Alarms - Network Connectivity

This paper seeks approval to initiate procurement of circa 500 alarm modules and associated connectivity services to replace the current BT Redcare modules and associated analogue phone lines. 

The Deputy Mayor for Policing and Crime is recommended to: 

1. Approve  capital expenditure  of £683k to replace the current BT Redcare modules and associated analogue phone fully funded from the approved DDaT capital plan.  

2. Approve the initiation of procurement process for a contract for the supply and monitoring of alarm modules and associated connectivity services with a total contract value of up to £2,629k for 5years with three optional 1 year  (1+1+1) extensions and, delegated authority to commercial directors to award contracts. 

3. Approve placement of a project works order for provision of Service Design & Introduction support and ongoing service desk support on the Capgemini Infrastructure Services Contract. 

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

1. Introduction and background  

1. Several MPS properties are protected by building alarm systems using analogue phone lines connected to the MetCC centre by the BT Redcare alarm connectivity service which BT stopped selling in September 2023 and will be phased out by January 2027. 

2. In June 2022 PCD 1230 seeking approval to upgrade from analogue phone lines to Digital Redcare Services and to run a competitive tender to award a contract for the installation of communications modules was approved by MOPAC .  

3. Following a competitive tender process, a contract was awarded to OpenView Security Solutions Ltd. However,at the end of January 2024, BT Redcare suddenly announced their withdrawal from the alarm monitoring market, which led to the discontinuation of sale of new Redcare Services at the end of February 2024 hence the  Redcare Analogue to Digital Project was immediately placed on hold. 

4. Therefore, all remaining Redcare Services are to end on the 1st August 2025 because project work completed before the termination focused on reducing the size of the project by discontinuing no longer required alarm systems and ending procurement of new Redcare Alarms apart from those for a small number of pilot sites.Public Switched Telephone Network (PSTN) analogue phone lines are subject to a rolling end of service programme that will involve all UK telephone exchanges by end of January 2027. 

2. Issues for consideration 

1. The security of MPS information and operational assets is based on effective protective security measures at MPS sites, including Electronice Security Systems (ESS) so, the current BT Redcare service is a critical component of the MPS ESS in proctecting MPS properties from unauthorised access.  

2.  Significant changes in technology and approach, means there is a requirement for the MPS to initiate procurement of circa 500 alarm modules and associated connectivity services to replace the current BT Redcare modules and associated Analogue phone lines. 

3. Ongoing service costs for the project  will be funded from existing approved DDaT revenue budget for provision of the Redcare Alarm solution currently contracted under the CRA2 agreement with BT and there are no immediate costs to be incurred in running the procurement process.  

4.  The installation of alternative alarm modules will be completed the supplier that was awarded the installation contract under PCD 1230.  

5. A revenue saving of £66k pa is expected from 25/26 onward, due to rationalisation of services no longer required. 

3. Financial Comments  

1. The estimated cost to replace the existing BT Redcare alarm modules and an analogue phone line is £683k of capital expenditure of which £481k is for 24/25 and £202k is for 25/26. Costs will be funded from the approved DDaT capital budget cost for the replacement service are estimated to cost no more than the current service of cost of ? 

2.  Costs for the initiation of the procurement process and implementation of the contract for the supply and monitoring  of alarm modules and associated connectivity services are estimated at a value of up to £2,629k for 5years with three optional 1 year  (1+1+1) extensions. 

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, and modifications to, public contracts for goods and/or services valued at £214,904 or above shall be procured in accordance with the Regulations. The commercial section confirms MOPAC’s route to market is compliant with the regulations. 

2. The MOPAC Scheme of Delegation and Consent provides the Deputy Mayor for Policing and Crime has delegated authority to approve all requests  for revenue or capital expenditure valued at £500,000 or 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 delegated authority to 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. The proposal seeks to initiate procurement for a contract for supply and monitoring of alarm modules and associated connectivity services for five years with three one year optinal extensions and delegated authority for Commercial Directors to award contracts. 

2. The route to market for this  procurement is via an open competition under the existing 2015 PCR regulations and as part of the competive procedure, all bidders will provide assurance on financial standing of the entity to fulfil the contract and where appropriate that of a parent company guarantor 

6. 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. Social Values- Commercial Services outlined the  approach to achieving Social Values in the June 2021 Paper “Leveraging MPS Supply base to drive societal and sustainable changes for the benefit of Londoners”. 

3. The MPS assure that “re-procurement of services will be used as an opportunity to leverage investment capabilities to create enduring social and economic opportunities to create enduring social and economic opportunities for the most vulnerable members of society for the the benefit of Londoners”. 

4. The Statement of Requirements (SOR) will include a section on Social Value and Sustainabilty capabilities to be provided by the supplier incoportating  

• COVID-19 recovery. 

• Tackling economic inequality. 

• Equal opportunity and Social Inclusion. 

• Wellbeing. 

7. 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 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. 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. 

4.  MPS assure that “the information Assurance and Information Rights units within MPS will be consulted at all stages to ensure the project meets its compliance requirements. The MPS Property Alarm System does not include any technologies or processes that are likely to result in a high risk to the rights of the data subjects”. 

8. Background/supporting papers  

1. MPS Paper – Property Alarms - Network Connectivity (Redcare Replacement). 

2. Property Alarms - Network Connectivity (Redcare Replacement).Business Justification Paper.