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PCD 1770 MPS Repair and Maintenance Service for Overt Response and General Purpose Vehicles

Key information

Reference code: PCD 1770

Date signed:

Decision by: Kaya Comer-Schwartz, Deputy Mayor for Policing and Crime

PCD 1770 MPS Repair and Maintenance Service for Overt Response and General Purpose Vehicles

This paper seeks approval for 3 contract uplifts totalling circa £1.3m. These contracts are with existing suppliers supporting Fleet workshop sites. Approval is sought as these variations are in excess of £500k and the variations are greater than 10% of the original contract value and therefore sit outside of Commercial Services Scheme of Delegation. The uplifts will provide the MPS with sufficient contract headroom and time to conduct procurements to award replacement contracts. 

The Deputy Mayor for Policing and Crime, via the Investment Advisory and Monitoring meeting (IAM), is asked to: 

  1. Approve 3 contract uplifts covering windscreens, tyres & calibration. MOPAC approval is sought in accordance with Section 4.13 of the MOPAC Scheme of Delegation (as these contracts are in excess of £500k and the variations are greater than 10% of the original contract value). 

  1. Note other updates 3 months after the MPS brought the service in-house in a hybrid model. 

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

  1. Introduction and background 

  1. Following Rivus Fleet Solutions Limited (Rivus) administration on 21st June 2024, the MPS acquired the trade and assets of Rivus in order to provide the contracted services to itself.  

  1. The services relate to repair and maintenance for overt response and general purpose MPS vehicles, totalling 3,750 assets. The service is critical for the MPS in policing London. The priority vehicles covered by the service are: Armed and Protected Carriers, Station Vans, IRVs, Dog Vans and Specialist Vehicles.  

  1. Since transition, the MPS have stabilised the service despite transition complexities around staffing, property, systems and suppliers.  

  1. The number of vehicles off-road (VOR) has reduced – from circa 600 on the date of transition, down to circa 400 during August 2024. Other key performance indicators are also positive and stable (90% calls answered within target, 85% successful collection rate for Collection & Delivery).  

  1. MPS have utilised the Transition Services Agreement (TSA) with the Administrator PWC to support transition. The majority of TSA support has now ended, with final milestones on track to complete through September 2024. 

  1. Next major activity is a review of the operating model for Fleet Services, with changes and improvements made to fully deliver on the commitments when the service was brought back in-house. 

  1. Issues for consideration 

  1. This briefing note provides an update 3 months after the MPS brought the service in-house in a hybrid model due to the supplier entering administration.  

  1. Approval is requested for 3 contract uplifts totalling circa £1.3m. These contracts are with existing suppliers supporting workshop sites. Approval is sought as these variations are in excess of £500k and greater than 10% of the original contract value and therefore sit outside of Commercial Services Scheme of Delegation. The uplifts will provide the MPS with sufficient contract headroom and allow time to conduct procurements to award replacement contracts. Full details of the contracts are in Part 2 of the paper.  

  1. This service contributes to NMfL Plan via Fixing our Foundations, and to the MOPAC Police and Crime Plan. 

  1. Legal Comments 

  1. 166 Rivus resources have been successfully integrated into Fleet Services (via TUPE), with union consultation completed, inductions into the MPS, and re-vetting for the majority of the staff complete. 

  1. Delegated authority provided in the June 2024 paper has been utilised. 

  1. Financial Comments 

  1. Costs incurred are being tracked/monitored closely and activities are tracking to plan. 

  1. Costs will be funded from within existing budgets made available for the insourced service. 

  1. A significant amount of work has taken place to ensure supplier services can continue to support the service. A total of 71 new contracts have been set up across the supply chain (Subcontractors, Original Equipment Manufacturers (OEMs), Preferred Supplier Partners (PSPs) and Existing Workshop Suppliers). 

  1. A number of contract award notices have been published on Contracts Finder to ensure compliance.  

  1. Equality Comments 

  1. MOPAC must have due regard to the need to:  

  1. Eliminate discrimination, harassment, victimisation and any other conduct that is prohibited by or under the Equality Act 2010 

  1. Advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it 

  1. Foster good relations between persons who share a relevant protected characteristic and persons who do not share it.  

  1. The equalities impact of the decision and its implementation will be kept under review particularly in relation to any TUPE issues arising. There are no issues to raise at this time. 

  1. GDPR & Privacy Comments 

  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. 

  1. Background / supporting papers 

  1. Further information is in the restricted part of the report.  

 Part 2 - This section refers to the details of the Part 2 business case which is NOT SUITABLE for MOPAC Publication.   

The Government Security Classification marking for Part 2 is: 

OFFICIAL-SENSITIVE [COMMERCIAL]  

Part 2 of  MPS Repair and Maintenance Service for Overt Response and General Purpose Vehicles paper is exempt from publication for the following reasons:  

Exempt under Article 2(2)(a) of the Elected Local Policing Bodies (Specified Information)  

  • Order 2011 (Data Protection Section 43 - Trade Secrets and Prejudice to Commercial Interests).  

The paper will cease to be exempt upon completion of the contract. This is because the information is commercially sensitive and could compromise future procurement activity.  


Signed decision document

PCD 1770 MPS Repair and Maintenance Service for Overt Response and General Purpose Vehicles

Supporting documents

PCD 1770 MPS Repair and Maintenance Service for Overt Response and General Purpose Vehicles

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