PCD 1812 Contract Uplifts for the Repair and Maintenance Service for Overt Response and General-Purpose Vehicles

Executive Summary:   

This paper requests approval for a number of contract uplifts as well as the start of procurement activity for various business-as-usual (BAU) contracts. All activity incorporated within existing approved budgets. 

Recommendation: 

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

• Approve 7 goods & service areas where 50% contract uplifts are required to enable continued BAU service provision and allow time for re-procurements to take place. There are 12 separate contracts across 7 goods & service areas. The uplifts are within existing budgets. 

• Approve procurement initiation in 11 goods & service areas where sourcing and contracting activity now needs to take place to ensure future BAU contracts are in place. These are also within existing BAU budgets. Alongside approval to initiate procurement, delegated authority is requested for the MPS Director of Commercial Services to award the required contracts. 

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

1. Introduction and background 

1. The previously outsourced Overt Vehicle Repair & Maintenance contract with Rivus, which covered up to 3,750 MPS vehicles, was brought back in-house in June 2024 after the supplier went into administration. Fleet Services committed to providing MOPAC with periodic (monthly initially) updates on progress post in-sourcing. 

2. Alongside the 6-month update paper, Fleet Services are looking to uplift the value of 12 contracts as well as initiate procurement for another 11. 

3. PCD 1523 sought approval of multiple business as usual fleet support requirements and was approved, but we now need to adjust certain contract values based on the new anticipated volume following the Rivus in-sourcing. 

2. Issues for consideration 

1. Fleet should make clear what mitigations are in place, particularly from a service provision perspective, should there be any unforeseen delays in the procurement exercises. A number of these contracts are due to expire mid-2025.   

2. It should also be articulated what lessons have been learnt from the Rivus experience that will be taken forward for these new contracts. 

3. Financial Comments  

1. The request is all within BAU budgets. The funding previously set aside for the contracted services with Rivus has been redirected for internal use for servicing a range of direct supplier contracts that would have previously been managed by Rivus directly. 

4. Legal Comments 

1. No legal concerns are associated with the recommendations in this paper. Full legal implications are set out in Part 2. 

2. A number of the goods and services contracts in Fleet Services have been impacted by the in-sourcing of the Rivus service into the MPS in a hybrid model. We are seeking approval for contract uplifts and to initiate sourcing and contracting activity for various Business As Usual services. 

5. Commercial Issues  

1. A number of the goods and services contracts in Fleet Services have been impacted by the in-sourcing of the Rivus service into the MPS in a hybrid model.  

2. There is now the need for contract uplifts and the initiatiation of sourcing activity for a number of BAU services. 

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. 

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. There are considered to be no negative equality or diversity implications arising from the award of contracts. 

8. Background/supporting papers 

None.