PCD 1829 IT Consolidated

Executive Summary: 

This Business Justification Paper seeks commercial approval for all business-as-usual MPS technology requirements from 1st April 2025 to 30th September 2026. The majority of requirements are owned by the Digital, Data and Technology (DDaT) Business Group but there are also other business units of the MPS that have locally owned technology requirements which have been included. All such requirements have been reviewed by the MPS Grey Estate Working Group to ensure compliance to relevant data and cyber security requirements.  

This approval will streamline the number of submissions made to MOPAC for services that are already in place, required for the running of the MPS, and part of the relevant business areas MOPAC-approved budgets.   

Recommendation: 

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

• Approve initiation of procurement action and delegate authority to the Director of Commercial Services to award and sign contracts for existing DDaT technology requirements included in MOPAC-approved budgets set out in Annex A with a total contract value of £98.110m. 

• Approve extensions to existing DDaT contracts included in MOPAC-approved budgets set out in Annex B with a total extension value of £26.632m 

• Approve initiation of procurement action and delegate authority to the Director of Commercial Services to award and sign contracts for existing non-DDaT technology requirements included in MOPAC-approved budgets set out in Annex C with a total contract value of £17.434m.  

• Approve extensions to existing non-DDaT technology contracts included in MOPAC-approved budgets set out in Annex D with a total extension value of £7.000m. 

• Delegate authority to award contract extensions up to 50% of contract value to the Director of Commercial Services. 

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

1. Introduction and background 

1. The annual delegation of approval for regular awards and commitments is accepted as standard practice across both the public and private sectors in order to minimise administration and embed local accountability. It has been approved by MOPAC for the previous 5 years and it is recommended that that MOPAC/MPS continue this approach.  

2. Requiring individual BJPs to be submitted for the requirements contained within this paper would result in: 

1. oversubscribed agendas at corporate boards; 

2. the need to seek approval through delegated authority with the risks of delayed decisions threatening the continuation of policing services; 

3. rigidity in negotiations and an inability to access more advantageous commercial offerings from suppliers due to constraints on approved contract lengths, routes, and terms; 

4. reduced time to ensure value for money strategies are fully developed and implemented.  

3. Having MOPAC approve at a strategic level enables DDaT, Commercial Services and other business units to focus resource on delivering the best commercial results.  

2. Issues for consideration 

1. This paper is not seeking approval for any additional funding in relation to the MPS run requirements. The budget numbers and estimated costs set out in the Financial Case are shown at nominal values.   

2. The contract values provided are estimates based on the best available knowledge of Met requirements and supplier pricing. Commercial Services will award the contract value required at the time of award, in all cases confirming that committed spend is within approved budgets. If they are not, additional budget will be sought and approval from relevant board as set out above will be confirmed. 

3. This contributes to the MOPAC Police & Crime Plan by ensuring continuation of a large number of key underpinning technology enablers that support delivery of policing services to London.  

3. Financial Comments 

1. All requirements contained in this submission are covered in existing MOPAC approved budgets. There are no funding implications from this request.  

4. Legal Comments 

1. Due to the large number of requirements contained within this submission a line-by-line review of proposed contracting routes for each contract has not been undertaken. MPS will ensure that all contracts approved will be via a compliant procurement route under either the 2015 regulations or 2023 Procurement Act as applicable. Legal advice shall be sought where it is considered that an exemption may apply.   

5. Commercial Issues  

1. Where new contracts are being put in place for existing requirements then all relevant policies in the MPS commercial handbook shall be applied to ensure best value for money as well as adherence to responsible procurement and Anchor Institute commitments. 

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 MPS will be consulted where relevant for each requirement to ensure that the MPS meets its compliance requirements. 

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. As this is an extension of existing services and solutions there are no changes to any aspects relating to equality or diversity. 

8. Background/supporting papers 

None.