PCD 1851 End User device Demand for 2025/26 and 2026/27

Executive Summary:

This paper requests approval for the delivery of business-as-usual (BAU) and refresh device demand for the financial years 2025/26 & 2026/27, specifically laptops, desktops, monitors, and smartphones used by MPS Officers and Staff. This paper follows previous papers for device demand in 2023/24 & 2024/25.  

Recommendation: 

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

• To approve Capital spend of £46.763m m in 2025/26 & 2026/27 from the approved DDAT Capital Plan to replace end user laptops, desktops, monitors and smartphones to meet BAU and refresh demand in line with policy and approach proposed in this business case.   

• To approve the delegation of authority to the Director of Applications, End User and Radio Services to manage the Capital spend within the overall costs outlined in this paper.   

• To approve the delegation of authority to the Commercial Director to initiate procurement action and award new contracts where shown as commercially beneficial for a total contract(s) value of up to £25m and a term of 4 years.    

• To approve the redistribution via commercially approved routes of appropriately digitally sanitised devices for reuse to reduce digital exclusion or resale where devices have a residual value.   

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

1. Introduction and background  

1. The MOPAC Police and Crime Plan for London 2022-25 supports the need for the MPS to tackle crime on and off-line in a more effective and efficient way to & to use the MPS Capital Plan to maintain existing systems. The NMfL commits to fixing the MPS Foundations by providing Officers with the necessary kit & equipment to do the job effectively. 

2. This paper follows the previous agreement to support the refresh of devices reaching end of life between 2024/25 . Further devices have now or will soon reach end of life and require refresh to ensure continued performance and reliability for Officers and Staff.   

3. Laptops, desktops and mobiles are a critical tool for the MPS Frontline and Back Office Staff, required to enable them to access operational, intelligence and back office systems and data enabling them to police effectively and safeguard Londoners.   

4. MPS have driven a change to flexible working by deploying mobile devices moving from 2,500 laptops and 1,000 tablets in November 2017 to currently 50,000 laptops on the estate.   

5. The figures quoted in the paper represent the maximum device demand anticipated for the financial years 2025-27, and are based on volumes of devices and in-scope users as of late 2024 and forecast within the DDaT Capital Plan. This will be monitored throughout the period to reflect factors such as Tough Choices and business need.  

6. To ensure revenue costs are not impacted MPS will follow a strict policy for deployment of new and refreshed devices to ensure device volumes align to organisational need.  Regular reporting will be made available to business units to enable the proper stewardship of devices.   

7. Whilst previously devices have been provided to charities in support of LOTI Digital Inclusion, the MPS will now review whether there is any residual monetary value before deciding to do so again, and if so will consider resale of these devices through commercial approved channels.   

2. Issues for consideration  

1. The continued use of older devices will negatively impact Officers and Staff as industry data demonstrates they break more frequently, leading to more disruption for users and increasing the risk of being unable to access critical information when needed.   

2. Officers and Staff are now able to access most MPS systems, with the exception of Secret and Sensitive systems, while away from duty stations enabling them to respond more quickly to the needs of Londoners.   

3. Financial Comments  

1. The refresh of laptops, desktops, smartphones and monitors and support for business as usual will cost £46.763m, funded from approved DDaT Capital budget.   

4. Legal Comments 

1. The Mayor’s Office for Policing and Crime 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 (inclusive of VAT) or above will be procured in accordance with the Regulations.   

2. The MOPAC Scheme of Delegation and Consent provides the Deputy Mayor for Policing and Crime (“DMPC”) with authority to approve business cases for revenue or capital expenditure of £500,000 and above (paragraph 4.8).   

3. 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.   

4. The use of a compliantly procured Framework Agreement will constitute a compliant process where the Framework Agreement’s ordering processes are followed.   

5. Commercial Issues  

1. Devices can be compliantly procured via existing DDaT contracts however, where shown to be commercially beneficial, new contracts may be awarded.  Please see procurement strategy in the paper for full options.   

2. The proposal contributes to the delivery of the London Anchor Insitutes’ Charter through old devices being digitally sanitised in line with MPS security procedures and then repurposed through approved routes, such as the London Office of Technology and Innovation, to reduce digital poverty across London.    

6. GDPR and Data Privacy  

1. 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.   

2.    The Information Assurance and Information Rights units within MPS will be consulted at all stages to ensure the programme meets its compliance requirements.   

3.   The project does not use personally identifiable data of members of the public, so there are no 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. This work does not change any aspects relating to equality or diversity.   

3. Existing Assistive Technology (AT) and Accessibility features available to MPS Officers and Staff will continue to function with the refreshed devices and the project will ensure AT and Accessibility tools are working for individuals as part of the refresh.   

8. Background/supporting papers 

None. 

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  End User Device Demand FY 2026 & 2027 Proposal 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.