Cleaning Contract Uplift and Re-procurement

This decision seeks approval for an uplift to the existing contract to provide for on-going enhanced cleaning for a period of 13 months until the expiry of the existing contract at a value of £3.3m, and to initiate procurement for re-provision of the cleaning service for a estimated cost of upto £70.5m over a period of upto 5 years. The estimated costs will be met from within Metropolitan Police Service budgets. The proposed re-procurement will enable other GLA bodies to collaborate and join the contract.

The Deputy Mayor for Policing and Crime is recommended to:

1. Approve an amendment to the current cleaning Contract to extend the reassurance cleaners and reassurance cleaning service to the full Term. This equates to 13 months of reassurance cleaning at total additional cost of £3.3m for the 13 months period noting that current guidance from PH England and the NPCC suggest additional cleaning measures are likely to remain.

2. Approve the re-procurement of the Cleaning Service Line via a Restricted Competition Procurement Procedure in line with Public Contracts Regulations 2015 (PCR2015) at a forecasted value of £42.3m for a base term of 3 years plus two optional 2-year extensions at £14.1m per annum.

1. Introduction and background

1.1. MOPAC approved the award of a cleaning contract to Servest Cleaining for the period April 2018 to April 2023. During this period due to Covid-19 pandemic an uplift in the provision of enhanced cleaning was approved through to end March 2022.

1.2. This paper seeks approval to extend the enhanced cleaning arrangements until the end of the current contract, and to re-procure the service for the longer term.

2. Issues for consideration

2.1. The extension of the enhanced cleaning arrangements will ensure compliance with Health and Safety Executive requirements and to assure officers and staff of the actions taken to maintain their health and safety while at work. The current guidance from Public Health England and the National Police Chiefs Council suggest that even in ‘recovery’ from the pandemic the additional ‘reassurance’ cleaning routines are likely to be recommended to remain.

2.2. With the expiry of the contract in April 2023 there is a need to initiate the actions to re-procure and mobilise the cleaning service.

3. Financial Comments

3.1. The total budget requirement for this service is £3.3m for the uplift for the 13 months until the end of the current contract. The estimated contract value for the re-procurement is £14.1m p.a., which equates to a total of £70.5m over the potential 5 years of the contract.

3.2. The costs will be funded from within the MPS budget.

4. Legal Comments

4.1. The Mayor’s Office for Policing and Crime (MOPAC) is a contracting authority as defined in the Public Contracts Regulations 2015 (the Regulations). The Regulations require (amongst other things) that contracts above the value of £213,477 for goods/service generally needs to be subject to an open, advertised procurement.

4.2. The MPS Directorate of Legal Services assure that the proposed uplift to the current contract and the proposed re-procurement are compliant with Public Contracts Regulations 2015.

4.3. Paragraph 4.13 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to approve all unforeseen variations and extensions to contracts with an original value of £500,000 or above, when the variation or extension is greater than 10% of the original value and/or is for a period of more than 12 months.

4.4. Paragraph 4.13 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to approve all requests to go out to tender for contracts of £500,000 or above.

5. Commercial Issues

5.1. This paper proposes the continuation of an enhanced cleaning capacity and re-procurement of cleaning services for the longer term. The service includes planned routine and reactive cleaning, periodic planned cleaning and consumables used for cleaning.

5.2. The uplift is for the period of 13 months until the end of the current contract. The re-procurement is anticipated to be based on a initial term of three years and two optional 2-year extensions, using a single lot approach. The proposed procurement route is via a compliant restricted competition procedure.

5.3. As part of the Estates and Facilities Management Collaboration Working Group the proposed procurement arrangements will enable GLA and functional bodies to access a compliant contract for this service.

5.4. In terms of evaluation criteria and weightings, the social value elements including both responsible procurement and Anchor Institutions objectives, will have a weighting of 10%+ of the overall score.

6. GDPR and Data Privacy

6.1. 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.

6.2. 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

7.1. 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.

7.2. By extending the uplift work there is the avoidance of a potential redundancy situation which will mitigate potential impact(s) to minority and low paid workers. This contract includes the MOPAC commitment to guarantee payment of the Mayors London Living Wage.

8. Background/supporting papers

• Appendix 1 MPS Report Initiation of the procurement for Cleaning Services via a Restricted Competition Procurement Procedure in Line with Public Procurement Regulations 2015