Electronic Security, Control Room Systems and Audio Visual Systems

This is a request for the approval of a national police and emergency services Framework Agreement for electronic security, control room systems and audio-visual systems for a four year period from 2 November 2018 to 3 November 2022.

The Deputy Mayor for Policing and Crime is recommended:

1. To approve the award of a new national police and emergency services Framework Agreement for Electronic Security, Control Room Systems and Audio Visual Systems for a period of four years. Eight suppliers are awarded a place on the Framework Agreement with a total maximum value of £44m to £70m with the latter higher value to aid collaborative procurement with the Greater London Authority (GLA) Group and Police and Emergency Services Authorities, which will be funded from existing budgets (applicable to the Metropolitan Police Service estimate value of £44m only).

(a) Lot 1: Building Technology Systems and Services, as a multiple supplier Lot, containing seven suppliers with a Metropolitan Police Service estimated spend of £26m.

(b) Lot 2: CCTV Image Presentation and Control Room Systems, as a multiple supplier Lot, containing two suppliers with a Metropolitan Police Service estimated spend of £8m.

(c) Lot 3: Digital Video Recording Systems, Videowalls and Ancillary Services, as a single supplier Lot, containing one supplier with a Metropolitan Police Service estimated spend of £10m.

2. To approve the award of the Framework Agreement to the following suppliers:

(a) Lot 1 (multi supplier Lot): Eurovia Infrastructure Ltd, Chroma Vision Ltd, Chubb Systems Ltd, OpenView Security Systems Ltd, Crown Security Systems Ltd, (Cinos Ltd (sub-contracting to BGE Digital Ltd) and Reliance High-Tech Ltd.

(b) Lot 2 (multi supplier Lot): Eurovia Infrastructure Ltd and Tyco Fire & Integrated Solutions (UK) Ltd t/a Tyco Integrated Fire and Security.

(c) Lot 3 (single supplier Lot): Cinos Ltd.

1. Introduction and background

1.1. The current Metropolitan Police Service Framework Agreement (SS3/13/107) for the requirement expires on 2 November 2018.

1.2. MOPAC decision PCD 218 in June 2017 approved the initiation of tendering for a National Police and Emergency Services Framework Agreement for Electronic Security, Control Room Systems and Audio-Visual Systems.

1.3. There is an on-going requirement for electronic systems and other building technology systems. The requirement is currently met by a Metropolitan Police Service only Framework Agreement which consists of three separate Lots and was for a total estimated value of £44m.

2. Issues for consideration

2.1. There are currently no existing suitable Framework Agreements available to the Metropolitan Police Service, that cover the scope of services and goods that the requirement demands.

2.2. The tender was conducted utilising the OJEU Restricted process which included both a Supplier Selection Questionnaire (SSQ) and an Invitation to Tender process (ITT).

2.3. The Framework Agreement is required to ensure that the Metropolitan Police Service has compliant and effective contracts in place for the installation, support and maintenance of a range of on-going business as usual building security access requirements and CCTV Control Room infrastructure.

3. Financial Comments

3.1. Costs can be met from existing budgets.

3.2. The budget for the Metropolitan Police Service four year Framework Agreement is circa £44m for the four year term, as per the following: Lot 1 (£26m); Lot 2 (£8m) and Lot 3 (£10m).

4. Legal Comments

4.1. Under Paragraph 4.13 of the MOPAC Scheme of Delegation and Consent provides that Deputy Mayor for Policing and Crime has authority to approve all requests to go out to tender for contracts of £500,000 or above, or where there is a particular public interest.

4.2. 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 apply to awards of all public contracts for goods and services (save for specific service categories listed in Schedule 3 of the Regulations, which are not applicable here) where the value of the contract exceeds £181,302 for goods and services (as from 1 January 2018). This report confirms the value of the Framework Agreement is envisaged to be between £44m and £70m over a maximum four-year term. Accordingly, the Regulations have been applied. Regulation 33(5) provides that Framework Agreements may be open for use by other contracting authorities where they have been clearly identified for that purpose in the call for competition. Regulation 33(7) provides that where a Framework Agreement is concluded with a single economic operator (as is the intention with Lot 3) call-off contracts shall be awarded within the limits in the Framework Agreement. Regulation 33(8) provides that where a Framework Agreement is concluded with more than one economic operator (as is the intention with Lots 1 and 2) and where not all the terms governing the provision of services are laid down, a contracting authority must re-open competition amongst the economic entities which are parties to the Framework Agreement. The report confirms regulation 33 was followed.

5. Equality Comments

5.1. There are no negative equality or diversity implications arising from the tender evaluations and recommendation to award stage of the process. Key questions in terms of compliance with the equality and diversity policy and with the Equality Act 2010 were included and each of the suppliers confirmed their compliance with the Act.

6. Background/supporting papers

6.1. Report