Estates Professional Services

This decision seeks approval to initiate procurement for the supply of a range of estates-related professional services as existing contracts are expiring. The total estimated annual value is £1.63m, which across the proposed initial three year term is a value of £4.9m, and if the proposed optional two 12-month extensions are implemented a total value of £8.13m. The costs will be met from within the existing Metropolitan Police Service (MPS) resources. The procurement route will be via existing frameworks.

The Deputy Mayor for Policing and Crime is recommended to:

1. Approve the procurement of Estate Management Services, including disposals and acquisitions, administering and advising on landlord and tenant responsibilities etc. These Services may also include ‘on demand’ services for matters such as town planning advice, advice relating to compulsory purchase orders, rights of light etc. where there is no potential or actual conflict of interest. Estimated value is circa £1.216m per annum for the proposed contract of up to 5 years (3 years plus 2 x 1 year extension options);

2. Approve the procurement of Valuation and Rating Services. Estimated value is circa £0.29m per annum for the proposed contract of up to 5 years (3 years plus 2 x 1 year extension options);

3. Approve the procurement of Vertical Real Estate Services (Telecoms Masts on MPS buildings). Estimated value is circa £0.12m per annum for the proposed contract of up to 5 years (3 years plus 2 x 1 year extension options); and

4. Approve the procurement of On Demand Services via a single provider for each ‘on demand’ service when the Estate Management Service provider has a potential or actual conflict of interest. It is estimated that the value of any on demand services required due to conflict of interest reasons would be offset by a corresponding reduction in the other Estate Professional Service Contracts, and the annual value would not exceed the total estimated value of £1.63m p.a. for the all the Estate Professional Service contracts.

1. Introduction and background

1.1. The services this paper relates to are professional services in relation to

• Disposals and acquisitions, advice on landlord/tenant issues/town planning/ rights of light, net zero carbon, etc.

• Valuation and rating services

• Telecoms masts

1.2. The existing contracts for the supply of these services are expiring on 31 March 2022.

2. Issues for consideration

2.1. The MPS evaluated 5 options for the future service delivery including a full in-source option. The recommended option (2) scored highest in the evaluation.



2.2. The provision of a “On demand” capacity provides an alternate route to market for these services where the prime supplier is unable to act for MOPAC due to a conflict of interest.

2.3. Alternative procurement routes were evaluated and the recommended routes are

• The estates management, valuation & rating, and ‘on-demand’ services will be procured via either the Homes England framework or similar, and

• the Telecoms masts service via Bloom/Compete 4 or similar framework

2.4. The proposed term of the contracts are for an initial period of 3 years with option to extend by up to a further 2 years.

3. Financial Comments

3.1. The estimated annual value of these services is £1.63m, resulting in a total potential contract value of up to £8.13m over the five years that the contract may run for.

3.2. The value of £8.13m will form part of call off agreements and will not commit the MPS to any expenditure and will be called off in line with approved scheme of delegation and within annual available budgets.

4. Legal Comments

4.1. The MPS Legal Services assure that the procurement of these professional services is within MOPAC powers. The Mayor’s Office for Policing and Crime (“MOPAC”) 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 £189,330 or above shall be procured in accordance with the Regulations. This report confirms the value of the proposed procurements exceed this threshold and the procurement will be compliant with PCR 2015.

4.2. Paragraph 4.8 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to approve business cases for revenue or capital expenditure of £500,000 or above.

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 requests to go out to tender for contracts of £500,000 or above

4.4. Paragrpah 7.23 of the MOPAC Scheme of Delegation and Consent provides that the MPS Director of Strategic Procurement Services can approve the award of all contracts, with the exception of those called in through the agreed call in procedure.

5. Commercial Issues

5.1. The services this paper relates to are professional services in relation to

• Disposals and acquisitions, advice on landlord/tenant issues/town planning/ rights of light, net zero carbon, etc.

• Valuation and rating services

• Telecoms masts

5.2. Following an evaluation of six options for the supply of these services the MPS recommend the highest scoring route – bundled services - as most suitable.

5.3. The procurement routes are via either the Homes England Estate Professional Services Framework, Bloom, Compete 4 or a similar framework.

5.4. Responsible Procurement requirements will be incorporated in the tender documents.

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 MPS assure that this programme 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. MPS assure that no negative impact has been identified to any individual and/or group safeguarded by a protected characteristic and those who are not.

8. Background/supporting papers

• MPS Ppaer Appendix 1 PSD Estates Professional Services Business Justification Paper