Fleet Transformation Outline Business Case

This decision seeks approval to proceed with the project to replace the repair and maintenance arrangements of the MPS overt fleet, including market engagement and initiating procurement. The services include fleet management, collision repair and mobile support, and service, minor repairs and maintenance. The current contract expires at the end of October 2022. The estimated annual value of the service is £27m. The cost of progressing this proposal to full business case is £195,000 which is funded from within existing MPS resources.

The Deputy Mayor for Policing and Crime is recommended to approve that this project proceeds with the preferred option as described in the business case and initiate work to enable any procurement activity as necessary.

1. Introduction and background

1.1. The contract for the repair and maintenance of the MPS overt fleet is due to expire at the end of October 2022. In anticipation of this, the MPS is exploring service delivery models that will deliver a high level of service performance while enabling adaption to new and emerging technology for the benefit of the fleet and fleet users. Learning from previous procurement activity has been incorporated into the planning and development of the potential options.

2. Issues for consideration

2.1. The MPS fleet is a key enabler in the fight against crime directly supporting front line officers in protecting Londoners and keeping the city safe. Repairing and looking after the fleet is a key element of this, through the delivery of a fit-for-purpose, available, and flexible fleet that can support the operational requirements of the MPS and deliver the priorities of the Police and Crime Plan.

2.2. The MPS has undertaken significant work in reviewing the operational needs for the service, considering the changing nature of the fleet and environmental requirements, and assessing the market available to deliver the services.

2.3. The MPS report that it has learnt lessons identified both internally and from recommendations from the Directorate of Audit, Risk and Assurance (DARA) in relation to the previous Fleet Managed Service Provider procurement.

3. Financial Comments

3.1. The MPS estimate that the cost to support the procurement, design and development of the full business case is £195,000. This can be met from within approved MPS resources.

4. Legal Comments

4.1. The MPS has not identified any significant legal implications arising from these proposals. Legal support has been identified to support the proposed future procurement activity.

4.2. 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. The services included in this outline business case are fleet management, collision repair and mobile support, and service, minor repairs and maintenance. The MPS will develop the detail of the proposed procurement including consideration of contract length, pricing mechanism, restricting the number of lots which can be awarded to any one bidder, etc. before engaging with the market. The presumption is that all the lots will be tested via open market competition.

5.2. The MPS anticipate that this project will enable the repair and maintenance regime to support the ambition for a zero emission fleet by 2030, placing an expectation on any supplier to adopt emerging technologies and support a zero emission fleet.

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 state that a DPIA has been completed for this project. The project does not currently use personally identifiable data of members of the public, so there are no current 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. The MPS state that an Equalities Impact Assessment has been completed at regular intervals throughout the development of the outline business case with no equality and diversity issues have been identified at this stage.

8. Background/supporting papers

8.1. Appendix 1 MPS Report - Fleet Transformation Project Outline Business Case