Initiate Procurement – Facility Management Services

The facility management (FM) services set out in paragraph 1.1 are currently provided by way of a series of contracts which are concluding between April and July 2019. This paper sets out a request to initiate the procurement processes necessary to ensure the continued provision of these services. The paper also requests the authority, subject to conditions, for MPS to award the contracts.

The DMPC is recommended to approve:

1. The initiation of procurement for the services set out in paragraph 1.1
2. A delegation to the MPS Director of Commercial Services to award the contracts, subject to the conditions set out in paragraph 2.3

1. Introduction and background

1.1. This paper refers to the provision of the following services:

• Supply and Hire of Portable Accommodation and Toilets
• Supply and Hire of Traffic Barriers
• Supply of Mail Screening Services
• Maintenance of Firing Ranges and Firing Equipment including Statutory Inspections
• Planned Maintenance and Reactive Repair/Replacement of Fuel Metering and Pumps including Statutory Inspections.

1.2. Each of the current contracts providing these services is scheduled to expire between April and July 2019. This paper sets out the proposal to initiate a procurement exercise to re-provide these services.

2. Issues for consideration

2.1. Following previous MOPAC advice the MPS has undertaken early market engagement to encourage more bidders for these services. The proposed 4 year frameworks will be made available to GLA functional bodies and the London Ambulance Service.

2.2. The contracts are expected to be of either 3+1+1 or 5+1+1 years in length. The estimated maximum value for up to 7 years for all 5 services is £7.2m, of which £6m relates to MPS, and there is provision of £1.2m for other GLA functional bodies to use if required. The tender process will be via a EU open tender route.

2.3. Where the following conditions are met it is proposed that the MPS are delegated authority to award the above tenders:

• At least three compliant bids are received and capable of being evaluated for each package, and
• Costs have not increased by more than CPI inflationary measures compared with existing contract

3. Financial Comments

3.1. There is sufficient budget provision within MPS Property Services to meet the estimated costs.

4. Legal Comments

4.1. The procurement to date, and that planned, is compliant with Public Contract Regulations 2015 on behalf of MOPAC.

5. Equality Comments

5.1. There are no direct equality implications arising from this proposal.

6. Background/supporting papers

6.1. MPS Report Appendix 1