Key information
Executive summary
This business justification concerns replacement of legacy end-of-life BT analogue and digital products that BT are withdrawing from service. Tasks comprise:
• Replace analogue landline communication channels with a digital service over MPS Wide Area Network (WAN).
• Replace analogue circuits with a digital service over MPS WAN for radio communication channels.
• Upgrade radio equipment interfaces for above as required to support conversion of analogue circuits to a digital service over MPS WAN.
• Replace legacy BT “Short Haul UK” circuits with supported digital products, using a digital service over MPS wide area network were appropriate.
• Upgrade Wide Area Network circuit bandwidth at 16 MPS sites.
Recommendation
The Deputy Mayor for Policing and Crime is recommended to approve £675,000 of Capital to fund completion of Optimisation of Circuits from the MOPAC Approved Digital Policing Capital Budget comprising £279,000 in 20/21, £396k in 21/22.
Non-confidential facts and advice to the Deputy Mayor for Policing and Crime (DMPC)
1. Introduction and background
1.1. The voice communications within the scope of this project are strategically important to MPS. They provide, for example, emergency communications between MPS Polar Park and Heathrow Air Traffic Control Tower (ATC) and between MPS and London city Airport.
1.2. Several large MPS projects, completed 2017—2019, updated or replaced MPS network infrastructure and circuits. MPS have also ceased a large number of redundant legacy circuits that were no longer required by the business. There remains, however, a number residual key legacy circuits in use, which require treatment.
1.3. MPS Enterprise Architects have approved the replacement architectures previously.
1.4. This project align to ‘The Met’s Direction: Our Strategy 2018-2025’ by:
• ensuring continued availability of network services, supporting officers and staff at key locations across Greater London.
• Seizing the opportunities of data and digital tech to become a world leader in policing.
1.5. As with circuits transformed within the original scope of NTA Transition and Transformation programme the replacement digital services will be:
• Flexible, scalable and agile, right-sized and fit-for-purpose
• Aligned with government and industry connection guidance, requirements and standards
• Off-the-shelf (not bespoke in nature).
1.6. The expected life of the replacement solution is four years.
2. Issues for consideration
2.1. An IT Health check is not required, as all components of the proposed solution already hold Authority to Operate (AtO) approval.
3. Financial Comments
3.1. The project aims to deliver completion of Network Tower Optimisation of Circuits at a capital expenditure cost of £675k, which will be met from the DP Capital budget, £279k in 20/21, £396k in 21/22.
3.2. There is a revenue saving of £100k from Q3 21/22 onwards.
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). All awards of public contracts for goods and/or services in excess of £189,330 shall be procured in accordance with the Regulations.
4.2. Paragraph 4.8 of the Scheme provides the Deputy Mayor for Policing and Crime (DMPC) reserves the right to approve business cases for revenue or capital expenditure of £500,000 and above.
4.3. The proposed works orders with BT and Keysource are to be procured through the MOPAC’s Networks and Data Centre Managed Services ‘Tower’ contracts respectively. The technical and financial scope of the proposed orders are within the respective ‘Tower’ contracts.
5. Commercial Issues
5.1. The services required to replace legacy BT circuits, both legacy analogue and legacy digital products, that are being withdrawn from service will be procured via the Network Tower supplier under the existing framework between them and the MPS.
5.2. Commercial Principles:
• The completion of Network Tower Circuit upgrades will be ordered under the Network Tower Agreement (NTA) with BT.
• Keysource will provide change control and access support for Technical Equipment Rooms (TERs) under the Data Centre Managed Services Tower Agreement (DCMSTA).
• MPS confirm that the proposed works order to BT and Keysource is within the technical and financial scope of NTA and DCMSTA respectively. The initial proposals for Network Transformation were reviewed by the Core Infrastructure team and Architecture Team who are recommending that this paper progresses.
• The NTA and DCMSTA terms & conditions includes all the key contractual clauses & payment mechanisms and allows for changes/projects to the contract through a prescribed change process.
• The MOPAC has approved a total contract value of £200m for the Network Tower (PCD 151 dated 02/03/17). This paper does not have an impact on the total contract value.
• There is no impact on the workforce as this request is about an existing service i.e. there are no TUPE implications or staff changes.
6. GDPR and Data Privacy
6.1. The MPS is subject to the requirements and conditions placed on it as a 'State' body to comply with the European Convention of Human Rights and the Data Protection Act (DPA) 2018. Both legislative requirements place an obligation on the MPS to process personal data fairly and lawfully in order to safeguard the rights and freedoms of individuals.
6.2. Under Article 35 of the General Data Protection Regulation (GDPR) and Section 57 of the DPA 2018, Data Protection Impact Assessments (DPIA) become mandatory for organisations with technologies and processes that are likely to result in a high risk to the rights of the data subjects.
6.3. The Information Assurance and Information Rights units within MPS will be consulted at all stages to ensure the project meets its compliance requirements.
6.4. 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. This project will not impact Equality and Diversity. All work will be let through two existing MOPAC contracts: the Network Tower Agreement and the Data Centre Managed Services Tower Agreement. These two existing MOPAC contracts are fully compliant with legal requirements, including Equality Law, and MPS legal advisors confirmed this during contract review prior to contract award.
8. Background/supporting papers
8.1. Report
Signed decision document
PCD 855