Occupational Health Contract Extension

MOPAC approved the award of a occupational health service contract in October 2016 via PCD 66 with implementation from April 2017 for an initial six year period with the option to award a three year extension. In June 2021 MOPAC approved PCD 991 for an uplift in the contract from a value of £34,000,000 to £52,900,000 for the remaining period of the initial 6 year period addressing both an increase in volumes for the services included in the original contract award and for a range of new services. This decision seeks approval for a three year extension to the existing contract. The value of the three year extension is £31,660,422.

The Deputy Mayor for Policing and Crime is recommended to approve a contract extension for Occupational Health Services with Optima Health for a term of 3 years (36 months). The total contract amount required for the extension period, from financial year 2023/24 is £31,660,422, which includes 10% contingency.

1. Introduction and background

1.1. MOPAC approved the award of a occupational health service contract in October 2016 [PCD 66] with implementation from April 2017.

1.2. In June 2021 MOPAC approved (PCD991) an uplift in the contract from a value of £34m to £52.9m for the remaining period of the initial 6 year period addressing both an increase in volumes for the services included in the original contract award and for a range of new services.

2. Issues for consideration

2.1. This paper proposes to invoke the foreseen three year extension for the supply of the occupational health services on the basis of the uplifted level and range of services.

2.2. Further detail of the services provided are set out in the attached appendix 1. The Met have confirmed that the provider, Optima Health, has to date effectively delivered the services.

2.3. The Met assure that the proposed extension will contribute to the MOPAC Police and Crime Plan as it ensures robust health and wellbeing services for officers and staff that will ensure a healthier workforce to better serve the needs of the people of London, and that by maintaining the health needs of officers and staff ensures that they remain physically and psychologically equipped to meet the policing challenges they face.

2.4. The extension is proposed based on the prices offered in the original 2017 contract.

3. Financial Comments

3.1. The estimated three year cost (including a 10% contingency) of the proposed contract extension is £31,660,422 which the Met will fund from within existing budgets.

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). The Regulations require (amongst other things) that contracts above the value of £189,330 for goods/service generally needs to be subject to an open, advertised procurement.

4.2. Regulation 72 of the Regulations provides a safe harbour for the modification of contracts where the terms of a contract provide for such modifications to take place. The Met confirm that variations of this type are permitted under Regulation 72(1)(a) of the Public Contracts Regulations 2015.

4.3. Paragraph 4.14 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to reserve the right to call in all variations and extensions to contracts with an original value of £500,000 or above.

5. Commercial Issues

5.1. The services this extension relate to are occupational health services including health screening, sickness absence management, counselling, physiotherapy, workplace assessments, work place immunisations and major incident support.

5.2. The original contract award provided for a three year extension.

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 Met assure that this paper does not use currently 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 Met assure that the proposal is designed to to benefit all those who work in the MPS no matter what their job role, social background, religious beliefs or other characteristics.

8. Background/supporting papers

• Appendix 1 MPS Paper Occupational Health Contract Extension