Optimising Our Buildings FBC

This paper seeks approval for an upto 5-year, £5.6m value for provision for additional Subject Matter Expertise (SME) capacity to support the various programmes involved in transforming the estate and smarter working. At this stage the recommendation is for an initial procurement for a 18 month - 2 year timeframe at a value of £2.7m.

The Deputy Mayor for Policing and Crime is recommended to approve the request to source this business change expertise from the market. The ceiling of approval requested is for the full 5 years amount (£5,596,412), noting that the initial procurement will be only for £2,698,320.

1. Introduction and background

1.1. The MPS has a significant programme of transformation, One Met Model 2020, which include smarter ways of working and estate rationalisation.

1.2. Plans are already in place for significant changes to reduce the volume of the estate generating significant capital receipts and annual revenue savings, and enabling the avoidance of future investment costs. This proposal is for investment in Subject Matter Experts (SME) to support the officers and staff who will be working in different locations, in mobile ways, and with different technology and who will face behaviour and cultural changes.

2. Issues for consideration

2.1. This proposal will include the procurement of experienced SME resource with proven smarter working and estates transformation experience to deliver this business critical cultural and business change and build the MPS in-house capability for longer term deployment.

2.2. The provision of this capacity will assist in de-risking the delivery of the planned non-cashable benefits, and the anticipated estates programmes capital receipts and revenue savings.

3. Financial Comments

3.1. The 2 year cost of the proposal is up to £2.7million. The funding for the initiative in 2019/2020 of £1.68 million will be managed from existing budgets, and the £1.02 million for 2020/2021 will be added to the existing savings’ gap and addressed via the budget process over the summer 2019.

4. Legal Comments

4.1. There are no legal implications arising from this proposal. The DMPC is asked to approve the recommendation under paragraph 4.8 of the MOPAC Scheme of Consent and Delegation which requires DMPC approval for “Business cases for revenue or capital expenditure of £500,000 and above” and paragraph 4.13 for which DMPC approval is required for “All requests to go out to tender for contracts of £500,000 or above”.

5. Commercial Issues

5.1. The MPS propose a tender via the Bloom framework which is a compliant route to market, and a 18 month contract term. If further SME capacity was needed after the 18 month term MPS propose that a new tender process would take place.

6. GDPR and Data Privacy

6.1. The proposal does not use personally identifiable data of members of the public therefore there are no GDPR issues to be considered.

7. Equality Comments

7.1. In relation to this procurement the tender process will include a weighted criteria on awareness and knowledge of equality topics and will require the successful bidder to commit to working in line with the Equality Act 2010.

8. Background/supporting papers

8.1. MPS Report to IAM.