Procurement of Clinical and Offensive Waste Services

This service requires the collection of Offensive and Clinical Waste from internal and external locations across the MOPAC Metropolitan Police Services (MPS) estate to support operations. This paper seeks approval to initiate the re-procurement of the service from April 2023 when the current contract expires. The re-procurement is proposed for a term of upto 5 years (3 years initial period with two 1 year optional extensions). Over the potential 5 years the estimated value of the contract is £799,000.

The Deputy Mayor for Policing and Crime is recommended to:

1. Approve the initiation of the re-procurement activity for the Clinical and Offensive Waste via ESPO Framework 239 including re-packaging elements of the scope of requirements at value of £799,000 for a contract term of 5 years (3 years base term + two 1 year extensions)

2. Approve the awarding of the contracts to the successful bidders following a compliant competition procedure within a 10% tolerance of the values outlined in this paper –to be signed off by the MPS Director of Commercial

1. Introduction and background

1.1. This service requires the collection of Offensive and Clinical Waste from internal and external locations across the MOPAC estate to support operations.

1.2. MOPAC approved the award of contract for this service in April 2018 on a 5 year contract term -3 years plus two 1 year optional extension periods. The first extension was taken expiring at the end of April 2022 and the Metropolitan Police Service (MPS) under delegated authority will award the second extension enabling the provision of the service until end April 2023.

1.3. This paper seeks approval for the re-procurement of the service from April 2023.

2. Issues for consideration

2.1. In 2021 the service was re-tendered. This resulted in only one bid from the incumbent and at higher prices than the current contract and so the optional contract extensions were awarded.

2.2. The re-procurement of this service will support policing operations and the welfare of police officers and staff.

3. Financial Comments

3.1. The total estimated contract value of this procurement is up to £799,000 over a 5 year period. The MPS have confirmed that costs will be met within existing resources.

4. Legal Comments

4.1. The Mayor’s Office for Policing and Crime is a contracting authority as defined in the Public Contracts Regulations 2015 (“the Regulations”). All awards of public contracts for goods and/or services valued at £213,477 or above shall be procured in accordance with the Regulations. This report confirms the value of the proposed contract exceeds this threshold.

4.2. The MPS Legal Services confirm that the proposed route to market is compliant.

4.3. 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. This service requires the collection of Offensive and Clinical Waste from internal and external locations across the estate to support operations. The re-procurement is proposed for a term of upto 5 years (3 years initial period with two 1 year optional extensions).

5.2. The MPS assure that there was engagement with the GLA bodies to understand opportunities for collaboration but that none were identified.

5.3. The MPS propose to use the Eastern Shires Purchasing Organisation (ESPO) framework which provides a compliant route to market.

5.4. The MPS state that they will ensure ESPO have included the Anchor Institution Charter requirements as a part of the Invitate to Tender (ITT) pack when tendering on behalf of the MPS. This will constitute part of the social value/ responsible procurement section that will have a minimum of 10% weighting on the tender evaluation.

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 assure that 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. 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 assure that the framework provider ESPO (Eastern Shires Purchasing Organisation) have completed all due diligence against their suppliers including Equality and Diversity. MPS have confirmed with ESPO that the London Living Wage must be used for this tender.

8. Background/supporting papers

• Appendix 1 MPS Report - MPS Procurement PIB Paper - Clinical and Offensive Waste