Property Alarms - Network Connectivity

The purpose of this decision is to seek approval to commence procurement of circa 750 property alarm Redcare modules and associated IP connectivity services to replace the current BT Redcare Classic modules and associated analogue phone lines.

The Deputy Mayor for Policing and Crime is recommended to:

1. Approve the commencement of further competition under “National Police and Emergency Services Framework Agreement for Electronic Security, Control Room Systems and Audio-Visual Systems” (Lot 1) to plan and install cable from MET corporate Local Area Network (LAN) switches to MPS property alarm panels and also installation of Redcare modules in these alarm panels.
2. Approve capital expenditure of £1,686,000 (£843,000 in 2022/23 and £843,000 in 2023/24) funded from the MOPAC approved Digital Policing budget.
3. Approve delegation of the award of the contract to the preferred bidder to the Chief of Corporate Services, Director of Commercial Services, Director of Finance and Chief Digital and Technology Officer, on the condition that the proposed costs are within the budget specified.

PART I - NON-CONFIDENTIAL FACTS AND ADVICE TO THE DMPC

1. Introduction and background

1. 1. This business justification aligns to ‘The Met’s Direction: Our Strategy 2018-2025’ by ensuring the continuity and reliability of MPS Electronic Security Systems (ESS) that protect MPS property, enabling MPS to Keep London Safe.

1. 2. This business justification also aligns with the recommendations from a Directorate of Audit, Risk and Assurance (DARA) audit that as of 01 December 2020 all property Electronic Security Services (ESS) are owned by the MPS Property Services Department.

1. 3. Current solution: MPS property alarms are connected to MetCC alarm receiving centres by BT Redcare Classic services running over two resilient communication paths: (a) BT analogue phone lines and (b), the O2 mobile network.

• 4. There are two problems with the current solution:
• Redcare Classic has reached end of sale, so is not available for new alarm panels.
• PSTN analogue phone lines are subject to a rolling, end of service programme that will encompass all UK telephone exchanges by end of 2025.

1. 5. The proposed solution is detailed in the exempt part 2 paper.

2. Issues for consideration

1. 1. This is not a request for additional funding or budget growth. Costs of £1,686k over 18 months for the award of a new plan and install cable from MET corporate Local Area Network (LAN) switches to MPS property alarm panels and also procurement, and installation of replacement Redcare modules in these alarm panels, will be fully funded from the MOPAC Approved Digital Policing (DP) Budget.

1. 2. This business case aligns with the recommendations from a Directorate of Audit, Risk and Assurance (DARA) audit that as of 01 December 2020 all property Electronic Security Services (ESS) are owned by the MPS Property Services Department.

1. 3. The current BT Redcare Classic service is a critical complement of MPS Electronic Security Systems (ESS), protecting MPS property from unauthorised access.

1. 4. The security of MPS information and operational assets is predicated on effective protective security measures at MPS sites, including ESS.

1. 5. The current BT Redcare Classic service has already reached end of sale and before end of 2025 will reach end of service.

1. 6. This project addresses BT Redcare for MPS property alarm panels only: an alternative solution is required for the Embassy Warning System (EWS) as this system requires voice channel support. PSD will progress the upgrade of EWS under a separate project.

1. 7. The proposed contact is estimated to require £1,686k of capital to be funded from the Digital Police Networks Capital Plan. MPS are not seeking additional funding, rather MPS seek approval to commence procurement and award the contract if the costs are within the estimate.

1. 8. There are no immediate additional costs involved in running the National Police and Emergency Services Framework Agreement for Electronic Security, Control Room Systems and Audio-Visual Systems” (Lot 1) further competition and the business groups, commercial and DP are funding the opportunity costs of running the exercise.

1. 9. There will be no adverse operational impact from making these changes.

3. Financial Comments

1. 1. There is no funding implication in this request. The Property Alarm Network Connectivity upgrade contract will support a single project and will run for 18 months, with an estimated maximum value of up to £1,686k funded from the Digital Policing Networks Capital Plan. If supplier proposals are in excess of this estimate then an updated paper will be provided in July 2022.

1. 2. The Impact on Revenue: the project aims to replace the existing obsolete BT Redcare Classic services and associated phone lines with new BT Redcare services with on-going maintenance support, including patching of security vulnerabilities. The annual on-going costs are not expected to increase, and costs are fully funded from Digital Policing revenue budgets. [Note that the existing services, although obsolete, are subject to ongoing support and maintenance until 2025 when they will no longer be supported.]

4. Legal Comments

1. 1. Recommendation to procure a new contract. This document confirms the MOPAC’s proposed route to market for a new contract is compliant with the Public Contracts Regulations 2015 (as amended).

• 2. The MOPAC Scheme of Delegation provides the DMPC has delegated authority to approve:
• Business cases for revenue or capital expenditure of £500,000 and above (paragraph 4.8); and
• All requests to go out to tender for contracts of £500,000 or above, or where there is a particular public interest (paragraph 4.13).

1. 3. Paragraph 7.23 of the Scheme provides that the Director of Strategic Procurement has consent for the approval of the award of all contracts, with the exception of those called in through the agreed call in procedure. Paragraph 4.14 of the Scheme provides the DMPC reserves the right to call in any MPS proposal to award a contract for £500,000 or above.

5. Commercial Issues

1. 1. The lifetime of the replacement solution is up to five years.

• 2. There are two potential routes to market options available for the procurement of property alarm systems
• Option A: Mini-competition under Crown Commercial Service (CCS) Building Security Framework
• Option B: Mini-competition under MPS National Police and Emergency Services Electronic Security, Control Room Systems and Audio Visual Systems Framework.

1. 3. Option A: Mini competition CCS Framework The route to market for this procurement is via a Mini-competition under Crown Commercial Service (CCS) Building Security Framework. The table below summarises assessment of this option.

1. 4. Option B: Mini competition MPS Framework

1. 5. The MPS will utilise the existing MPS National Police and Emergency Services Electronic Security, Control Room Systems and Audio Visual Systems Framework (SS3/16/145). The intention is to conduct a mini competition exercise under Lot 1 (Building Technology Systems and Services). The estimated value of the requirement is approximately £1,686k.

1. 6. The Framework Agreement was tendered through an OJEU process in 2017 and awarded for a period of four years commencing from 3 November 2018. Lot 1 of the MPS Electronic Security Framework Agreement (SS3/16/145) includes seven approved suppliers and requires a mini-competition to award contracts.

1. 7. The Framework Agreement provides Digital Policing with a route to market for all purchases relating to Electronic Security Equipment, Systems and Services. Any subsequent contract award, arising as a result of mini competitions run via the Framework Agreement can be let for up to a maximum of four years during the term of the Framework Agreement.

• 8. Lot 1 - Building Technology Systems and Services (managed by MPS Digital Policing) includes, but is not limited to, the design, supply, installation, decommission, support and maintenance of the following types of system:
• Analogue, Digital and Internet Protocol (IP) Building Security Systems
• Closed Circuit Television (CCTV Systems, both for Security and Evidential Purposes
• Access Control Systems, including Ironmongery
• Intercom Systems
• Intruder and Perimeter Alarm Systems
• Custody Suite Systems
• Recorded Interview Systems
• General Audio and Video Systems
• Public Address Systems
• Bespoke Supply and Maintenance of non-specialist off the shelf Audio and Video Systems;
• Internet Protocol Television (IPTV) Systems (off-the shelf systems);
• Digital Signage (off-the shelf);
• New and Replacement Video Conferencing Systems (off-the shelf systems).

• 9. Lot 1 includes the following seven approved suppliers:
• Chroma Vision UK Ltd
• Spy Alarms Ltd
• Cinos Ltd
• OpenView Security Solutions Ltd
• Chubb Security
• Eurovia Infrastructure Ltd
• Reliance High-Tech Ltd.

1. 10. The terms of the Framework Agreement allows all seven suppliers to be invited to bid for the requirement.

• 11. The Framework Agreement provides value for money in terms of:
• Compliant route to market.
• The suppliers on the Framework Agreement were selected as a result of an OJEU tendering exercise evaluating financial status, past experience, capability and price.
• Labour rates are fixed.
• Annual rebates will be paid back to the MPS in terms of throughput from resulting contract awards.
• By utilising the Framework Agreement there will be an internal and external saving both to the MPS and to the external supplier base as there will be no requirement to undertake further OJEU tendering processes for each requirement, as the Framework Agreement is a mechanism to conduct compliant mini competitions.
• Contractor’s staff and service engineers appointed on the Framework Agreement are pre-security vetted.

1. 12. This procurement contributes to delivering the London Anchor Institutions’ Charter[1] by allowing medium size enterprises, based in London and employing staff from the local communities to bid and deliver this substantial piece of work.

6. GDPR and Data Privacy

1. 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.

1. 2. Under Article 35 of the General Data Protection Regulation (GDPR) and Sections 57 and 64 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. The Information Assurance and Information Rights units within MPS will be consulted at all stages to ensure the project meets its compliance requirements.

1. 3. A DPIA is not required as no GDPR data will be accessed or processed by the project or the successful bidder. The scope of the project is alarms located at MPS properties. It does not cover any individual properties or Embassies or any other sensitive locations. The MPS Property Alarm System does not include any technologies or processes that are likely to result in a high risk to the rights of any data subjects.

7. Equality Comments

1. 1. This project will not impact Equality and Diversity. All work will be let through the MPS National Police and Emergency Services Electronic Security, Control Room Systems and Audio Visual Systems Framework (SS3/16/145) which is fully compliant with legal requirements, including Equality Law, and MPS legal advisors confirmed this during framework review prior to competing.

8. Background/supporting papers

1. 1. Report