Property Service – Initiate Procurement – Marquees and Tents

This paper seeks approval to initiate the procurement of a framework for the supply of marquees and tents via a competitive open procedure, and to approve the delegation of the award of framework and call-off contract. The estimated value of the 4 year framework is £1,215,000 and the estimated contract call off by Metropolitan Police Service (MPS) for a term of upto 7 years is £935,000.

The Deputy Mayor for Policing and Crime is recommended to:

1. Approve the re-tender activity for the contract delivering The Supply and Hire of Temporary Facilities Marquees and Tents via a competitive open procedure under the Public Contract Regulations (PCR 2015) for a four year framework up to a value of £1,215,000, and call off contract for a up to seven year period estimated at a value of £935,000

2. Approve the award of a Framework and Call-Off Contract for the tendered service line on the proviso that the tendered contract values are within 10% of the budgets contained within the Business Justification Paper

1. Introduction and background

1.1. The current contract for the provision of year-round hire, supply and erection of marquees and tents for operations and events expires in May 2022. This paper seeks approval to initiate the re-procurement of this service.

2. Issues for consideration

2.1. There remains an on-going requirement for this service - for large national events with specific venues sometimes known in advance, but on rare occasions, urgent response will be requested for the hire and erection of equipment at short notice.

3. Financial Comments

3.1. The estimated value of the 4 year framework is £1,215,000 and the estimated contract call off by Metropolitan Police Service for a term of upto 7 years is £935,000. The actual spend on the contract will be subject to demand for the service.

3.2. The estimated MPS contract call off value of £935,000 can be met from within the existing resources of the MPS.

4. Legal Comments

4.1. The MPS confirm that the proposed route to market is compliant with the Public Contract Regulations. They also confirm that the proposed duration of a call-off contract is for a possible seven years in total and that Call-off contracts based on framework agreements may be longer than four years, and may extend beyond the expiry date of the framework.

4.2. The MOPAC Scheme of Delegation and Consent provides the Deputy Mayor for Policing and Crime (“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).

4.3. Paragraph 7.23 of the Scheme provides that the Director of Commercial Services 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

5.1. The proposed procurement is for the supply, hire and erection of marquees and tents for operations and events.

5.2. The procurement route will be via a competitive procedure under the Public Contract Regulations (PCR 2015) and in line with the GLA responsible procurement requirements.

5.3. Financial capacity will be made available within the framework to enable other bodies to access the framework including the GLA and its functional bodies.



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 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 report that as this is a re-procurement of an existing service this work does not change any aspects relating to equality or diversity

8. Background/supporting papers

• Appendix 1 MPS Report - Initiation and Award of the procurement for the Supply and Hire of Temporary Facilities Marquees and Tents