Property Services – Electronic Security Services -Single Tender Action

This paper seeks approval for the transfer of the electronic security systems function from Digital Policing to Property Services, for the award of a 24-month single tender action (STA) contract at £1m p.a. for support and maintenance of Electronic Security Systems (ESS), for the contract to be managed under the Property Services Directorate (PSD) FM KBR Integrator model at a cost of £402k p.a., and for approval of £282k additional cost of PSD management of ESS (funded from within PSD).

The Deputy Mayor for Policing and Crime is recommended to:

1. Approve the strategic requirement for a 24-month contract for the support and maintenance for ESS.

2. Approve the award of a 24-month contract to OpenView Security Solutions Ltd for the provision of support and maintenance for ESS to ensure continuity of service delivery at a value of £1M per annum. Total value of contract requiring approval £2M.

3. Approve the award of said contract under the existing supplier terms and conditions of the current MPS / PSD contract with the FM Integrator contractor (KBR); that OpenView be managed as a Tier 2 supplier at a total management cost of c. £402K p.a.

4. Approve the transfer of existing revenue budgets for ESS support and maintenance (£1M p.a.), embassy warning systems alarms (£95K p.a.) and one Band S post (£120K p.a.) from DP to PSD.

5. Approve the balance of funding required of c. £282K associated with management of the ESS service line (arising due to the incompatible contract management and delivery model between DP and PSD) to be met for the 24-month period from savings elsewhere within PSD through prioritisation of activities.

6. Note that further strategic work is being undertaken on the estate security and long-term maintenance proposals for ESS, which will be the subject of a future business case.

1. Introduction and background

1.1. Following a review the future provision of the electronic security systems (ESS) is proposed to be transferred from Digital Policing to Property Services. The interim procurement arrangement is for a single tender action to ensure maintenance of the service. During this period asset information and condition data will be gathered to inform a full procurement.

2. Issues for consideration

2.1. The transfer form Digital Policing to Property Services follows a internal audit review – see Part 2 for further detail.

2.2. The interim procurement arrangement will be provided by way of a 2 year, £2m single tender action as there is no other suitable framework agreements/contractors available to meet the current demands.

2.3. The contract will be managed under the existing Facilities Management (FM) Integrator model at an annual cost of £402k, which will be funded from within existing MPS resources.

3. Financial Comments

3.1. The proposals in this paper involve the transfers from Digital Policing to Property Services of the contract value of £1m p.a. for ESS, £95k p.a. for the embassy warning system alarms and staff resources of £120k p.a.

3.2. The cost of the FM Integrator to manage the contract is £402k which will be funded by the transfers from Digital Policing and the identification of savings elsewhere within Property Services.

4. Legal Comments

4.1. MPS have received legal advice that the award of the the single tender action is allowed under the Public Contracts Regulations 2015. Further information is contained in the restricted section of the report.

4.2. Paragraph 4.8 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to approve budget virements or movements of £500,000 and above, (whether on a temporary or permanent basis).

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 contract exemptions for £100,000 or above.

5. Commercial Issues

5.1. The service to be provided under the single tender action is the continuation of the provision of support and maintenance of electronic security systems.

5.2. A single tender action (STA) is recommended as for reasons of a technical nature only one supplier can meet the MPS requirement. The STA provides the time for MPS to gather the necessary asset data and condition to undertake a full procurement.

6. GDPR and Data Privacy

6.1. The project does not use personally identifiable data of members of the public, so there are no GDPR issues to be considered. The proposed contract requires the completion of the asset data elements of the Surveillance Commissioner’s Data Protection Impact Assessments (DPIA) pro-forma, directly supporting the MPS in its data compliance activities.

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. As this is the continuation of an existing service, this work does not change any aspects relating to equality or diversity

8. Background/supporting papers

• Appendix 1 MPS Report