Property Services Next Generation Integrator Final Business Case

This decision seeks approval for the award of a four-year framework for the services of a property services integrator at a value of £400m, and for the award of a call-off contract for the Metropolitan Police Service (MPS) to a maximum of £70m over a ten year period. The integrator model will provide for the contract management of a selection of property functions – now including Real Estate Development and Asset Management Areas (Construction, Estates & Carbon Management supply chains) - as well as the previous Facilities Management services – and a number of optional services. The framework has been created to enable GLA and its functional bodies and other police forces to access these services.

The Deputy Mayor for Policing and Crime is recommended to:

1. Approve the award of a Framework for a Property Services Integrator to the value of £400 million over 4 years, in line with the OBC approved in July 2020; and

2. Approve the award of a call-off from the Property Services Integrator Framework to a maximum value of £70 million over 10 years, in line with the OBC approved in July 2020 (including mobilisation costs of £3,400,000). The Initial contract term will be for 7 years. Any further contract extensions will require additional approval from MOPAC.

1. Introduction and background

1.1. The existing integrator contract expires on 30 April 2022. In line with the approved Outline Business Case (OBC) PCD760 a re-procurement has taken place and this paper seeks approval for the award of a replacement framework and call- off contract.

2. Issues for consideration

2.1. The Property Services Directorate (PSD) provide services that support all MPS staff and officers to add operational value, do their jobs more efficiently and deliver MPS objectives. The real estate assets owned by MOPAC and managed by PSD currently extend to (circa) 160 operational properties which provide the facilities required to support operational policing in the 32 London Boroughs.

2.2. The integrator model proposed under this iteration has been developed to incorporate a wider selection of property functions – now including Real Estate Development and Asset Management Areas (Construction, Estates & Carbon Management supply chains) - as well as the previous Facilities Management services – and a number of optional services.

2.3. TUPE Regulations 2006 – will apply to this procurement through reverse TUPE from 3rd party suppliers to the MPS for the audit, compliance and procurement functions being brought back in-house and TUPE between 3rd party suppliers.

3. Financial Comments

3.1. The estimated value of the framework is £400m to allow for a range of other GLA bodies, other police forces and central government departments to access the services. The value of the MPS call-off contract over a maximum of 10 years is £70m. The call-off contract value will be met from within existing MPS resources.

3.2. The one-off and mobilisation costs (£4.1m) are proposed to be met from existing budget provision (£1m) of the use of a transfer from ear-marked reserves.

4. Legal Comments

4.1. The Mayor's Office for Policing 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 £181,302 or above will be procured in accordance with the Regulations. The MPS assure that the route to market is compliant with the Public Contract Regulations.

4.2. Paragraph 4.8 the Scheme provides that the DMPC has the approval to authorise transfers to and from reserves.

4.3. 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.

4.4. Paragraph 7.23 of the MOPAC Scheme of Delegation and Consent 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.

5. Commercial Issues

5.1. The services to be provided by the integrator include contract, performance and relationship management and contract administration of the supply chain; An intelligent contact centre/help desk; Computer-aided facility management (CAFM) and Building Management Systems (BMS) services; Business continuity and disaster recovery services; Best value and benchmarking services; Management information and reporting services. The audit/compliance and procurement functions have been brought back in-house

5.2. The procurement used the Competitive Procedure with Negotiation in accordance with the Public Contract Regulations 2015 resulting in the proposed award of a single supplier Framework and Call-off contract facility. Responsible Procurement requirements were incorporated in the procurement.

5.3. The £400m framework value is to allow for other organisations as well as MPS to access the framework – other bodies include the GLA and its functional bodies, the Offices of the Police and Crime Commissioners (OPCCs) and central government departments

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 has assured that the programme 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 has assured that real consideration has been taken to assess equality impact caused by the proposed business change, including effective engagement and analysing relevant equality information. As a result no negative impact has been identified to any individual and/or group safeguarded by a protected characteristic and those who are not.

8. Background/supporting papers

• Appendix 1 MPS Paper - PSD Next Gen Final Business Case