Renewal of Contract with CGI for Provision of Payroll Data Archiving

The MPS have a statutory obligation to retain legacy payroll data. The MPS also have a contractual obligation, under the agreement with SSCL for outsourced HR, Finance and Procurement Services, to provide storage and retrieval of archived electronic payroll data. The current strategy for discharging these obligations is to contract with CGI UK Ltd for a period of 3 years to obtain read-only access to MPS/MOPAC legacy payroll information (CGI UK were the MPS/MOPAC legacy payroll provider between 2006 and 2018). On expiry of the arrangement with CGI the MPS will incorporate the legacy payroll data within the corporate data archiving strategy currently being devised within Digital Policing.

The Deputy Mayor for Policing and Crime is recommended to approve the award, without competition, of an extension to the archiving payroll services provided by CGI UK Ltd. The duration will be 3 years spanning from 1st March 2019 - 28th February 2022 at a cost of £453,000 + VAT for the service charges and £85,000 for the technical data extraction charges, totalling £538,000.

1. Introduction and background

1.1. Following the outsourcing of various support services functions, including payroll, the MPS has an ongoing contractual Customer Responsibility to provide access to electronic archive data (including legacy Payroll data) in accordance with the MPS’s policy.

1.2. Prior to the current outsourcing arrangements Payroll and Pension services to the MPS using CGI’s ePayfact payroll system. Following implementation of the new outsourcing arrangements the MPS contracted with CGI for read-only access to MPS legacy payroll data for a period of one year whilst the longer term data archive and retention strategy was developed.

1.3. The one year contracted period with CGI ends on the 28th of February 2019. The MPS has a legal and contractual obligation to both retain payroll data and provide access to it in order to allow them to discharge their service to the MPS beyond this date.

1.4. The strategy for the payroll data is move it into the corporate archive solution. However due to the uncertainty around the implementation of this solution it is recommended to contract with CGI for a further period of three years to ensure continuity of service and continued adherence to requirements.

2. Issues for consideration

2.1. Beyond the end date of the current contract with CGI the legal and contractual obligations on the MPS to retain and provide access to archive payroll data remain in force. There is no viable option to fulfil these obligations within the required timescales and to meet business requirements, without contracting with CGI for ongoing read-only access to payroll data via their ePayfact system.

3. Financial Comments

3.1. The total cost for the extension to this service will be £538,000. The funding will come from the existing budget.

4. Legal Comments

4.1. The Mayor’s Officer 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.

4.2. 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 contract extension will be procured through a single tender action to CGI. Obtaining a longer licence reduces the risk for the MPS and represents value for money as individual yearly renewals would cost significantly more. As an extension to an existing service this work does not change any aspects relating to responsible procurement.

6. GDPR and Data Privacy

6.1. Payroll data is required to be kept for a minimum of 3 years + current beyond the date of the final payroll run. There is also a government moratorium on removing any payroll records until 2021 in order to complete the civil service pension cleanse initiative. GDPR and data retention processes will be dealt with following this and as part of the move to the new corporate archive system.

7. Equality Comments

7.1. As this is an extension of an existing service this work does not change any aspects relating to equality or diversity

8. Background/supporting papers

8.1. Report