Value Added Reseller Contract 2019-2022

This report asks permission for a contract to be awarded to CDW Ltd for Value Added Reseller services. The contract duration is for an initial two years, with two further one year extensions if required.

The Deputy Mayor for Policing and Crime is recommended to:

• Approve the award of a contract to CDW Ltd
• Approve a contract duration of 2+1+1 years
• Approve a spend ceiling of £100m. It should be noted that there is no obligation to spend under the contract.

1. Introduction and background

1.1. The value added reseller contract is a part of the ICT contracts ecosystem. It is used as a route to market to purchase a range of hardware and software for ad hoc projects. It is also used to purchased hardware and software that are specialist in nature.

2. Issues for consideration

2.1. The value added reseller contract is a part of the ICT contracts ecosystem. It is used as a route to market to purchase a range of hardware and software for ad hoc projects. It is also used to purchased hardware and software that are specialist in nature.

3. Financial Comments

3.1. The contract will have a ceiling value of £100m and will be for a duration of an initial two years with two further one year extensions if required (2+1+1 years).

4. Legal Comments

4.1. The Mayor’s Office for Policing and Crime (MOPAC) is a contracting authority as defined in the Public Contracts Regulations 2015 (the Regulations). All awards of public goods and/or services contracts valued at £181,302 or more by contracting authorities must be procured in accordance with the Regulations. This report confirms the value of the proposed contract exceeds this threshold. Accordingly, the Regulations are engaged.

4.2. An award of a call-off contract under a framework agreement will be compliant with the Regulations where the contracting authority is a named eligible user of the framework, the authority’s requirements are within the technical and financial scope of the framework and where the ordering processes of the framework have been complied with.

4.3. Paragraph 4.13 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime has delegation to approve all requests to go out to tender for contracts of £500,000 above.

5. Commercial Issues

5.1. The contract is the culmination of a min-competition under CCS framework Technology Products 2, Lot 3.

5.2. Each individual requirement that is transacted under the contract must adhere to governance arrangements already in place. This means each requirement must have finance and budget holder approval before the contract can be used.

5.3. Consideration was given to procuring a collaborative agreement with other government organisations such as Transport for London and Police ICT Company. However, it was felt further cross-organisational development needs to take place before such an agreement can be achieved.

6. GDPR/Data Privacy

6.1. 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.

6.2. Under Article 35 of the General Data Protection Regulation (GDPR) and Section 57 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.

6.3. The Information Assurance and Information Rights units within MPS will be consulted at all stages to ensure the contract meets its compliance requirements.

6.4. The contract 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. All suppliers on CCS frameworks have had to demonstrate compliance with equalities policies as part of the due diligence process for getting on to the framework.

8. Background/supporting papers

8.1. Report