The Supply of Flags and Flagpole Maintenance

This paper seeks approval to award a contract to Specialised Canvas Services Ltd for the supply of flag and flagpole maintenance services. The maximum contract value will be £785,852 over the five year contract. The MPS is not required to spend up to the maximum contract value and the costs incurred will be determined by the actual use. The contract is for a period of three years plus two one year optional extension periods.

The Deputy Mayor for Policing and Crime is asked to approve the contract award to Specialist Canvas Services Ltd to provide the supply of flag and flagpole maintenance services for a maximum contract value of £785,852. The contract is for a period of three years plus two one year optional extension periods. The contract is due to commence on the 30th April 2017.

1. Introduction and background

1.1 The MPS approved the award of a collaborative framework and call-off contract with Kellogg, Brown and Root Ltd (KBR), in March 2013. KBR delivers the Facilities Management (FM) Integrator Services as part of the Integrated Model for FM services for both MOPAC and the MPS.

1.2 As part of the FM Services – Integrator Sourcing Strategy – 2017/18, KBR reviewed the performance of each of the current contracts to establish which should be considered for extension for a further year and which should be retendered.

1.3 The MPS has endeavoured to ensure collaborative working with the GLA and other Functional Bodies and extensive consultation has taken place. LFEPA has awarded a contract through the MPS FM Integrator Framework Agreement in 2015. Transport for London has chosen to pursue a separate FM procurement strategy.

2. Issues for consideration

2.1. Due to the confidential nature of the proposal the detail is held in Part 2

3. Financial Comments

3.1. The funding of £785,852 is contained within the Property Services budget. This is the maximum over 5 year; and savings are expected.

3.2. The MPS’s Integrator has identified savings of 9.40% on the current contract based on a three year contract term. Specialist Canvas Services Ltd, has suggested an uplift for a longer contract term, and as such this did not demonstrate value for money. The Integrator has therefore recommended a term of three years plus two one year optional extension periods.

3.3. Further details are discussed in the Part 2.

4. Legal Comments

4.1. The recommendation can be lawfully approved in accordance with MOPAC Contract Regulations and EU/UK Procurement law.

4.2. In accordance with the MOPAC Scheme of Consent and Delegation approval is required by the Deputy Mayor for Policing and Crime for all MPS requests to go out to tender for contracts of £500,000 or above, and to approve contract exemptions (such as direct awards).

5. Equality Comments

5.1. The sourcing strategy builds on, and brings opportunity to attract local and SME providers into the MPS’s supply chain. All contracts will meet the requirements of the Equalities Act 2010.

6. Background/supporting papers

6.1. None.