Additional Vehicles

Reference code: 
PCD 03
Date signed: 
23 June 2016
Authorisation name: 
Sophie Linden, Deputy Mayor, Policing and Crime

Executive summary

This paper proposes the direct award of a contract and initiation of a tender process in order to supply an additional 110 response 4x4 vehicles at a total cost of £3.6m.  The requirement for the vehicles is to meet operational demand, replace vehicles as they reach their ‘end of life’, and to provide a facility to call off further vehicles in unforeseen circumstances.  The cost is being met by a combination of grant and approved capital programme funding.

Recommendation

The Deputy Mayor is recommended to approve:

  1. The direct award of a contract (from a previously approved framework agreement) for the supply of 65 response 4x4 vehicles in the sum of £1.97m to BMW
  2. Initiation of procurement for a tender process for the supply of a further 45 vehicles at an estimated cost of £1.63m

Non-confidential facts and advice to the Deputy Mayor for Policing and Crime (DMPC)

Decision required – supporting report

1.    Introduction and background

1.1.    A MPS fleet strategy was approved in 2014 which sets out how the operation of the fleet will support and enable the successful delivery of the then Police and Crime Plan.  It documented the choices to be made in determining what the priorities should be for investment in fleet. As part of the MPS Commercial Strategy a new commercial model was developed to deliver the future MPS fleet that will provide operational requirements against the One Met Model.

1.2.    Elements of this request are set out in Part 2 due to operational and security considerations.

2.    Issues for consideration

2.1.    In order to meet current operational demand vehicles scheduled for disposal will be retained until replaced under the following proposals.

2.2.    This proposed procurement is for the supply of 110 Response 4x4 vehicles only. There is operational demand from a number of MPS commands – see Part 2 for the detail - totalling 56 vehicles, a further requirement of 23 for the vehicle replacement programme (to replace ‘end-of-life’ vehicles), and a provision for a further 31 to provide a call off capacity for unforeseen demand.

2.3.    MOPAC approved the procurement for a contract for the supply of 4 types of Response 4x4 vehicles via the Governments Crown Commercial Services (CCS) framework.  However, not all 4 types of the tender could be fulfilled by suppliers.  

2.4.    MPS now propose the use of a direct award to the successful bidder for the 2 types of vehicles from this framework which were appointable, for the purchase of up to 65 vehicles, 45 specific to current demand and 20 as part of the call off capacity.  The value of the direct award is estimated at £1.97m

2.5.    For the 2 types of response 4x4 vehicles for which the MOPAC approved procurement was not able to appoint suppliers, MPS now propose to initiate a further procurement action with amendments to the technical specification to enable more suppliers to bid.  

2.6.    MOPAC will have the opportunity to ’call in’ the proposed award of contract arising from the tender to ensure value for money.  Delay in the approval of the direct award and/or the initiation to tender may impact on the ability to deliver the required vehicles as anticipated and of the MPS to protect the public.

2.7.    Following the purchase of vehicles MPS will use existing contractors to fit MPS police specific equipment to make the vehicles fit for purpose.

2.8.    The vehicles proposed to be purchased under the direct award process will have a better environmental impact than the ones they replace due to improved performance specifications of the vehicles and lower kgCO2/km.  MPS continue to engage with vehicle manufacturers to evaluate Ultra Low Emission Vehicles (ULEV) which meet operational requirements, and trials are scheduled to take place later in 2016.  

3.    Financial Comments

3.1.    The total estimated cost of the proposed procurement of 110 vehicles is £3.61m.  This cost will be funded from Counter Terrorism (CT) and Protective Security Grants (PSG), and approved MOPAC capital funding.

3.2.    The on-going revenue costs of the vehicles will be funded from within existing CT and PSG grants and MPS resources.

4.    Legal Comments

4.1.    The MPS legal advice is included in Appendix 1 and confirms that the proposed procurement is compliant and that the Mayor has the relevant power to approve the recommendations.

5.    Equality Comments

5.1.    There are no direct equality implications arising from this paper.

6.    Background/supporting papers

6.1.    Appendix 1a MPS Report