DMFD269 Extension of Vision mobilising contract

1.1.    Report LFC-25-044 to the London Fire Commissioner (LFC) provides a detailed overview of the request for additional funding, to support a 12-month extension to the existing 10-year contract for the supply of:

•    a replacement mobilising system (Vision) 
•    integrated communication control system
•    station-end equipment.  

1.2.    This decision paper provides a summary of that report.

1.3.    On 1 August 2012, a contract was awarded to Capita Business Services Ltd. Before the initial contract term expired on 31 July 2022, the contract was extended by two years (to run to July 2024) (DMFD137) and then by a further two years (to run to the end of July 2026) (DMFD200).

1.4.    The market for mobilising systems is relatively small, and may be regarded as “specialist”; and systems requirements are complex. As such, there are considerable integration, performance, reliability and security requirements that potential suppliers need to meet. During the procurement exercise in 2024, no compliant bids were received – meaning the process had to be repeated. A new procurement has now been completed, and a contract awarded to NEC Software Solutions UK (NEC).

1.5.    This decision seeks approval to extend the contract with NEC for up to 12 months (via two six-month extensions), from August 2026.
 

2.1.    A further extension to the contract with NEC will ensure operational continuity of the critical 999 service.

2.2.    The proposed extension is split into two six-month options, totalling 12 months. The first extension option will need to be invoked in August 2026, to cover the three months up to October 2026 (the contracted go-live date for the new system). 

2.3.    A further extension option may be exercised in February 2027, to run until July 2027. There is also an option to terminate the contract at any time in between those dates, subject to one month’s payment to NEC.
 

3.1.    The LFC and the Deputy Mayor for Planning, Regeneration and the Fire Service are required to have due regard to the Public Sector Equality Duty (section 149 of the Equality Act 2010) when taking decisions. This, in broad terms, involves understanding the potential impact of policy and decisions on different people; taking this into account; and then evidencing how decisions were reached.

3.2.    It is important to note that consideration of the Public Sector Equality Duty is not a one-off task. The duty must be fulfilled before taking a decision, at the time of taking a decision, and after the decision has been taken.

3.3.    The protected characteristics are: age, disability, gender reassignment, pregnancy and maternity, marriage and civil partnership (but only in respect of the requirements to have due regard to the need to eliminate discrimination), race (ethnic or national origins, colour or nationality), religion or belief (including lack of belief), sex, and sexual orientation.

3.4.    The Public Sector Equality Duty requires decision-takers in the exercise of all their functions, to have due regard to the need to:

•    eliminate discrimination, harassment and victimisation and other prohibited conduct
•    advance equality of opportunity between people who share a relevant protected characteristic and persons who do not share it
•    foster good relations between people who share a relevant protected characteristic and persons who do not share it.

3.5.    Having due regard to the need to advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it involves having due regard, in particular, to the need to:

•    remove or minimise disadvantages suffered by persons who share a relevant protected characteristic where those disadvantages are connected to that characteristic
•    take steps to meet the needs of persons who share a relevant protected characteristic that are different from the needs of persons who do not share it
•    encourage persons who share a relevant protected characteristic to participate in public life or in any other activity in which participation by such persons is disproportionately low.

3.6.    The steps involved in meeting the needs of disabled persons that are different from the needs of persons who are not disabled include, in particular, steps to take account of disabled persons’ disabilities.

3.7.    Having due regard to the need to foster good relations between persons who share a relevant protected characteristic and persons who do not share it involves having due regard, in particular, to the need to:

•    tackle prejudice 
•    promote understanding.

3.8.    An equality impact assessment (EIA) has not been undertaken in respect of this report. The proposal is to extend an existing contract, that was subject to an EIA when initially approved. If the report is approved and the Vision contract is extended for up to 12 months, there will be no impact on any persons with the protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation.
 

4.1.    The LFC awarded the contract to Capita Business Services Limited, now NEC, through an Official Journal of the European Union (OJEU) tender procedure. This contract ran for 10 years from August 2012; a four-year extension was granted, to run until 31 July 2026.

4.2.    A replacement mobilisation system is due to go live on 12 October 2026. To ensure continuity during the transition to the new system, and to provide contingencies for any delays, the LFC requests a 12-month extension to the existing contract, to cover the period from August 2026 to July 2027.

Conflicts of interest

4.3.    There are no conflicts of interest to declare from those involved in the drafting or clearance of this decision.
 

5.1.    The report seeks approval to renew the existing Vision mobilising solution contract by up to one further year (two six-month extensions), when the current agreement expires in July 2026. All costs related to the renewed agreement will be solely funded by the LFC.

5.2.    The system has been operational for several years, as it is an ongoing requirement. There is sufficient budget cover for the contract extensions across all years.
 

6.1.    The LFC’s General Counsel’s Department have confirmed the following.

6.2.    The extension of the current contract for up to 12 months (two six-month extensions) is compliant with the Public Contracts Regulations (PCR) 2015, falling within the remit of the permitted modifications set out in regulation 72(1)(b) of the PCR.

6.3.    The statutory basis for the actions proposed in this report is provided by sections 7 and 5A of the Fire and Rescue Services Act 2004 (FRSA 2004). Under section 7 (2)(a) of the FRSA 2004, the LFC has the power to secure the provision of personnel, services and equipment necessary to efficiently meet all normal requirements for firefighting. Section 5A of the FRSA 2004 allows the LFC to procure personnel, services and equipment they consider appropriate for purposes incidental, or indirectly incidental, to their functional purposes.