Routine Contracts Programme

Report: 10
Date: 21 October 2010
By: Director of Resources on behalf of the Commissioner

Summary

This report sets out the latest version of the Routine Contracts Programme, which provides members with detail on the contracts above £1m that the MPS wishes to let over the next twelve months on a rolling programme, the details of those contracts let since the last report and a summary of contract compliance. The rolling programme covers routine renewals/re-tenders and all known new or emergent requirements.

A. Recommendations

That members

1. note the contents of this report.
2. approve the latest version of the Routine Contracts Programme and give authorisation to place OJEU advertisements where appropriate.

B. Supporting information

1. Members have previously agreed the presentation of a Routine Contracts Programme on a quarterly basis to afford them the opportunity to have sight of contracting activity at a much earlier stage in the process. The last report was presented to MPA Resources Sub-Committee on 5th July and Finance & Resources Committee on 15 July 2010.

2. The latest version of the Routine Contracts Programme is attached at Exempt Appendix 1 and is in two parts. Part A shows the current 12-month rolling programme for the period September 2010 to August 2011 for new requirements and known contracts that need re-tendering or reviewing in order to take up an extension option. Detail is shown on contracts over £1m, with those contracts over £5m highlighted in bold. Papers for these contracts are to be submitted to the MPA (ideally) 3 months before award date. Contracts of £1m or below are not listed separately but the number for each month is shown in the report. Part B provides a summary of the number of contracts let or extended during the preceding three months covering the period June 2010 – August 2010.

3. Members have previously noted the degree of contract compliance and agreed a quarterly report to afford them the opportunity to evaluate the associated risks at a much earlier stage in the process. The initial report was presented to MPA Resources Sub-committee on 5 November 2009; as at 8th September 2010 progress is reported in Exempt Appendix 2.

4. The procurement routes that have been approved by the Authority as part of the Procurement Strategy 2009, are now highlighted in Part A of the Routine Contracts Programme.

5. The Accelerated Restricted Procedure procurement route has now been identified for entries in Parts A and B of the Routine Contracts Programme.

6. The Routine Contracts Programme will continue to be presented to MPA Members on a quarterly basis. The next update will be issued in December 2010 to the MPA Resources & Productivity Sub-committee and Finance & Resources Committee.

C. Other organisational & community implications

Equality and Diversity Impact

1. The suppliers have been assessed prior to entering into agreements and they all comply with relevant EU legislation. It will be the responsibility of user departments to ensure that the MPS Equality and Diversity policies are adhered to whenever engaging staff from any of the providers.

Consideration of MET Forward

2. By ensuring the number of tenders that follow a competitive process is maximised, follow EU Procurement law and MPA Contract Regulations, we support the delivery of the Procurement element of Met Support by improving our infrastructure, driving out waste, improving value for money and concentrating resources on fighting crime.

Financial Implications

3. There are no additional financial implications arising from the issues in this report, as Members will be requested to approve the award of those contracts above the Commissioner’s delegated authority level. The costs associated with the contracts set out in the report are covered by the budgets set out in the current Business Plan.

Legal Implications

4. Other than the contracts outlined in the Contract Compliance report (for which separate legal advice was sought), Procurement Services can confirm that the contracts set out in the Appendix comply with MPA Contract Regulations and all relevant EU and UK Government Directives.

5. Procurement Services can confirm that these contracts are within the powers of the Authority.

6. For those items denoted in Part A, the contract and terms and conditions are still subject to negotiations, but the draft contracts reflect the standard MPA terms and conditions. For those in Part B, terms and conditions have been agreed.

D. Background papers

• Contract Compliance Report, 5 November 2009

E. Contact details

Report author(s): David Woosey, Acting Director of Procurement Services, MPS

For more information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

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