Stage 2 of the Safer Neighbourhoods Property Programme – update

Report: 10
Date: 17 September 2009
By: Director of Resources on behalf of the Commissioner

Summary

Award of Contracts for the Stage 2 of the Safer Neighbourhoods Property Programme was approved by the Finance Committee in December 2007. Contracts were awarded in January 2008 and work to deliver the current requirement of 118 bases contained within the programme continues. The first 26 bases have been completed and work is progressing with a further 63 already in the process of acquisition/development (at end of July 2009).

In concluding the financial arrangements of Stage 1 of the programme, the MPS has now agreed all final accounts within the allowance estimated at the time the programme was concluded, and, as shown under Section D, Financial Implications, this has resulted in a further £0.76m of funding being available for Stage 2.

This report seeks to update Members on the progress made in the last six months.

A. Recommendation

That Members note the content of this report on progress made on Stage 2 of the Safer Neighbourhoods Property Programme.

B. Supporting information

1 .The second stage of the Safer Neighbourhoods (SN2) Programme seeks to provide bases for approximately 170 SN teams in 118 (previously 124) separate locations, following a recent re-assessment of the entire requirement.

2. The Finance Committee on 11 December 2007 approved the award of three Contracts for Safer Neighbourhoods Stage 2:

• Acquisition Specialist – OGC Estates Professional Services Framework – Bruton Knowles
• Employers Agent / Cost Consultant – OGC Project Management & Full Design Team Services Framework – Drivers Jonas
• Design (Architect & Engineers), Develop & Construct Contractor – SECE Major Contractors Framework – Mansell Construction

3. The MPS governance structure in place to administer the SN2 roll-out is led by TPHQ, with engagement from MPA Officers, and consists of a Steering Group, and a Project Board. MPS Project Board reports on a monthly basis to MPS Steering Group. The MPS Steering Group provides reports at six monthly intervals to MPA Finance and Resources Committee on progress and budgetary issues. This is the third of these regular reports.

4. Phase 2 works commenced in January 2008 with the new supply chain. One of the immediate tasks undertaken was a review of the data regarding numbers and locations of bases, and in addition, a prioritisation scheme was approved by the Steering Group. This has recently been updated, and the number of bases to be constructed, currently stands at 118.

5. As at July 2009, 26 bases have been completed, with a further 10 bases now on site. A further 53 sites have been identified and negotiations are underway to secure these locations. Progress to date is approximately 8 weeks behind the baseline programme, as it was in March 2009, most of this delay being attributable to the substantial ‘learning curve’ / ‘mobilisation period’ to be addressed by the new supply chain. Progress in finalising Lease Agreements has been slower than anticipated due in large part to the complex requirements of the MPA/MPS as a tenant. Substantial effort has been put into concluding a number of agreements to ensure the programme continues on track. Regular review meetings, involving our legal advisers and acquisition specialists, to focus on the delivery of completed leases, are being held and helping to alleviate this issue. The baseline programme has now been re-cast to reflect the changed requirements to complete by the end of 2010 and the progress of completions to date is currently in line with this programme. A balance of 26 properties have yet to be identified (a further three bases are outside this programme having been incorporated into other planned projects (BBCCs and Heathrow, Polar Park).

6. Finding solutions for the remaining locations will be challenging, and the team are now actively considering alternatives to the standard model used for Safer Neighbourhoods bases, usually involving short term leased properties. This may include the possibility of acquiring some properties or taking them on different terms to those ordinarily considered, co-locating with other departments or functions on the borough estate, or leaving certain teams where they are currently accommodated. Further updates will be provided in due course.

7. Retro-fitting signage that was not originally included in Stage 1 of the programme has been included in the Stage 2 programmes and has now been substantially completed in two packages by our main contractor with installation of simple signage applied to 51 bases and installation of complex signage packages (which includes illuminated signs, display screens and notice boards) applied to 97 bases. The installation of bike lockers to those sites delivered under Stage 1 is also underway; the roll-out is in line with TP priorities

8. In the last six months, a second detailed review of the construction budgets has been undertaken by Drivers Jonas on behalf of Property Services, this has been approved by the MPS Project Board. Despite rising construction costs during 2008, Drivers Jonas predict that the Programme can be completed within the revised budget (as set at 2008/09).

9. An updated package procurement exercise was completed in July 2009 and this demonstrated that prices have declined slightly, again enhancing the opportunities for the programme. This assessment is, however, based on the theoretical number and size of bases and will be actively monitored as the programme progresses to ensure that this is achieved. The early part of the programme has undoubtedly concentrated on the more straightforward options.

10. The SN2 Programme supports the ‘Presence Strand’ which seeks to enhance visibility by a greater physical presence and greater connectivity between processes and resources, engaging communities to identify issues and keeping them informed in what the MPS are doing. An aspect of this is enhancing our presence at the locations where most people visit. The continued delivery of Safer Neighbourhood sites under phase 2 enhances TP’s ability to do this, enabling patrolling officers to take victims and witnesses to secure locations where Station Police Community Support Officers (SPCSOs) or other specialist staff can support them whilst the officers return on patrol.

11. The programme team are now compiling data to enable an analysis of the acquisition, procurement and delivery process in terms of time, cost, quality and suitability of completed accommodation and will include these details in the next report to the Authority in March 2010.

Environmental implications

12. The anticipated environmental implications are tabulated below:

C. Race and equality impact

Property Services promote equal opportunities, amongst diverse communities and across its supply chain and will undertake procurement in line with the MPA’s Equal Opportunities Policies.

Design and related issues take in to account both property related issues and locations (via the local BOCU (TP) established liaison and partnerships in place). Base design issues, in accord with standard PSD approaches to new sites, also address requirements and achievement of best practice design in respect of accessibility and disability matters (access, signage etc.).

Operational matters to meet DDA service needs and local requirements are also fully assessed in terms of the TPHQ set operational model and by the local BOCU as part of the overall process.

D. Financial implications

Capital

A detailed analysis of the financial implications of this report is contained in Appendix 1 (Exempt)

The revised Safer Neighbourhoods Property Capital budget is shown below.

E. Legal implications & risks

1. The MPA under the Local Government Act 1972 has the power to acquire a lease and the power to do anything which is calculated to facilitate, or is conducive or incidental to, the discharge of any of its functions under s111 of that Act as if it were a ‘local Authority’.

2. Any contracts awarded in respect of works and services are required to be carried out in accordance with the Public Contracts Regulations 2006, and the MPA’s standing orders under Part F.

3. In terms of the construction works contract, Property Services have utilised the SECE Framework Agreement, which allows the MPA to enter into a contract with a supplier under the agreement without the need to complete a full tendering exercise, which has the benefit of fixed terms and conditions, particularly with regards to price. Securing suppliers from the framework agreement therefore represents best value, which the MPA is required to demonstrate under s3 of the Local Government Act 1999.

F. Background papers

• Property Procurement Paper – May 2007
• Safer Neighbourhoods Property Procurement Paper – July 2007
• Safer Neighbourhoods Property Procurement Paper – September 2007
• Stage 2 of the Safer Neighbourhood Property Programme – Contract award – December 2007
• Stage 2 of the Safer Neighbourhood Property Programme – Update – July 2008
• Stage 2 of the Safer Neighbourhood Property Programme – Update – March 2009

G. Contact details

Report author: Peter Ross, Programme Delivery Director, Property Services

For information contact:

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

Abbreviations:

• BOCU: Borough Operational Command Unit
• DDA: Disability Discrimination Act(s)
• MPA: Metropolitan Police Authority
• MPS: Metropolitan Police Service
• PSD: Property Services Department
• SECE: South East Centre of Excellence
• SN: Safer Neighbourhood
• SPCSO: Station Police Community Support Officer
• TP: Territorial Police
• TPHQ: Territorial Police Headquarters
• OJEU: Official Journal of European Union

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