Routine contracts programme

Report: 5
Date: 13 January 2011
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 Finance & Resources Committee on 21st October 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 November 2010 to October 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 contracts over £5m are to be submitted to the MPA 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 September 2010 to November 2010.

3. For those items denoted in Part A, the contract and terms and conditions are still subject to negotiation, but the draft contracts reflect the standard MPA terms and conditions. For those in Part B, terms and conditions have been agreed. Procurement Services confirm that the contract set out in Appendix A and B comply with MPA Contract Regulations and all relevant EU and UK Procurement Directives and that those contracts identified in Appendix 2 have been subject to external legal advice or DLS advice or both to ensure compliance

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 February 2010 to the MPA Resources & Productivity Sub-Committee and Finance & Resources Committee.

C. Other organisational and community implications

Equality and Diversity Impact

1. Suppliers will be assessed prior to entering into agreements to ensure they comply with relevant legislation. It will be the responsibility of user departments to ensure that the MPS Equality and Diversity policies are adhered through the life of the contract. Procurement Services have recently published a Contract Management toolkit that contains a section on Responsible Procurement which encourages contract managers to work with their suppliers, signposting them to support services. Additionally, Strategic Suppliers may be asked to sign up to the Diversity Works for London programme which assesses suppliers against equality and diversity framework.

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.

4. For contracts detailed in the Contract Compliance report, it is not possible at this stage to forecast the cost, if any, of challenges made by potential suppliers, but it is expected that a combination of claims being time expired, future contracts being compliant and the steps taken to mitigate the risks in the period whilst the situation is corrected will limit this unquantifiable for contracts financial risk.

Legal Implications

5. This report sets out the routine contracts programme as outlined in summary to this report. The relevant assurances in relation to compliance are set out in paragraph 3 of Part B.

6. No further legal implications arise.

Part 2: Exempt section of the report

1. The reason for Appendix 1 and 2 are shown as ‘Exempt’ is under Paragraph 3 of the Local Government Act 1972 - which states that information relating to the financial or business affairs of any particular person (including the authority holding that information) is exempt. It is not considered to be in public interest to disclose the level of detail contained in this report.

D. Background papers

Contract Compliance Report, 5 November 2009

E. Contact details

Report authors: Lee Tribe, Director of Procurement Services, MPS

 For more information contact:

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Media enquiries: 020 7202 0217/18

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