Provision of computer and other office equipment

Report: 18
Date: 17 January 2002
By: Commissioner

Summary

This report outlines the requirements for the provision of computer and other office equipment consumables.

A. Recommendations

1. Members are asked to note the contents of this report.
2. Members are asked to approve the request for tender action for a replacement contract in the linked exempt report.

B. Supporting information

1. The Metropolitan Police Service (MPS) has an on-going requirement for the supply of computer and other office equipment consumables in order to support the operation of its hardware. This covers a multitude of consumable items, some 500 in all, ranging from ink and toner cartridges, through to printer ribbons, audiotapes and franking machine labels.

2. Until the end of 1989, the supply of computer consumables was handled on an ad-hoc basis by the then Department of Computing Services. In January 1990, as a direct result of increasing demand for such products, Procurement rationalised these ad-hoc requirements by category into a number of large call-off contracts with different companies.

3. In January 1995, Procurement grouped together all computer consumables, with a wide variety of other office equipment consumables, including such items as typewriter ribbons, franking machine labels, audio and video tapes, into a single-source call-off contract under which the MPS customers ordered direct from the contractor. This eliminated the stockholding costs previously incurred.

4. Most BOCU's and HQ Departments order items electronically direct from the contractor. Local Finance & Resource Manager (FRM) approval is required in order to release the (electronic) purchase orders. The goods are then supplied, individually packaged and addressed, on a daily rolling delivery programme via the MPS distribution center at Mandela Way.

5. The potential to achieve additional savings through direct delivery has been extensively investigated, but additional costs, access problems to MPS buildings and other security issues have off-set any savings potential.

6. The current single-source contract was awarded on 5 November 1997 and the present contract extension is due to expire on 4 January 2003. As a result, the procurement process now needs to commence in order to ensure that a replacement contract is in place at the appropriate time. It is intended that the new contract will be of three years duration, with provision to extend for a further two years.

7. As this replacement contract has an estimated value over the EC threshold of £154,477.00 for the provision of goods, an advertisment must be placed in the Official Journal of the European Communities (OJEC) requesting expressions of interest. The expressions of interest will then be sifted and tenders issued to qualified companies. Tenders when received will be opened under formal purchasing rules and are split for separate commercial and technical evaluations. The recommendation for award of contract will be placed before the FPBV Committee in due course.

C. Financial implications

Financial details of the contract for the provision of computer and other office equipment consumables are contained in the linked exempt report, to be considered at this meeting.

D. Background papers

None.

E. Contact details

Report author: David Clissold, MPS Department of Procurement and Commercial Services

For information contact:

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

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