Alteration works at existing MPA premises in south-west London for an Operational Unit under the C3i Project

Report: 16
Date: 21 February 2002
By: Commissioner

Summary

This report seeks approval in principle to enter into a contract for the refurbishment and alteration works to existing premises and to install necessary technology equipment.

A. Recommendations

Members are asked to approve in principle acceptance of the recommended tender at a cost not to exceed the amount stated in the linked exempt report as submitted by the preferred contractor for the refurbishment and alteration works at the premises.

B. Supporting information

1. A paper was produced for the MPS's Resource Allocation Committee (RAC), dated 16 October 2001 that reviewed the accommodation requirements of the occupants to be displaced from their existing accommodation at Lambeth Support Headquarters. The moves are essential as a consequence of incorporating a C3i Communications Centre into the Lambeth building.

2. The option endorsed by RAC included the relocation of the operational unit and their Technical Support Unit to existing MPA premises in south west London. This move requires extensive adaptation of the existing premises. Currently an operational Support Group, together with the OCU Commander and his senior management team occupies half of the accommodation.

3 .Consultants to the MPS Property Services Department have completed the design and specification for the alteration works. Tenders have been issued on a two stage competitive tender strategy and a contractor providing the best value at the first stage has been selected. The second stage competition process is underway with a view to having the contract signed as soon as second stage negotiations have been completed.

4. The tight timescales imposed by constraints of the C3i project require an "in principle" approval to let the contract whilst negotiations continue, subject to the final contract sum not exceeding that stated in the linked exempt paper. The final negotiated costs will be communicated to the Finance, Planning and Best Value Committee at the first available opportunity, which might be an oral report at the meeting of 21 February 2002, depending on progress with negotiations.

5. In accordance with the procurement procedures, the following is in place:-

• Confirmation from the users, that the accommodation meets their requirements.
• Confirmation received from the C3i budget holder that funds are available.
• Satisfactory health and safety information has been provided by the tenderer.
• Environmental matters have been addressed and appropriate conditions are included in the contract.
• Equal opportunities have been addressed and clauses concerning these have been included.

C. Financial implications

The tender sum will mainly be expended over the contract period of 6 months, with a small retention sum held over into the next financial year. The scheme has been given a high priority by the C3i Project Board and is on the critical path for the overall completion of the C3i Project.

No significant additional revenue costs are anticipated as running costs in the new location are expected to equate to present levels of expenditure.

The building works will be funded from within the £10m MPA capital contribution towards the C3i Project. The C3i Project is presently noted as being funded from a specific grant expected to be made available by the Home Office together with £10m held within the 2001/02 capital programme. It is intended that any unused element of the £10m will be carried forward to 2002/03, and subsequent financial years, as part of the overall funding of the C3i Project. This position was noted in the report on the medium term capital programme 2002/03 to 2005/06 seen by Committee Members on 17 January 2002. The outcome of the bid to the Home Office for funding of the C3i Project is still to be confirmed.

D. Background papers

None.

E. Contact details

Report author: Trevor Lawrence, Director Property Services Department, MPS.

For information contact:

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

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