Provision of a keyholder database to the Metropolitan Police Service via a sponsorship agreement

Report: 22
Date: 18 April 2002
By: Commissioner

Summary

This report outlines the provision of fully serviced and maintained database containing details of keyholders for all residential and commercial premises. This report also outlines the sponsorship opportunity that this project presents.

A. Recommendations

1. Members are asked to note the contents of this report.

B. Supporting information

1. There were formerly a wide range of methods for dealing with keyholder information. These ranged from computer databases to card indices. A great deal of time and effort was expended across the Metropolitan Police Service (MPS) in maintaining these records.

2. As part of Operation Cleansweep the MPS decided it was no longer viable to maintain details of alarm keyholders except those needed for temporary alarms as installed by the MPS Temporary Alarm Policy. This decision was not taken lightly; but due to the significant public cost involved in bringing the old systems up to currently acceptable levels of operation and the lack of equivalent value received from the database the decision was accepted by MPS Senior Management as of January 2002.

3.Modern technology can offer the ability to hold the information in a more up to date, accurate and user friendly format than was previously available, but at a cost. MPS Territorial Policing HQ and the MPS Policy, Review and Standards department have been working with the MPS Sponsorship Team to identify and promote an alternative keyholder solution which, through a multi-level sponsorship opportunity, will deliver the service to Londoners at virtually zero cost to any public purse. Various keyholder systems are currently available across the country with varying success and costs and, usually not under the control of the police authority. The MetPol Keyholders service will be under MPS control but fully managed by a police approved company who will, as part of the package, become a high level community policing sponsor supporting a variety of initiatives.

4. The proposed solution will provide a complete internet-based system and enable all keyholder details to be accurate in real-time. The benefits will be:

• The public will be offered a police service
• The service will be fully accessible to the police at all times
• The service will be accessible to approved authorities (fire, health, council)
• Addressees will assume responsibility for the details
• Details can include preferred plumbers, glaziers, carpenters and doctors
• Members will receive an ID and password through the post. This will enable secure changes to their data to be made via the internet, telephone, fax or post and offer proof of registration.
• Regular email newsletters could be able to be despatched to all subscribers

The database will be held on a secure server, accessed via an encryption server. The access will be through a highly identifiable MPS specific internet page. The internet address will be www.metpol.net and has been registered with MPS Directorate of Public Affairs sanction.

The information will be instantly updated by subscribers via the internet, however, there will be a few days delay for those who send the details by post. Any information sent in by post, fax or telephone will be input by the managing company. As far as the police and any other authorised users will be concerned the data can be accessed as fast as the internet will allow.

5. It is proposed that the Home Page will be designed using Met corporate branding and will include a brief overview of the purposes of keyholder registration. There will be a Login facility for both the public and approved authorities such as Environmental Health and links to New Registrations, Frequently Asked Questions, Terms and Conditions and hyperlinks to the MPS website, London Ambulance Service (LAS), Association of London Governments (ALG), Crimestoppers, Neighbourhood Watch and any MPS initiatives that are of current importance to the community.

6. It is proposed that subscribers will be able to state two keyholders and have the option to list their doctor, preferred plumbers, glaziers and carpenters. If they do not wish to register these details they will be encouraged to leave them with their keyholder. This will not only enable the police to access premises as required, but if unconscious persons are found details of their doctor could be given to the LAS. If premises are required to be made safe the preferred contractors could be given first option to carry out the work; this will in turn lessen the aggravation for both the local police when the bill goes out and the householder. Officers will also be spending less time being involved in securing the premises. It will also enable local authorities to identify keyholders of addresses whose alarms are persistently falsely triggering.

7. For those of the population that do not have internet access they can register by phone or post. This service will be provided by the successful supplier, once again, at no cost to the public purse.

8. It is proposed that subscribers will be charged a nominal monthly fee for this Premier Service (other forces systems charge £1 per month plus VAT). All financial transactions will again be handled by the provider. For those members of the public who just wish to cover their legal obligation of recording keyholder details with the police there will be a free Statutory Service. This will just record their name, address and keyholder name and phone number but the member will not receive any letter of confirmation. This data will be available to all authorised partners but will be of very little use to anybody except Environmental Health. It is for this reason we hope all our partners will promote the usage of the Premier Service.

9. A pan-London direct media campaign promoting the new service to each household and commercial premises in London will be undertaken with the costs being covered by the provider. The LAS and local authorities will be included in the promotion to ensure Londoners are aware of another useful and successful partnership and the enhanced and modern service available to them. As the greater the membership the greater the service, the pan-London media campaign is integral to its success. The newly formed London Neighbourhood Watch Association and the Police Volunteers will be tasked with promoting keyholder registration. It would be hoped that the ALG and individual local authorities also promote the registration facility.

Procurement implications

10. As part of the market testing for the project a company has been identified that could provide and operate the database without cost to the public purse. In addition, and as an integral part of the agreement this company has offered to pro-actively sponsor various campaigns throughout the duration of the contract.

11. It is felt that due to the potential financial benefits offered by this unique project, and the integral sponsorship elements, the market needs to be tested using EU public procurement guidelines so that suitable candidates are fully aware of the requirement and the MPS can ensure that it gets the best deal available.

12. It is therefore proposed to advertise the requirement in the Official Journal of the European Commission (OJEC), requesting expressions of interest. The expressions of interest will be sifted and tenders issued to qualified companies. Tenders, when received, will be opened under formal procurement rules and will be split for separate commercial and technical evaluation. The recommendation for award of contract will be placed before the committee in due course.

C. Financial implications

This service provides a need for the register, gives an enhanced usage of the data and is free to the public purse. The service provider will support community projects.

The training to users will be included in the ongoing IT awareness programmes and will be a one-off. The MPS Directorate of Information will need to assess the security and suitability of the hardware and the database. This will also be a one-off and is to be included in their continual product development budget.

D. Background papers

None.

E. Contact details

Report author: Marcus Kendrick, Head of Sponsorship, Sponsorship Team, Supt Simon Ovens, Operational Policy Support Unit and DAC Andy Trotter, Territorial Policing HQ, MPS.

For information contact:

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

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