Provision of a keyholder database via a sponsorship agreement

Report: 11
Date: 24 October 2002
By: Commissioner

Summary

This report describes a formal competitive tendering exercise for the provision of a fully serviced database containing details of keyholders for all residential and commercial premises and recommends the award of a contract.

A. Recommendation

Members are asked to approve the award of a contract for the provision of a keyholder database (Penates) for a period of up to five years.

B. Supporting information

Background

1. Approval was given to commence tender action for a contract for the provision of a keyholder database (Penates) at the meeting of the former Finance, Planning and Best Value Committee on 18 April 2002 (report reference FPBV/02/66 Agenda Item 22).

2. 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:

1. The public will be offered a police service
2. The service will be fully accessible to the police at all times
3. The service will be accessible to approved authorities (fire, health, council, Transco)
4. Addressees will assume responsibility for the details
5. Details can include preferred plumbers, glaziers, carpenters and doctors
6. 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.
7. Regular email newsletters could be able to be despatched to all subscribers

3. 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. For those of the population that do not have internet access a phone or post registration service is being provided by the supplier.

4. Subscribers will be charged a nominal monthly fee for this Premier Service. 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.

5. 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 supplier. The newly formed London Neighbourhood Watch Association and the Police Volunteers will be tasked with promoting keyholder registration. It is hoped that the ALG and individual local authorities will also promote the registration facility.

6. The contract when let will be for 3 years with the provision to extend for a further 2 years. The total contract over 5 years provides opportunity for both the Authority and the service provider to receive revenues.

Formal tender process

7. Procurement Services placed an advertisement in the Official Journal of the European Community (OJEC) and subsequently received expressions of interest which were evaluated. Of the nine companies who expressed an interest, six were invited to tender.

8. Tenders were received from two companies by the required date. The other companies gave a variety of reasons for not tendering, including capacity and commercial viability of the database.

9. The submissions from the two companies were subjected to an extensive evaluation using predefined agreed scoring and weighting. There were a number of concerns regarding one of the submissions such as the lack of interest in supporting households without alarms, over cautious London-wide rollout and a lack of support for important community safety campaigns.

10. There were, however, very positive views on sponsored campaigns from the other company and a good breakdown on costs and how the finances would support the service provision. It was agreed at this stage that only one company had fully complied with the tender request and that a site visit should take place. This took place on 24 September 2002 and enabled a clear view to emerge of the merits of the tender.

11. The MPS is satisfied that in awarding the contract a partnership will be formed between the Authority and the company that will provide a service that utilises modern technology, makes provisions for those with special needs and keeps environmental waste to the minimum. We are also satisfied that a number of important corporate community safety initiatives will be financially supported over a sustainable period of time. 

C. Equality and diversity implications

The equal opportunity and diversity policies of the recommended company have been rigorously examined as part of the procurement process. The MPS are satisfied that they promote good staff relations.

D. Financial implications

1. Financial details of the contract and the recommendation to award are contained in the linked exempt report to be considered at this meeting (agenda item 17)

E. Background papers

Report considered at FPBV on 18 April 2002

F. Contact details

Report author: Steve Atherton and Marcus Kendrick, Procurement Services, MPS.

For more information contact:

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

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