Routine contracts programme

Report: 13
Date: 7 April 2005
By: 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 as well as details of those contracts let since the last report. The programme only covers the known routine renewals and not the emergent requirements that will continue to be dealt with under the current arrangements and brought to Committee where required.

A. Recommendation

That

1. Members are asked to note the contents of this report:
2. MPA approval of the latest version of Routine Contracts Programme is sought and authorisation to place OJEU advertisements where appropriate.

B. Supporting information

1. Members of the MPA 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 on 20 January 2005.

2. The latest version of Routine Contracts Programme is included as exempt Appendix 1 and is in two parts. Part A shows the current 12-month rolling programme for the period February 2005 to January 2006 for known contracts that need re-tendering or reviewing in order to take up an extension option. Detail is shown on those over £1m. Contracts over £5m are shown in italics, papers for these contracts are to be submitted to the MPS Resources Approval Committee/MPA (ideally) three months before award date. An indication of the number of new contract requirements identified under £1m in value is shown in the comments below each month. Contracts of £1m or below are not listed separately. Part B provides a summary of contracts let or extended during the preceding four months covering the period November 2004 to February 2005. The contracts in the programme are for goods and services of a routine nature for which there is an ongoing requirement.

3. The Routine Contracts Programme will continue to be presented to Members on a quarterly basis.

4. MPA members have enquired in the past if there could be wider procurement collaboration across the Greater London Authority (GLA). Consultation and contact has therefore been made with various members of the GLA family and the Home Office to determine whether there are real opportunities for Procurement collaboration. At this stage discussions are ongoing. Additionally, Procurement Services are reviewing the feasibility of publishing details of all contracts that require renewal over the next 12 months to be published on the MPS web page. Publication will ensure that the MPS is using appropriate communication methods in an attempt to solicit increased competition and enhance opportunities for collaboration. The feasibility of publication will be assessed prior to the next quarterly update.

C. Equality and diversity implications

The suppliers have been assessed prior to being included on the framework agreement and they all comply with relevant EU legislation. It will be the responsibility of user departments to ensure that the MPS Equality and Diversity policies are adhered to whenever engaging staff from any of the providers.

D. Financial implications

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. All contracts set out in the report are contained within the budget.

E. Legal implications

1. Procurement Services can confirm that the contracts set out in the Appendix comply with MPA procurement regulations and all relevant EU and UK Government Directives.

2. Procurement Services can confirm that these contracts are within the powers of the Authority.

3. For those items denoted in Part A, the contract and terms & conditions are still subject to negotiations, but the draft contracts reflect the standard MPA terms and conditions. For those in Part B, terms and conditions have been agreed.

F. Background papers

• None

G. Contact details

Report author: Anthony Doyle, Acting Director of Procurement Services

For more information contact:

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

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