Technology group procurement framework

Report: 09
Date: 24 January 2008
By: Director of Information for the Commissioner

Summary

In May 2007, the Finance Committee approved the business case for a framework for procurement of electronic security and related equipment. Following an OJEU notice gathering expressions of interest and subsequent evaluation of tenders, the MPS has identified eight companies as suitable suppliers.

Authority is sought to issue contracts to the selected companies, which will form the Technology Group Procurement Framework.

A. Recommendations

That members approve the award of contracts to form the Technology Group Procurement Framework.

B. Supporting information

1. In April 2007, the MPS submitted a business case to the Finance Committee advocating the establishment of a framework for procurement of electronic security equipment and services. The Finance Committee approved the case at their meeting 3 May 2007 (report 11).

2. The framework does not commit the MPS to any expenditure. It replaces existing procurement methods and establishes a structure through which the MPS can ensure that contracts for the fit out of buildings are let in an efficient, lawful and secure manner. The framework is expected to run from February 2008 to February 2012. The maximum value for all contracts issued during the four year Framework life span is set at £34.3m.

3. The framework is predicated on competition between its members for contracts offered by the MPS. Each member will be qualified to deliver across all categories of products and services. All contracts offered through the framework will be subject to normal MPS/MPA approval thresholds and processes.

4. Following approval of the business case, it was decided that an eight company framework would be the maximum which balanced manageability, supplier capacity and ensure adequate competition. MPS Procurement Services issued a formal OJEU notice to attract expressions of interest for suppliers for the framework. A pre qualification questionnaire (PQQ) was issued to all applicants that expressed an interest with the aim of identifying those most likely to have the financial stability, resource capacity and technical capability to fulfil the scope of the framework. The PQQ reduced the number of companies tendering for the Framework from 43 to 16.

5. MPS Procurement Services issued an invitation to tender (ITT) pack on 26 July 2007 to the 16 short listed suppliers. One company chose to withdraw their application to tender and three others failed to respond leaving 12 valid tenders. Evaluation of the tenders and checking of references identified the eight highest scoring suppliers as shown in Exempt Appendix 1.

6. The procurement and evaluation processes used have been managed and informed throughout by MPS Procurement Services. The procurement activities and contract documentation was approved by MPS Contracts Board on 13 December 2007.

7. The MPS now wishes to award contracts to the eight highest scoring companies as shown in Exempt Appendix 1 for membership of the Technology Group Procurement Framework.

C. Race and equality impact

There are no direct equality and diversity implications. The contract will require adherence to MPS policies on race and equality.

D. Financial implications

The framework does not of itself spend any money or provide any guarantee of work to those companies who are appointed members.

The framework is targeted to begin operation in February 2008 and will continue for four years.

E. LEGAL IMPLICATIONS

No legal implications are anticipated. Standard MPS contract terms and conditions will apply.

F. Background papers

None

G. Contact details

Report author: Colin Walsh, ICT Infrastructure Development and Estate Support, MPS

For more information contact:

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

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