Estates update paper

Report: 09
Linked to exempt item 11
Date: 19 June 2008
By: the Director of Resources on behalf of the Commissioner

Summary

This report updates members on the latest information on Real Estate and Property Services matters as co-ordinated with wider MPS business groups.

A. Recommendations

Members are asked to note the information provided in regard to current estate issues.

B. Supporting information

Introduction

1. At the Finance Committee on 24 October 2002, it was agreed that a report on estates issues would be produced at alternate meetings. Source documents can be found on previous relevant reports and also in the Members’ Library, the last paper was presented in February 2008 due to scheduling of Committee dates.

Safer Neighbourhoods

2. Following Finance Committee approval in December, appointments for Stage 2 of the property programme have now been made for the key roles. Initial priorities have been established including the fit-out of properties already owned by the MPS, the addition of signage and cycle lockers to bases constructed under Stage 1 and the search for properties in locations prioritised by TP. TP have convened a steering group to formulate the governance procedures and initial meetings have been held.

3. A reporting protocol is being developed to enhance visibility of action as Stage 2 is implemented, and this will be consistent with Programme Management reporting on other MPS Property programmes. This report will be delivered to Estates Oversight Group on a 6 monthly basis.

Procurement Related Issues

4. Considerations to build and enhance procurement support to Property Services continue. The newly appointed Director of Category Management – Procurement Services is leading this review and progress will be reported to Members in the coming months.

5. The Technical Services Framework contract documents were signed and sealed by the MPA on 7th May 2008. The Programme Team are in place and Governance Procedures have been prepared for the management of the contract.

Papers are currently being drafted for submission to the MPA Finance Committee for the reprocurement of the following:

1. Provision of Facilities Management Services to the 3 C3i Buildings
2. Audit Functions to the Faculties Management Services to the 3 C3i

The Office of Fair Trading (OFT) has instigated an investigation into a number of construction companies in relation to ‘price fixing’. The OFT has formally alleged that the construction companies named have engaged in bid rigging activities and in particular cover pricing. There is no assumption that there has been an infringement of competition law and the parties now have the opportunity to make written and oral representations which the OFT will take into account before making a final decision as to whether competition law has been infringed and as to the appropriate amount of any penalties the OFT may decide to impose.

PSD have reviewed the list of companies involved and a number have had contracts with the MPA. A meeting has been held with MPA Internal Audit and a plan of action agreed.

Acquisitions and Disposals

6. A new lease of Unit 3 Polar Park, Heathrow was completed on 13 February 2008 to replace the existing Heathrow Police Station. A contact to dispose of Beckenham Police Station has been exchanged with completion scheduled for 20 May 2008.

7. Schedules of Commercial and Residential disposals completed up to March 2008 are attached at Exempt Appendix 1 and 2.

Residential Rent Review

8. Rental charges levied in regard to the MPA’s residential accommodation have been increased, in line with the approvals, from April 08.

Sports Clubs

9. Following MPA approval to the principle of granting formal leases in regard to the four sports clubs, Lawyers have prepared draft leases and other documentation.

Work on detailed implementation is in hand with each club.

Condition Surveys have been commissioned to inform the lease-repairing clause.

Target completion date for completing the leases is end of September 2008.

Residential Estate Strategy Update

10. In line with currently approved MPA Residential Estate Strategy, Property Services continue to communicate with those individuals occupying residential properties owned by the MPA.

11. Also the PSD Property Zone, which offers a gateway to third party residential providers, receives in the region of 100 phone calls per week to the help line and 200 emails per week to the Property Zone email address.

Each month a Property Zone representative attends the Police Staff induction day and also regularly goes to the MPS Transferee and Rejoiner Fairs where officers who are considering a move to the MPS can receive advice about residential accommodation and any other housing needs they might have.

Property Zone is considered a 'Centre of Excellence' by the Department of Communities and Local Government who refer other constabularies and organisations to the MPS Property Zone, to find out how the MPS promote and manage the Key Worker Scheme and other initiatives. Individual briefings on "best practice" have also been given to British Transport Police and the London Fire Brigade, which has enabled their staff to have access to the scheme.

Property Zone works with many outside organisations, such as housing associations and developers / providers both in the private and public housing sectors.

Pan London Asset Plans

12. The activity level of Territorial Policing (TP) BOCU Commanders continues to lead the consultation process for their respective BOCU Asset Management Plans. Property Services are supporting TP in developing the consultation and communication plans for each Borough and have attended public meetings in support of the consultation and communication process.

13. Property Services have supported TP in the development of the business case for MPS/CPS Integrated Prosecution Teams; a paper has been presented separately to the MPA (via the Co-ordination and Policing Committee 7 February) on this. A smaller pilot scheme for the introduction of “virtual courts” is also being undertaken. Further support is also being provided to facilitate the roll out of approved operational changes to the current arrangements provided within Custody facilities (Project Herald).

14. Asset Strategies continue to be progressed for other business groups, and a number of larger pan London properties where business groups share occupation. A separate paper has been presented via the Co-ordination and Policing Committee 7 February in regard to Marlowe House, Sidcup and separate briefings have been held in regard to Hendon.

15. Proposals in regard to a strategic Olympics co-ordination centre and in particular the legacy issues associated thereto continue to be developed by Central Operations.

Property “deals” / “schemes” under consideration

16. Property Services continue to consider other property opportunities. Following MPA approval, a contract conditional upon receipt of planning permission, has been exchanged with the residential developers, St George, to acquire 224 flats at Beaufort Park, adjoining the Hendon training estate, and to sell Kingsgate Avenue (Finchley Section House) and 931 High Road Finchley (Finchley garage). Planning applications have been lodged by St George and joint St George / MPA public meetings are being held through May.

17. Negotiations are progressing with a developer for a new building to provide replacement facilities for Finchley Garage and other CO facilities in northwest London. A separate report will be prepared in due course.

18. Negotiations are progressing well to acquire a freehold office building in Richmond. If approved, the building will provide a new front counter in Richmond, a multi team Safer Neighbourhoods base, training facilities and general office facilities for the BOCU. Subsequently, a number of buildings (none with public front counters) can then be released for disposal. A separate report will be provided in due course.

19. With MPS colleagues, estate solutions to CTC, and related detention issues, continue to be explored with the Home Office and ACPO to resolve the design parameters required.

20. Construction of enhanced facilities at Cobalt Square will be substantially complete in May 2008, with a second phase of ‘security enhancement’ works to be completed later in the year following the granting of planning approval.

21. Works continue in various areas of New Scotland Yard to accommodate those teams who will vacate Wellington House in July 2008.

22. Works have commenced at ‘Quicksilver’ Patrol base for Haringey Borough and this should be complete by August 2008.

Operational Support Group

23. Special Events are currently planning for the Wimbledon Tennis Championships 2008, trooping the Colour & Beating the Retreat Ceremonies.

24. The Computer Aided Modelling Bureau (CAMB) continue to work with the Olympic Security Directorate, SD, CO and DoI to develop a GIS-based application to communicate and support operational planning for the London 2012 Olympic & Paralympic Games. A presentational aspect of this work is required to brief the Home Office.

25. CAMB are finalising their support to SO15 on Operation Whimbrel, the investigation into the death of Alexander Litvinenko. This has involved CBRN deployment to survey seven of the scenes, and post-processing the data into 3D computer models to analyse exhibit locations and contamination levels.

26. The Emergency Planning Team continues to develop the DoR Business Continuity Plans (Operation Reform - Property Services and Operation Assemble - DoR) and compile the necessary information required by CO3 Business Continuity Team. In addition the team are working on consolidation of PPE and equipment stockpiles for Disaster Victim Recovery and Identification (DVRI) and Major Incidents together with developing arrangements to support a National and International Resource Response via ACPO.

PFI Contract Management

27. The PFI Contractor is due to re-tender the services provided in regard to the MPSTC at Gravesend as part of the Benchmarking exercise within the contract. This activity is ongoing and further reports will be made once the benchmarking exercise is completed.

Commercial Management

28. The contract management of the new FMS contracts continues to “bed in” and issues regarding timely provision of financial data are being resolved. This issue relates mainly to speeding up the flow of invoices and associated information to allow the necessary “desk top audit” to take place and from there agree the payment of the invoice.

Fire Arms Training Facility

29. Following MPA authority to explore options to acquire a firearms training facility in West London, two sites near Heathrow have been short listed for further detailed consideration before formal presentation to the MPA. Meetings with the appropriate Local Planning Authorities to discuss the proposed use and likelihood of obtaining consent for such use are on going.

Town Planning Issues

30. As previously reported, Property Services continue to work closely with the Greater London Authority (GLA), London Development Agency, London Thames Gateway Development Corporation and Local Planning Authorities. The revisions to the London Plan have now been adopted by the Mayor’s office and the profile of policing as a material consideration in determining planning applications has been raised considerably. Policing is now included within the definition of ‘Social Infrastructure’ meaning that policing will now be a material consideration during formulation of emerging planning policies across the London Boroughs. This is already paying dividends as increasingly the London Borough's Local Development Documents are including policies, which reflect the MPA's estate and operational needs in growing / changing communities.

Environment/sustainability assessment

31. This is an update paper only and no issues are relevant to report .

List of Abbreviations

BOCU

Borough Operational Command Unit

CAMB

Computer Aided Modelling Bureau

CO

Central Operations

COP

Coordination of Policing

CPS

Crime Prosecution Service

CTC

Counter Terrorism Command

DoI

Directorate of Information

DoR

Directorate of Resources

DPA

Directorate of Public Affairs

EOG

Estates Oversight Group

ESP

Estates Strategic Plan

FMS

Facilities Management Suppliers (from 2007)

GLA

Greater London Authority

LB

London Borough

MPA

Metropolitan Police Authority

MPIC

Met Property Information Centre

MPS 

Metropolitan Police Service

MPSTC 

Metropolitan Police Service Training Centre

ODA

Olympic Delivery Authority

OSG

Operational Support Group

PFI

Private Finance Initiative

PSD

Property Services Department

SN

Safer Neighbourhoods

TP

Territorial Policing

C. Race and equality impact

Any equality and diversity implications arising from the matters in this report are being assessed as part of the individual project or item and will be reported separately to the Committee at the appropriate time.

D. Financial implications

1. Any financial implications from the above items will be reported in full to the relevant committees at the appropriate time. Support to security operations continues to place financial demands on Property Services and the estate. Unless otherwise stated, other financial implications are manageable within existing approved budgets.

E. Legal implications

1. Contract or other documentation in the matters reported will contain all the usual commercial terms and provisions, and no unduly onerous or unusual terms – except where reported otherwise.

2. Significant risks have been evaluated and considered and steps taken to minimise or manage such risks.

3. All reported matters are considered to be within the powers of the Authority.

4. All/any disposal represents the best consideration that can reasonably be obtained – save where stated otherwise.

5. Insurance inspections for 2008 are programmed for the end of May to the end of June. The action plan is implemented and is aimed at eliminating previous identified risk concerns.

F. Background papers

• MPA Efficiency Plan 2007/2008

G. Contact details

Report author(s): Jane Bond, Director of Asset Management, Property Services, MPS.

For more information contact:

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

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