1 Office of the Police and Crime Commissioner Briefing Paper Radio Communications Managed Service 2 nd April 2015 Protective Marking: Not protectively marked Overview: Approval Level Required: PCC > 500k or of interest Yes PCC > 500k GMP lead authority No PGG < 500k No GMP s contract for a Managed Service for Radio Communications is due to expire on 30th April 2015, following an agreed 1 month contract extension with the OPCC. The identification and specification of the Forces requirements for its replacement has proved challenging in what is a changing business environment, which has consequently delayed its production. These include: the forthcoming replacement of the national Airwave radio system, and the Forces developing strategies tegies for mobile data, Body worn cameras and Community operations rooms. In addition, the IS transformation program is seeking to introduce a new target operating model for the Force s IT provision. This anticipates the increased use of managed aged services, but also recognises the need to ensure a realistic and viable combination of managed service providers. To this end the following future service requirements were considered for inclusion along with the capability for a Radio Communications Managed Service; 1. Manage and support mobile data terminals (see note below) 2. Supply, manage and support a Bodyworn Video solution Following due consideration, it was recognised that the above represents the optimal configuration of a future managed service. However, there remains a limited understanding of the practical implications of selecting, implementing and subsequently managing a bodyworn video service. In addition the Home Office has recently announced the availability of a procurement framework specifically ically for Bodyworn Video, which includes the option for a fully managed service. Consequently it was concluded it was currently in the best interest of the Force if the requirements for Bodyworn video were subject to a separate report and associated procurement.
2 The Force is currently undertaking a mobile data proof of concept at Rochdale and this will be fully assessed prior to the production of a Business Case. If successful this will lead to the procurement of mobile data terminals and associated mobile applications. However, the logistics associated with the management and support of such mobile devices is very similar to those used for radio equipment. It is therefore proposed to include the maintenance and support of these mobile devices as an optional element within the Radio Communications Managed Service Contract. Note The procurement of Mobile Data devices and the application software environment will be the subject of separate procurements. Detail: Proposed Procurement Summary: Lead Authority: GMP Participating Partners: None Procurement Type: Competition via existing Frameworks Length of Contract (inc. extension options): 2 year with option for 1 year * Contract Start Date: 1 st January 2016 Contract End Date: 31st December 2017 Estimated Value of contract (full duration): Radio: 2.2M Mobile: 120K GMP Value (if different): Evidence of Partner commitment: Evidence from Client contract is delivering value for money: Competition via existing Frameworks Evidence of cost reduction / price negotiation / efficiency savings: Competition via existing Frameworks
3 Justification for extension if no reduction / savings offered: Any further information: In order to maintain the current Managed Service for the Radio Communications service an extension of the current contract is required until contract award. * 2 Year contract is required due to the change to Emergency Services Network (ESN) which is cur- rently being tendered by Home Office and due to affect GMP mid-late Current Status: Greater Manchester Police (GMP) currently has a Managed Service contract for Radio communications equipment under a Framework agreement which is due to terminate 30 th April 2015, following the OPCC agreed 1 month contract extension. The current Managed Service for Radio Communications covers the following, which is by no means an exhaustive list; Provision of all Radio Communications devices (excluding Covert devices), In-vehicle cabling and bracketing, Antenna, Minor in-building solutions, Charging devices and ancillary equipment, such as batteries and ear pieces. Installation services for all In-vehicle Radios. Configuration services for all Radio devices. Repair and replace service for all Radio devices, liaising with the manufacturer for all warranty returns. Maintenance and Support for all Radio Communications hardware and software. Management of 3 rd Party Radio Communications carrier faults. (Currently Airwave). Contract and Service Management for all Radio Communications hardware and software. The current Radio Managed Service also manages a single, non resilient DS3000 platform, with a small number of non-recorded ICCS Terminals. Within the Estimated Value of Contract, detailed above, the second phase of deployment of DS3000 is included, thus providing the Force with a resilient, fit for the future, ESN and PSN compliant solution. Call recording to the DS3000 platform shall be conducted as part of a separate project and under BAU. A mobile data proof of concept has commenced at Rochdale with over 30 devices and a broad selection of mobile applications in use. Whilst yet to be assessed there is an expectation that mobile data services will become an integral part of policing within GMP. An appropriate set of services will need to be procured in order to support the delivery and ongoing support of the overall solution.
4 Vision: It is the vision of GMP to have a minimal amount of Managed Services/Providers to cater for many of the operational services across the Force, thus creating more efficient service manageability. With the above vision in mind, work initially commenced on developing a specification with a view of issuing an Invitation to Tender via a full OJEU procedure, which would have provided GMP with a single contract to meet all three service needs. However, there remains a limited understanding of the practical implications of selecting, implementing and subsequently managing a bodyworn video service. In addition the Home Office has recently announced the availability of a procurement framework specifically for Bodyworn Video, which includes the option for a fully managed service. Consequently it was concluded it was currently in the best interest of the Force if the requirements for Bodyworn video were e subject to a separate report and associated procurement. Procurement Options: 1. A competition via the Metropolitan Police Framework, for a Radio Communications Managed Service and Mobile Terminal maintenance and support. Timescales to contract award would be 8-12 weeks following publication of the ITT. 2. A competition via Crown Commercial Services Framework RM717 for IT Managed Services, for a Radio Commmunications Managed Service and Mobile Terminal Support. However, this framework has been extended outside the scope and definition of the original OJEU notice. Whilst this is a potentially viable option, given the relatively high value of the service to be procured, there is a risk of challenge, and consequently it is not recommended. 3. Do nothing. This would expose GMP to a significant risk of a legal challenge in the absence of a compliant contract and therefore is not an option that will be considered further. Options 1 & 2 would require an extension to the current Radio Communications Managed Service contract, as given the timescales required to complete the process from the issue of the ITT, conduct due diligence and in the event of a new supplier to GMP being successful, transition the service, this could not be completed and approved by 30/4/15. /15.
5 Recommendations: The PCC is requested to approve:- A: An extension to the current Radio Managed Service from the 1 st May 2015 until 31 st December 2015, a period of 8 months. B: Option 1 to procure a Radio Communications Managed Service and Mobile Terminal maintenance and support. Legal and Financial Advice: Capita have confirmed that the extension will retain the same terms and conditions of the current contract. The extent and cost of this service is in line with the previous arrangements. Confirmation of which is attached at Appendix A. Wider Communications: Attachments: Tracking: Date Issued to By Status 27 th January, 2015 Ruth Playle Awaiting approval 25 th February 2015 Colin Carey Ruth Playle 09 th March 2015 PGG Ruth Playle Awaiting approval 27 th March 2015 PCC PGG Final