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005/2015: Mobile Asset Utilisation & Deployment System (MAUDS) – 17 June 2015

Executive Summary and recommendation:

The IT Strategy Business Case, approved on 16th June 2014, set out North Yorkshire Police’s vision for exploiting technologies to support delivery of operational policing services to the communities of North Yorkshire and the City of York.

The strategy sought approval for a number of key initiatives which collectively, support the organisation in keeping its communities safe and protecting them from harm.  The introduction of a Mobile Asset Utilisation and Deployment System (MAUDS) is one of those initiatives.

Linked with the implementation of future Operational Mobile Working, MAUDS technology will provide real time intelligence feeds to officers in the field.  Enhanced analytical and reporting capability will provide the organisation with the ability to manage its vehicle and people assets, enabling North Yorkshire Police to provide a better public service in a number of ways:

  • It will allow us to pinpoint where our people and vehicle assets need to be, and deploy them appropriately.
  • It will help us to keep officers safe, as we can identify their locations precisely, and the location of back-up support, in real-time.
  • It will provide us with data that can be analysed to give a richer intelligence picture. This will help us to tackle key issues of public concern (for example anti-social behaviour).
  • It will support our drive to improve productivity across North Yorkshire Police, by helping us to understand exactly where and how resources are being used.
  • It will help to streamline our operations, which will contribute to the affordability and sustainability of policing activities.

On the 22nd September 2014, Executive Board approved a MAUDS Decision Notice, enabling the development of a detailed specification of requirements and procurement activity to be undertaken.

An OJEU (Official Journal of the European Union) procurement exercise has been undertaken by the organisation, which has identified a potential MAUDS supplier and solution.  A financial investment of £1.469million over five years will enable the delivery of enhanced technology and capability, coupled with the realisation of significant financial and operational benefits, supporting the delivery of an efficient, demand focused and public facing policing service in the communities of North Yorkshire.

Approval is sought for the capital and revenue investment outlined and formal appointment of the identified supplier as preferred bidder.  Subject to this approval, work will progress, in line with corporate governance, to ensure compliance around contractual arrangements and subsequent delivery of a MAUDS solution into the organisation.

Police and Crime Commissioner decision: Approved

Signature: signature
Date: 17 June 2015
Title: Police and Crime Commissioner


Part 1

Unrestricted facts and advice to the PCC

  1. Introduction and background

The initial MAUDS Business Case and Decision Notice as approved, enabled a detailed specification of requirements and Invitation to Tender (ITT) documentation to be compiled and formal procurement activity to be undertaken.  An OJEU procurement exercise has been undertaken and bidders have responded to the specification of requirements and ITT.  A formal evaluation process of bids has taken place and a MAUDS supplier and solution has been identified.

  1. Matters for consideration

The OJEU Invitation to Tender and bid evaluations is complete.  The MAUDS project team request that this Decision Notice, with associated capital and revenue investment requirements, is considered and approved.  This will enable a preferred bidder to be notified in accordance with OJEU procurement rules and the project to proceed with detailed contractual discussions, planning and implementation of the MAUDS system for NYP.

Other options considered, if any

Following recent procurement activity, the following three options are presented in the Post-Procurement Report:

  1. Cease the project
  2. Repeat the procurement exercise
  3. Approve project costs and budgets and progression to preferred bidder status (recommended)

Included in the option recommended for EB approval, are capital and revenue costs and the indentified supplier progressing to preferred bidder status.  The project will then, in accordance with OJEU procurement rules, move into formal discussions with the identified preferred bidder regarding contractual terms, planning and delivery of the MAUDS solution.

  1. Contribution to Police and Crime Plan outcomes

The capabilities of the MAUDS solution are particularly suited to defining, monitoring and refining patrol strategies and improving the deployment of resources. The information to support this is easily available in a number of formats and therefore make it ideal to demonstrate police activity against a given target or hotspot, both internally and externally to the wider community and stakeholders. The following have been identified as the primary Police & Crime Plan Priorities that the technology will support:

  • Priority 2:  Cut crime and anti-social behaviour

New MAUDS technology will support the effective and safe deployment of officers, PCSOs and other police assets in response to demand.  Sophisticated tracking and deployment of officers and resources will inform the delivery of effective policing strategies focusing resources to be in the right place at the right time.

  • Corporate Priority – Transforming the Organisation

MAUDS technology will be an enabler in transforming the organisation by delivering new technology and capability, supporting the delivery of sustainable policing services.

Implementation of the MAUDS solution will support the delivery of an efficient and effective demand focused policing service. Technology enhancements will focus the deployment of police officers and vehicles in a manner which best serve the needs of the communities of North Yorkshire.

  1. Consultations carried out

The following business areas and individuals have been consulted as part of the development and finalisation of the Post Procurement Report:

Stakeholders Name Comments / Feedback
Project Sponsor & OPM Lead ACC P Kennedy

Ch/Insp L Winward

Support and thanks for the report and to ensure all key links and dependencies included.
Project Lead & Head of Estates, Logistics & Technology Richard Flint Feedback around report and presentation.  Ensure strategic alignment and relevant project costs.
Operational Lead Ch/Insp. Ian Thompson Feedback regarding content of report and appropriate wording to ensure all necessary aspects covered.
Project Delivery Group Members ICT – S Chatterjee

HR Training – C Bean

Information Management – S Wintringham

Snr Operations Rep. – Ch/Insp. N Hunter

Operational Rep. – Sgt N Soulby

Supportive feedback from C Bean regarding training and confirmed further discussions to take place should EB approve progression to approved bidder stage.  Agreed further discussions with S Wintringham upon approval of preferred bidder and solution.
Service Delivery Advisor – Productivity Work Mark Bates Further discussions required to understand how productivity baselines and key performance indicators can be developed.
Governance & Delivery Helen Marshall Feedback received regarding content and detail of report.  Support in ensuring necessary areas covered and explained appropriately.
Risk and Assurance – Business Benefits Jo Whyte

 

Initial discussion regarding benefits register and tracking.  To be followed up with further work should preferred bidder be approved along with wider organisational engagement.
MAUDS Project ITT Supplier Evaluation Group

 

Procurement – G Foster

Fleet – B Brigginshaw

ICT – N Jackson

ICT – B Taylor

FCR Systems – D Spence

Report issued for review and feedback on 30.03.2015.
ICT Management Team Mel Stabler

Philip Martin

Glen Mallows

Meeting on 07.04.15 regarding ICT resource for the project and to be followed up with further meetings work should a preferred bidder be approved.
Performance Team Caroline Pollard Initial discussion on 07.04.15 regarding current baselines for ASB incidents and officer activity.  To be followed up with a further meeting.
HR Rosemary Holmes Initial meeting regarding creation of 1.5FTE roles and implications.  Also consideration of wider Agile Working Project.  Further discussions to take place.
Finance Jane Palmer / Rachel Dodds Checking of cost model approach with discussion of finances with R Dodds on 02.04.15.
Legal Jane Wintermeyer Initial discussion with J Wintermeyer on 02.04.15 regarding involvement, if required, in contractual discussions should EB approve the project to progress to preferred bidder stage.

An additional presentation to Executive Group has been agreed for 20th April 2015.

  1. Financial Implications/Value for money

Capital funding for a MAUDS solution has already been approved as part of the IS Strategy Business Case document published in 2014.  Following the recent OJEU procurement exercise, the table below outlines the capital and revenue investment requirements to deliver the solution and associated benefits:

Cost Area £ (Total over 5 years)
Capital Costs £   664,840
Revenue Costs £   131,700
Recurring Revenue Costs £   672,796
Total investment over 5 years £1,469,336

 

Chief Constables Chief Finance Officer Comments 

Sufficient capital funding is earmarked in MTFP v45 to cover the capital costs in years 1 to 5, plus the (revenue) set up costs, excluding the costs for a refresh (ie replacement) of mapping.  It may be appropriate for this to be funded as part of the IT rolling programme.

No provision has been made for the capital costs of any future replacement of the system after the initial contract period has expired.

No additional revenue funding has been earmarked for the project, since recurring savings are expected to exceed recurring costs.  The Affordability Group has estimated recurring annual savings of £863k from the MAUDS project, which will require savings to be achieved at the 20% rate, on the basis of the figures included in the Post Procurement Report.

  1. Legal Implications

An initial meeting has been held with Legal Services to discuss the process and involvement of the legal department in the development of and contractual documents.

Having read this report and having considered such information as has been provided at the time of being asked to express this view, the Acting Force Solicitor and Head of Legal Services is satisfied that this report does not ask the PCC for North Yorkshire to make a decision which would (or would be likely to) give rise to a contravention of the law.

  1. Equality Implications

A full Equality Impact Assessment (EIA) was undertaken as part of the original Business Case in September 2014 and is included in that business case at Appendix 5.  The EIA has not shown a disproportionate effect on any individual group of people.

  1. Human Resources Implications

Many forces are already using MAUDS based technology so this is not new to the policing function. The MAUDS tools are a method of better managing available resources to achieve a more effective operational police service.  Both The Federation and Unison have previously been consulted, and engagement will continue should approval of this Decision Notice and Post Procurement Report be given and the project move into planning, implementation and roll-out..  As per the Decision Notice from September 2014, MAUDS technology is already in use in the force, albeit in a more primitive state, so this current proposal is about bringing this up to date rather than the introduction of something completely new.  It has been agreed that engagement with HR and training will continue throughout all stages of the project. – Comments from Acting Director of HR 

Public Access to information

The Police and Crime Commissioner wishes to be as open and transparent as possible about the decisions she takes or are taken in her name. All decisions taken by the Commissioner will be subject to the Freedom of Information Act 2000 (FOIA).

As a general principle, the Commissioner expects to be able to publish all decisions taken and all matters taken into account and all advice received when reaching the decision. Part 1 of this Notice will detail all information which the Commissioner will disclose into the public domain. The decision and information in Part 1 will be made available on the NYPCC web site within 2 working days of approval.

Only where material is properly classified as restricted under the GPMS or if that material falls within the description at 2(2) of The Elected Local Policing Bodies (Specified Information) Order 2011 will the Commissioner not disclose decisions and/or information provided to enable that decision to be made. In these instances, Part 2 of the Form will be used to detail those matters considered to be restricted.  Information in Part 2 will not be published.


Part 2

Is there a Part 2 to this Notice – YES

If Yes, what is the reason for restriction – The Post Procurement Report and appendices contain commercially sensitive information which if released would compromise the OJEU procurement process recently undertaken and jeopardise the project moving forward.


Originating Officer Declaration

Author name:      Jerome Mertz

Collar number:     4151

 

  Name      (Collar Number) Date of completion (√)
Head of Department

has reviewed the request and is satisfied that it is correct and consistent with the NYPCC’s plans and priorities.

Paul Kennedy

1614

16.04.15
Legal Advice

Legal advice has been sought on this proposal and is considered not to expose the PCC to risk of legal challenge or such risk is outlined in Part 1 or Part 2 of this Notice.

 

Jane Wintermeyer

3840

16.04.15
Financial Advice

The CC CFO has been consulted on this proposal, for which budgetary provision already exists or is to be made in accordance with Part 1 or Part 2 of this Notice.

 

Jane Palmer

004364

14/04/2015
Equalities Advice

Either there is considered to be minimal impact or the impact is outlined in Part1 or Part2 of this Notice.  Author to complete as Equalities matters are mainstreamed within departments.

4151 Equality impact Assessment Completed

08.09.2014 as part of original business case

 

HR Advice

HR advice has been sought in relation to any people related matters

 

   

 

I confirm that all the above advice has been sought and received and I am satisfied that this is an appropriate request to be submitted for a decision

Signature             J Mertz                                                                          Date                             16th April 2015

 

 

 

 

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