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018/2013 – Provision of Safety Camera Back Office Solution – 05 March 2013

Executive Summary and recommendation:

Following NYPA approval on 24th September 2012 for additional Safety Camera Vans and supporting resources and equipment, a procurement process was undertaken for the Safety Camera Back Office Solution.

This Decision Making Notice seeks approval from the PCC to enter into a contract with Star Traq Ltd for the provision of the Safety Camera Back Office Solution.

The primary purpose of this provision is to support the reduction in the number of the people killed or injured on North Yorkshire roads through intelligence led tasking and deployment, maximising enforcement, education and community reassurance opportunities.

It is recommended that approval be granted to enter into a contract with Star Traq Ltd for the provision of the Safety Camera Back Office Solution.

FINANCE SUMMARY

The total cost of the Safety Camera Back Office Solution is included in the current MTFP for 2012/13 and the expenditure was approved by NYPA on 24th September 2012.


Police and Crime Commissioner decision:  Approved

Signature: 

signature

Title: Police and Crime Commissioner for North Yorkshire

Date: 05 March 2013


1. Introduction and background

On 24th September 2012 and following a successful pilot scheme, NYPA approved the rollout of additional safety camera vans, the recruitment of police staff to resource the operation and the equipment necessary to facilitate the detection of traffic violations.

The primary purpose of this provision is to support the reduction in the number of people killed or injured on North Yorkshire roads through intelligence led tasking and deployment maximising enforcement, education and community reassurance opportunities

The safety camera back office solution will increase capacity within the back office to process a significantly higher number of violations per annum by automating a number of processes thus providing efficiency savings. Effective and timely back office processing of violations is critical to ensure that all alleged offenders are subjected to a robust, fair and legal process.

1.1. Procurement Procedure

The estimated value for the overall 7 year term of the contract was initially calculated at above the EU tendering threshold (£173,934). The procurement was conducted using the EU ‘open’ procedure as market research had demonstrated that there was a limited number of suppliers able to provide this equipment.

The requirement was advertised in the Official Journal of the European Union (OJEU) and on the Bluelight e-tendering system.

The Invitation to Tender (ITT) documentation was drafted by the Regional Procurement team and representatives of the Safety Camera Project team. It was also reviewed and approved by the NYP members of the Safety Camera Project Board and the evaluation team.

21 Expressions of Interest (EOI’s) were registered and 3 ITT’s were submitted.

1.2. Evaluation Process

The evaluation of ITTs took place on the 3rd January 2013

The following companies submitted ITT responses:

  •  Kapsch
  •  Redflex
  •  StarTraq Ltd

Evaluation of the responses resulted in the following scores being allocated:

Evaluation Score Kapsch Redflex StarTraq
60% Quality 23.86 36.83 52.15
40% Cost 00.00 20.10 19.90
Total 23.86 56.93 72.05

The tender submission from StarTraq Ltd provided the most economically advantageous tender.

In accordance with EU procurement legislation, the successful and unsuccessful tenderers have been notified subject to the 10 day Alcatel standstill period.

The contract period is 3 years, with the option to extend for up to a further 4 years, on an annual basis.

2. Matters for consideration

It is requested that approval be granted to enter into a contract with StarTraq Ltd for the provision of the Safety Camera Back Office Solution.

3. Other options considered, if any

N/A

4. Contribution to Police and Crime Plan outcomes

As outlined in the initial Business Case, the provision of this solution will support the overarching contribution to the Police and Crime Plan outcomes:

The reduction of those killed and seriously injured on the roads of North Yorkshire is a clearly defined objective within the current policing plan. The implementation of the enhanced safety camera van operation will produce outcomes that directly contribute to the achieving of this objective.

5. Consultations carried out

Further to the consultation that was carried out for the presentation of the initial Business Case to NYPA, colleagues from Finance and Legal Services have provided advice and guidance

6. Financial Implications/Value for money

The tender price is lower than the cost estimate included in the original business case for this element of the project.

7. Legal Implications

The legal and regulatory matters relevant to this decision are set out in the body text of the report. Accordingly having read this report and having considered such information as has been provided at the time of being asked to express this view, the Director of Legal & Compliance Services is satisfied that this report does not ask the Commissioner to make a decision which would (or would be likely to) give rise to a contravention of the law.

8. Equality Implications

No equality implications are perceived

9. Public Access to information

The Police and Crime Commissioner wishes to be as open and transparent as possible about the decisions he/she takes or are taken in his/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.


Is there a Part 2 to this Notice – YES

If Yes, what is the reason for restriction – COMMERCIAL COST RESTRICTION

Tick to confirm statement (√)
Director/Chief Officer COR Carter has reviewed the request and is satisfied that it is correct and consistent with the NYPCC’s plans and priorities.      √
Legal AdviceLegal 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.      √
Financial AdviceThe 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.      √
Equalities AdviceThere are no changes to the equality impact assessment that was undertaken for the approved Business Case. Either there is considered to be minimal impact or the impact is outlined in Part1 or Part2 of this Notice.      √
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 decisionSignature: J Carter    Date:  22 February 2013
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