019/2013 – Detainee Transportation contract – 27 February 2013

Executive Summary and recommendation:

In 2010 North Yorkshire Police identified the need to provide additional operational support, on the East Coast, in order to support officers in delivering an effective service to the public. The additional need was seasonal principally as a result of additional tourists visiting the East Coast.

The organisation considered a number of proposals eventually leading to the provision of detainee transportation “Street to Suite”. Following a procurement process G4s were appointed as supplier of this service. The service provided was to a high standard and was used successfully at Scarborough, York and Harrogate through to the end of summer 2012.

The life of the particular contract came to an end in September 2012. NYP sought to retain the ability to access “Street to Suite” provision, as a result a European tendering exercise commenced in October 2012. Whilst there were two organisations who expressed an interest in tendering to provide the service there was only one substantive bid submitted. This bid has been examined and, subject to approval, will enable the “Street to Suite” service to continue for the next four years. The supplier identified is G4S.

The purpose of this report is to seek PCC agreement to this contract. The contract is for a maximum spend of £400k over four years. It is structured as a ‘call off’ contract, if the service is not used NYP incur no cost.

Police and Crime Commissioner decision:

Approved

Signature Date 27 February 2013
Title Police & Crime Commissioner for North Yorkshire

Part 1 – Unrestricted facts and advice to the PCC

Each year North Yorkshire Police experiences an increase in demand on the East Coast due to seasonal increases in visitors to the area. Approximately 40,000 additional visitors per day visit the area. This results in a significant seasonal increase in levels of calls for service, crime and other demands placed upon the Force.

In 2010 NYP identified the need to provide additional operational support, on the East Coast, in order to support officers in delivering an effective service to the public.

The organisation considered a number of proposals which eventually led to the provision of detainee transportation “Street to Suite”. Following a procurement process G4s were appointed as supplier of this service. The service provided was to a high standard and was used successfully at Scarborough, York and Harrogate through to the end of summer 2012.

1. Introduction and background
   The Street to Suite provision delivers fully trained civilian staff who are able to transport detainees from A to B. This is generally from place of arrest to a Custody Suite, however it is flexible enough to incorporate hospital details, custody suite support, out of force detainee transportation.The supplier also provides equipment and training of their staff to Home Office standards. This includes civilian detention officer training, personal protection training, personal protective equipment and vehicle equipment.

   Daily operational management and direction of the staff is undertaken by NYP. Weekly management information is provided and regular oversight and contact with the company is part of the defined operational procedure.

   The “Street to Suite” contract came to an end in September 2012. NYP sought to retain the ability to access “Street to Suite” provision, as a result a European tendering exercise commenced in October 2012. During the tendering process only one, in addition to G4s, commercial company showed interest in bidding for the service.

   Whilst there were two organisations who expressed an interest in tendering to provide the service there was only one substantive bid submitted. This bid has been examined and, subject to approval, will enable the “Street to Suite” service to continue for the next four years. The supplier identified areG4S.
   It is recognised that there has been significant media interest in the activities that G4s are engaged in across the public sector. G4S as a global company are multi facetted and provide various services working with police across the UK, primarily through their Police Services Division. It is important to be clear that this is a separate department to that , that was engaged in the 2012 Olympic Games. The reputation of G4S in Summer 2012 with regards to the Olympics did not result in a degradation of the service they provided to North Yorkshire Police. The working relationships between NYP and G4S have been extremely positive. The officers within the Force greatly value the additional contribution that is made by the services of G4S.

2. Matters for consideration
   The provision of “Street to Suite” be facilitated for the next four years in order that NYP have the ability to use this provision in a manner that :
   • Improves the efficiency and effectiveness of operational police officers
   • The provision directly supports the organisations policing objectives
   • The provision enables officers to provide a better quality of service to victims and witnesses
   • The contract increases the capacity and capability of the organisation to respond to operational challenges that emerge.
   • NYP would not be committed financially unless the solution was delivered as required.
3. Other options considered, if anyThe option of increasing resources for a restricted period of non police officers has been considered but is prohibitive due to the level of training, vetting and maintaining the delivery of this service at a highly professional level. The risks to NYP in employing, a minimum of, two staff directly plus the hire of a vehicle are also the possibility of staff sickness and vehicle breakdowns etc… which would also have to be met by the organisation. By outsourcing this provision the risk remains with the provider.

   Having reviewed costs for provision of the service internally by NYP staff the following costs have been estimated as;

   Staff costs purely to deliver the service would be between £16,300 and £20,000. This covers the costs of 2 members of staff working 3 shifts per week for 3 months and includes the salary of a 3 week training course to the standard of Detention Officer. The course cost itself to be delivered by NYP would be £8,000.

   There is also the potential costs of driver training to drive the type of vehicle (Prison Bus) that is used. This is estimated between £2,500 and £2,750 for the two staff.

   Additional costs to the organisation which are a factor are the recruitment, vetting and other costs such as lockers and line management costs.

   Overall costs to NYP to provide a one vehicle, one location operation would be somewhere in the region of between £27,000 and £30,000. N.B. This is before vehicle and fuel costs are taken into account.
   This one vehicle, one location approach would give zero flexibility or resilience for North Yorkshire Police. In order to provide the level of resilience and flexibility required costs would need to be, at least, multiplied by four.

   Contribution to Police and Crime Plan outcomes
   The use of “Street to Suite” improves the service provided to our communities, by enabling police officers to remain available at the front line to support victims and witnesses and to respond to further calls for service.

   The reduction in the time spent away from the front line by arresting officers provides increased resourcing, on the street, as opposed to reducing officer numbers that, subject to circumstances, potentially increases risk for officers and PCSO’s.

   Consultations carried out
   A European wide tender process has been undertaken. The use of G4S has also been noted within previous years policing plans. No adverse feedback from our communities has been received.

4. Financial Implications/Value for money
   The maximum four year costs are identified as £400, 000. This is based upon previous use of the service and anticipated need over the life of the contract. As this is a ‘pay as you go’ contract costs would only be incurred if and when services are used.The costs are considered Value for Money given the costs of resourcing the provision with either police officers or employed police staff, vehicles and equipment.
5. Legal Implications
   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 PCC for North Yorkshire to make a decision which would (or would be likely to) give rise to a contravention of the law.
6. Equality Implications
   The review of the contract assessed the equality of the contract and found nothing adverse within it.

Report Information

• Author(s): Ch/Insp Kerrin Smith – D/Commander S&R District
• Chris Dale – Procurement Lead
• Director : C/Supt Sue Day – R&R Directorate
• COT Portfolio Owner: ACC Iain Spittal