Mobile First Phone Replacement (Technical Refresh) 1.2

Report reference number:: 141 – 23
Classification:: Not protectively marked
Title of report:: Mobile First Phone Replacement (Technical Refresh) 1.2
Area of county / stakeholders affected:: Countywide
Report by:: Kelly Shepherd – IT Mobile Communications Manager
Date of report:: 07.09.2023
Enquiries to:: Kelly Shepherd / Fiona Brown

1. Executive Summary

To ensure that all officers have a Mobile First device which meets the user requirement, is reliable, meets all relevant security standards and is in good working order, the tech refresh programme historically replaces all mobile phones after a three-year period. All Mobile First devices are now 3+ years old and due for replacement as part of the approved IT Tech Refresh Business Case (approved through decision report 006-23).
The Samsung X Cover Pro 6+ has been selected, which has a toughened exterior along with extended warranty, therefore we can deploy our assets for longer and the replacement programme will be extended to four years. This new model also has the Dex application software function, allowing the phone to be plugged into a Dex monitor or lapdock device, enabling a near laptop experience without the laptop cost.
This will provide Essex Police with flexibility with its future IT device roadmap and potential savings with utilising DeX products

2. Recommendations

It is recommended that the Essex Police, Fire and Crime Commissioner reviews and signs the attached Regulation 84 report to enable award of a contract, followed by the call-off contract to provide 2,565 mobile phones at a cost of £1,056,780.
This contract has been procured via the London Procurement Partnership (LPP) framework. The funding for this replacement programme was approved as part of the IT Tech Refresh 2023/24 Business Case (through decision report 006-23) that went to the Strategic Board in March 2023.

3. Background to the Proposal

The proposal is to replace the main tranche of our police officer Mobile First devices (x 2,565). These mobiles were last replaced in 2019/20. The mobiles are all out of warranty with an increasing failure rate, which is to be expected for the age and model. The force’s current strategy is to replace mobile phones every three years and the funding to enable replacement in 2023/24 was built in and approved by the
PFCC in April 2023, as part of the Tech Refresh Business Case.

Mobile devices now form a large part of the user devices in the hands of officers and staff, enabling them to communicate and access systems and data vital to serving the public of Essex. Research has been undertaken to identify suitable mobiles and the XCover model selected. These are being held by the manufacturer, to avoid the need to return to evaluation stage.

4. Proposal and Associated Benefits

This proposal is to replace 2,565 mobile devices for Essex Police officers as part of our IT Tech Refresh rolling replacement programme.
Operational benefits are that officers can continue to use mobile First devices that are reliable and fully supported. The XCover model also enables the future use of the DeX functionality and extended life due to its ruggedized device build.

5. Options Analysis

There are two options – To replace the old Mobile First devices or not to replace them. The recommended option is to replace the main tranche of Mobile First devices for 2,565 police officers.
The other option to not replace. This will result in officers not having a reliable mobile first device to enable operational policing and new probationers will not be issued a Mobile First device. As the devices fail, they are no longer supported under warranty and will be classified as beyond economical repair. Whilst a small stock is available for replacement of failed devices, this will very quickly be depleted and the potential of officers not having a Mobile First device will become a real possibility.

6. Consultation and Engagement

The options and recommendations listed were identified after consultation and engagement with the supplier and the IT technical support teams.

7. Strategic Links

Replacing our Mobile First devices will ensure that officers have a reliable, secure piece of essential equipment and can continue to provide operational policing for the county, thereby maintaining a force that is skilled, equipped and enabled as outlined in the Chief Constable’s forward to the Police and Crime Plan 2021-2024:
‘’We continue to invest in the new equipment and capabilities to make us even more effective and our collaboration with others will grow even stronger. We are exploring data science and analytics to focus our resources where they make the most impact and we will make sure our people are skilled, equipped and enabled to do the very best job they can”

8. Police operational implications

Replacing our Mobile First devices will ensure that officers have a reliable, secure piece of essential equipment and can continue to provide operational policing for the county.

9. Financial implications

The Mobile First Phone Replacement Programme requires capital funding of £1,056,780 in 2023/24. The funding for this replacement programme was approved as part of the IT Tech Refresh Business Case 2023/24 that went to the Strategic Board in March 2023.
There is no revenue set up or recurring funding required. There are no cashable savings, cost avoidances or efficiency benefits associated with this contract.
The above funding requirement is included as part of the approved 2023/24 IT Tech Refresh Business Case with a total capital funding allocation of £3,052,000. It should be noted that the financing costs are already budgeted in the MTFS as part of the Approved Capital Programme 2023/24.
There are no additional costs or resources required.

10. Legal Implications

We will be entering into a contract to purchase 2,565 mobile devices for Essex within 40 days of the contract award. This contract will be entered into by both Kent Police and Essex Police.

11. Staffing implications

These devices will be deployed as part of the IT Mobile Comms rolling replacement programme. No additional resources are required. There are no training implications for our officers and staff.

12. Equality and Diversity implications

There are no equality, diversity and inclusion implications associated with entering into this contract.

13. Risks and Mitigations

The risk refers to the force not proceeding with the recommendation. In this scenario, it is highly likely that officers will no longer have a reliable and personal issue Mobile First device with which to conduct their operational duties.
There are no identified risks with proceeding with the proposal.

14. Governance Boards

The Tech Refresh Business was previously approved at the March PFCC’s Strategic Board (DR 006-23)
COG – 06/09/23 – Approved
PFCC’s Strategic Board – 26/09/23

15.Links to Future Plans

This proposal will ensure that officers have reliable Mobile First functionality and mobile communications for the next four years. The XCover mobile device model also enables the future use of the DeX functionality and the associated benefits that this will deliver. The replacement of these devices will be part of the Technical Refresh business case for 2027/28.