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ICT procurement and suppliers

Request for information – FOI13376

Thank you for your e-mail of 12 May 2013 requesting information from Ordnance Survey under the Freedom of Information Act (FOIA) 2000.

Ordnance Survey does hold some of the information you have requested, and we respond to each of your points on the attached spreadsheet as requested. Where the information is not held or exempt from disclosure, this is detailed, with further supporting information below.

Question 2
We are able to provide information which is held regarding the biggest ICT suppliers for each of the last three years separately. The proportion of spend information held by us is a proportion of our total ICT budget, which includes additionally budgeted items, and is not limited to only the items you refer to in your question one.

Question 3
Ordnance Survey does not have a procurement policy that specifically deals with labour rights issues, therefore this information is not held.

Question 4
Our staff who are CIPS (Chartered Institute of Purchasing & Supply) qualified cover the subjects of ethics and sustainability within their qualification examination. The names and e-mail addresses of the employees who are CIPS qualified is exempt under section 40 (2) of the FOIA ‘Personal Information’.

We consider this exemption applies because the release of employees names and their personal e-mail addresses constitutes personal data, and is exempt because the release of this information would breach one of the data protection principles, as detailed in Section 40 (3) (a) (i) of the FOIA.

In applying this exemption, we have considered whether disclosure of the personal data in question would be 'fair' (as described in Part II of Schedule 1 of the Data Protection Act). We have also given particular consideration to the likely expectations of the data subject regarding the disclosure of the information.

Where the disclosure of personal data would breach one of the data protection principles, this is an absolute exemption and there is no additional public interest test to consider.

Under our duty to provide advice and assistance (Section 16 of the FOIA), we advise that most sustainability requirements are met by using contracts set up by Government and which normally have both ethical and sustainable policies built in.

Sustainability is not generally linked to ICT products – but is important for facilities management and estates, travel, energy and office consumables – areas where Government take the lead.

Where we tender outside of Government contracts we do ask potential suppliers about their environmental policies and how they manage their supply chains. Where there is a specific or identified service known to have ethical or sustainability issues connected, then we will expand the pre-qualification questionnaire (PQQ) to ask the appropriate questions.

Visit our procurement policy web page, which details sustainable procurement within the policy.

Question 5
The proportion of spend for setting up our own ICT contracts with suppliers is not held. Whilst we have our own internal procurement team who undertake this work, there has been no business requirement for Ordnance Survey to calculate and retain costs related to securing contacts with solely ICT suppliers over the past three years.

Internal review
Your enquiry has been processed according to the Freedom of Information Act (FOIA) 2000. If you are unhappy with our response, you may request an internal review with our FOI Internal Review Officer, by contacting them as follows:

FOI Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
SO16 0AS

E-mail: foi@ordnancesurvey.co.uk

Please include the reference number above. You may request an internal review where you believe Ordnance Survey has:

  • Failed to respond to your request within the time limits (normally 20 working days)
  • Failed to tell you whether or not we hold the information
  • Failed to provide the information you have requested
  • Failed to explain the reasons for refusing a request
  • Failed to correctly apply an exemption or exception

The FOI Internal Review Officer will not have been involved in the original decision. They will conduct an independent internal review and will inform you of the outcome of the review normally within 20 working days, but exceptionally within 40 working days, in line with the Information Commissioner’s guidance.

The FOI Internal Review Officer will either: uphold the original decision, provide an additional explanation of the exemption/s applied or release further information, if it is considered appropriate to do so.

Appeal to Information Commissioner's Office (ICO)
If, following the outcome of the internal review you remain unhappy with our response, you may raise an appeal with the Information Commissioner’s Office at:

The Case Reception Unit
Customer Service Team
The Information Commissioner’s Office
Wycliffe House
Water Lane

E-mail the ICO: mail@ico.gsi.gov.uk or contact their telephone helpline: 0303 123 1113 or 01625 545745 for advice, Monday to Friday.

Thank you for your enquiry.

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