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Fleet management

Request for information – FOI13421

Thank you for your e-mail of 19 September 2013, which we acknowledge, requesting information from Ordnance Survey in accordance with the Freedom of Information Act (FOIA) 2000.

'I'm currently doing some research with regards to fleet management and I was wondering if I could submit a freedom of information request detailing the organisation's vehicle, leasing and maintenance contracts. I'm aware that not all organisations will have this particular contract but can you please send the following information with regards to these contracts':

Ordnance Survey does hold the information to respond to most of your information request regarding our vehicle leasing and maintenance contracts, as follows:

1. Contract type: maintenance, leased, hire
The contract is a Government Procurement Service agreement for Vehicle leasing (RM858) and Feet Management Services (RM646).

2. Who is the supplier of this contract? If there is more than one supplier please can you split all the information out below including annual spend, contract description and contract dates.
Our supplier is Leasedrive Ltd with an annual spend of approximately £1.5 million.

3. A small description of the contract.
Description as per our response to your question 1.

4. The expiry date of each individual contract.
This is a four year framework agreement which runs from 01/12/2011 – 30/11/2015.

5. The contract review date.
The contract is subject to regular review, generally quarterly.

6. Can you please send me contact details of the individual within the organisation responsible for this contract? Can you please send me two contacts; one from the fleet management (or equivalent) and the other procurement or purchasing, preferably the category manager.
There are three main contacts: the Leasedrive Account Manager, the Ordnance Survey Contract Manager and the Ordnance Survey Procurement Manager (we do not operate purchasing category management).

The personal contact details (names, e-mail addresses and telephone numbers) are exempt from disclosure under Section 40 (2) of the FOIA as we are satisfied they constitute 'Personal Information'.

Section 40 (2) (a) and (b), together with the condition under section 40 (3) (a) (i) of the FOIA provides an absolute exemption, where the disclosure of information would contravene any of the data protection principles under the Data Protection Act (DPA) 1998. These sections exempt information constituting the personal data of living individuals, the release of which would be in breach of the Data Protection Principles.

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

7. If the contract above was awarded within the last six months could you please provide me with the suppliers that where shortlisted?
This information is not held by Ordnance Survey as the contract has not been awarded in the last six months.

8. I understand that the FOI Act is for recorded information but if you could be so helpful to please include notes into what the organisation tends to do for future procurements. Extending contract, going to tender etc.
Under our duty to provide advice and assistance, Section 16 of the FOIA, we can advise that we intend to go to tender for future contracts.

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: mail@ico.gsi.gov.uk

Telephone helpline: 0303 123 1113 or 01625 545745 for advice, Monday to Friday.

Thank you for your enquiry.

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