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Fleet management

FOI14612 – Request for information

Request

Thank you for your email of 1 December 2015, requesting:

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:

1. Contract type: maintenance, leased, hire.

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.

3. A small description of the contract.

4. The expiry date of each individual contract.

5. The contract review date.

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.

7. If the contract above was awarded within the last six months could you please provide me with the suppliers that were shortlisted?

8. I understand that the FOI Act is for recorded information but if you could be so helpful please include notes into what the organisation tends to do for future procurements. Extending contract, going to tender etc.

Thanks, I’ll look forward to your “acknowledgement” and the response.

Our response

I confirm that Ordnance Survey does hold the information you have requested and I am pleased to provide you with the answers below to each question in turn. Where the information is not held or is exempt from disclosure this is detailed.

1. I can confirm that Ordnance Survey does hold this information. The contract types for fleet management are for maintenance, leased and hire.

2. I can confirm that Ordnance Survey does hold this information. The supplier for Ordnance Survey fleet management is Leasedrive. The annual contract spend is 1.5 million. The contract description has been provided in answer three. The contract date is due to expire in November 2015.

3. I can confirm that Ordnance Survey does hold this information. The small description of the contract is for the supply of leased vehicles and fleet management services.

4. I can confirm that Ordnance Survey does hold this information. The contract date is due to expire in December 2016. Ordnance Survey has triggered a twelve month extension to the current Leasedrive contract and will now be going out to tender in December 2016.

5. I can confirm that Ordnance Survey does not hold this information because Ordnance Survey does not hold a contract review date. However, under our duty to provide advice and assistance as stipulated in Section 16 of the FOIA, we can tell you that Ordnance Survey has triggered a twelve month extension to the current Leasedrive contract and will now be going out to tender in December 2016.

6. I can confirm that Ordnance Survey does hold this information. Information relating to the contact details of the person who is responsible for reviewing/the owner of each contract is held by Ordnance Survey but is exempt from disclosure under Section 40(2) of the FOIA ' personal information'.

Section 40(2) – Personal Information
We consider this exemption applies because the release of: employees names, personal contact telephone numbers and their own work email address 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 to the Data Protection Act). We have also given particular consideration to the likely expectations of the data subject regarding the disclosure of their personal information in this manner.

Section 16
Under Section 16 of the FOIA 'the duty to provide advice and assistance' we can advise of our general Customer Service telephone number: 03456 050505 and our Customer Service email: customerservices@os.uk

Public Interest
When Section 40(2) of the FOIA is engaged, and where the release of the requested information would breach one of the Data Protection principles, this constitutes an absolute exemption, and no public interest test is required.

7. I can confirm that Ordnance Survey does not hold this information. This information is not held because the above contract was not awarded within the last six months.

8. I can confirm that Ordnance Survey does hold this information. This information is exempt under Section 21 of the FOIA – Information Accessible to applicant by other means. The reason this information is exempt, is because information on what Ordnance Survey does for future procurements is published on our procurement web pages.

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
Southampton
SO16 0AS

Email: foi@os.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
Wilmslow
Cheshire
SK9 5AF

Email: 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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