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ICT contracts

Ref No: FOI18856 - Request for information

Request

Thank you for your email of 4 September 2018, requesting information from Ordnance Survey in accordance with the Freedom of Information Act (FOIA) 2000, as set out below:

This is a request for information that relates to the organisation’s contracts around ICT contract(s) for server hardware maintenance, server virtualisation licenses and maintenance and Storage Area Network (SAN) maintenance and support, which may include:

  • Server hardware maintenanc - contracts relating to the support and maintenance of the organisation’s physical servers.
  • Virtualisation maintenance/support/licensing (VMware, Solaris, Unix, Linux, Windows Server).
  • Storage Area Network maintenance/support (EMC, NetApp etc).

For each of the type of contract described above, please can you provide me with the following data. If there is more than one contract please split the information for each separate supplier this includes annual spend

1. Contract title: Please provide me with the contract title.

2. Type of contracts (ABOVE): Please can you provide me with one or more contract types the contract relate to: Server hardware, virtualisation, SAN (Storage Area Network).

3. Existing/current supplier: Please provide me with the supplier name for each contract.

4. Brand: Please state the brand of hardware or software.

5. Operating System/software (platform): (Windows, Linux, Unix, Vsphere, AIX, Solaris etc.) Please state the operating system used by the organisation.

6. Annual average spend: Please provide me with the most recent annual spend for this contract.

7. Contract duration: (Please can you also include notes if the contract includes any contract
Extension periods).

8. Contract expiry date: Please can you provide me with the date of when the contract expires.

9. Contract review date: (An approximate date of when the organisation is planning to review this particular contract)/

10. Purchase of servers: Could you please provide me with the month and year in which most/bulk of servers where purchased.

11. Number of physical server: Please can you provide me with the number of physical servers.

12. Number of virtual servers: Please can you provide me with the number of Virtual servers’ servers.

13. Brief contract description: I require a brief description of the service provided under this contract. Please do not just put maintenance I need at least a sentence.

14. Contract owner: (The person from within the organisation that is responsible for reviewing and renewing this particular contract. Please include their full name, job title, direct contact number and direct email address).
If this service is part of a managed contract please can you send me the contract information for this managed service including Hardware Brand, Number of Users, Operating System, and contact details of the internal contact responsible for this contract.

Our response

I can confirm that Ordnance Survey does hold some of the information you have requested. Where the information is not held or exempt from disclosure this is stated. Taking each request in turn, I confirm the following:

Contract 1

1. Contract title: Call Off Contract for the Provision of IT Managed Services.

2. Contract type: Hardware Maintenance & Storage Area Network Maintenance.

3. Existing/current supplier: Computacenter

4. Brand: HP, Dell, Sun Oracle, IBM (storage), F5, Checkpoint, CISCO, EMC (storage).

5. Operating System/Software (Platform): Ordnance Survey does not hold this information.

6. Annual average spend: £580,000

7. Contract duration: 3 years

8. Contract expiry date: Q3 2018

9. Contract review date: Q2 2018

10. Purchase of servers:
Ordnance Survey does not hold this information. However, under the duty to provide information and assistance in accordance with section 16 of FOIA, we can provide the following information which may assist you in this matter. The purchase of servers is spread evenly over approximately the last 5 years.

11. Number of physical server: 409

12. Number of virtual servers: 1820

Please note in relation to questions 11 and 12 above the number of servers is correct as of the date we received your request for information. The same number of physical and virtual servers are used for contract 1 and contract 2 detailed in this response.

13. Brief contract description: Break Fix contract with various Service Level Agreements (SLA’s).

14. Contract owner:
I can confirm the job title of the contract owner is Supplier Relationship Manager.
The contract owners full name, direct contact number and direct email address is held by Ordnance Survey but is exempt from disclosure under section 40(2) (personal information) of the FOI Act, as the information constitutes personal data.
Section 40(2) provides that personal data is exempt information if one of the conditions set out in section 40(3) is satisfied. In our view, disclosure of this information would breach the data protection principles contained in the General Data Protection Regulations and Data Protection Act 2018
In reaching this decision, we have particularly considered:

  • the reasonable expectations of the employees: given their positions, Ordnance Survey considered that none of the individuals would have a reasonable expectation that their personal data would be disclosed;
  • the consequences of disclosure; and
  • any legitimate public interest in disclosure.

Section 40(2) is an absolute exemption and therefore not subject to the public interest test.

Contract 2

1. Contract title: VMWare

2. Contract type: Virtualisation Licensing Maintenance / Support

3. Existing/current supplier: Comparex

4. Brand: I can confirm that Ordnance Survey does not hold this information.

5. Operating System/software (platform): I can confirm that Ordnance Survey does not hold this information.

6. Annual average spend: £112,668.29

7. Contract duration: 1 year

8. Contract expiry date: Q3 2018

9. Contract review date: Q2 2018

10. Purchase of servers: Not applicable as servers are not purchased under this contract.

11. Number of physical server: See response to contract 1, question 11 and 12 above.

12. Number of virtual servers: See response to contract 1, question 11 and 12 above.

13. Brief contract description: VMWare licence and support provision.

15. Contract owner:
I can confirm the job title of the contract owner is Supplier Relationship Manager.
The contract owners full name, direct contact number and direct email address is held by Ordnance Survey but is exempt from disclosure under section 40(2) (personal information) of the FOI Act, as the information constitutes personal data.
Section 40(2) provides that personal data is exempt information if one of the conditions set out in section 40(3) is satisfied. In our view, disclosure of this information would breach the data protection principles contained in the General Data Protection Regulations and Data Protection Act 2018
In reaching this decision, we have particularly considered:

  • the reasonable expectations of the employees: given their positions, Ordnance Survey considered that none of the individuals would have a reasonable expectation that their personal data would be disclosed;
  • the consequences of disclosure; and
  • any legitimate public interest in disclosure.

Section 40(2) is an absolute exemption and therefore not subject to the public interest test.

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 Internal Review Officer by contacting them, within two months of receipt of our final response to your FOI request, as follows:

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 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 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, within three months of receiving our response, with the Information Commissioner’s Office.

Further information can be found on the ICO website (ico.org.uk) under ‘Report a concern’ or you may wish to call the ICO helpline on 0303 123 1113.

Thank you for your enquiry.

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