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Print services contracts

This Freedom of Information request asks for details about our print services contracts.

Request for information - Ref No: FOI19881

Request

Thank you for your email of 21 February 2019 requesting information from Ordnance Survey in accordance with the Freedom of Information Act (FOIA) 2000, as set out in the extract below:

 Can you please provide the following information regarding the current print services   contracts for Ordnance Survey in the UK.

1. Please list your current printing and photocopier services contract details under categories a, b and c below?  Please include which supplier/organisation the contract is with, the length and expiry date of each contract, whether there is an option to extend those contracts and any plans you have to retender?

a. For multi-function devices and photocopiers

b. For desktop printers

c. For print room / reprographics

2. Please list the number of print devices included for each of those contracts listed in question one?

3. Please provide the monthly/annual print volumes (if available split into mono/colour volumes) for each of those contracts listed in question one?

4. Please provide the annual spend for each of those contracts listed in question one?

5. Please provide details on the procurement process used for each of those contracts listed in question one, whether via a CCS framework, via OJEU or other method?

6. Please provide details of the responsible contact person for each of those contracts listed in question one, including name, office address, email address and telephone number?

Our response

I confirm that Ordnance Survey does hold some of the information you have requested.  

Information which can be disclosed relating to the current printing and photocopier services contracts are set out in the table below, where the information is not held or exempt from disclosure this is stated and explained in further detail below the table: -

  A. MULTI-FUNCTION DEVICES AND PHOTOCOPIERS B. DESKTOP PRINTERS C. PRINT ROOM / REPROGRAPHICS
1.SUPPLIER Canon UK Not held Konica Minolta
LENGTH OF CONTRACT 5 years Not held 5 years
EXPIRY DATE 31 March 2021 Not held 27 September 2023
OPTION TO EXTEND None Not held 2 years
PLANS TO RE TENDER Planning to amalgamate all print requirements Not held Planning to amalgamate all print requirements
2. NUMBER OF PRINT DEVICES 16 Not held 3
3. PRINT VOLUMES (MONTHLY)

Black & white: 30771

Colour: 27234

Not held

Black & white: 82606

Colour: 167636

4. ANNUAL SPEND £65,516.22 FYTD Not held £26,033.72 FYTD
5. PROCUREMENT PROCESS CCS Framework Not held CCS Framework
6. CONTACT DETAILS FOR CONTRACT OWNER

Exempt under s.40 of the FOIA.

Contact form available on our guide for suppliers website page.

Not applicable

Exempt under s.40 of the FOIA.

Contact form available on our guide for suppliers website page.

In relation to B. Desktop Printers we do not have desktop printers, therefore I confirm we do not hold the requested information.

In relation to question 6 the names and personal contact details of the contract owner is exempt from disclosure under section 40(2) of the FOIA, 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 Freedom of Information (FOI) request, as follows:

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

Contact us via our FoI form

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.