Software solutions used for Corporate Assets and Facilities Management (FOI241247)

This Freedom of Information request asks for details of software solutions used for corporate assets and facilities management

Request for information - Ref no: FOI241247

June 6, 2024

Information request

We received your request on 26 April 2024.

We have handled your request under the Freedom of Information Act (FOIA) 2000.

A copy of your request is set out in the extract below:

“I’m writing to request the following information below from your FM, compliance and space management departments.

Questions in format provided below. Please feel free to contact me if anything is needed to clarify further.

Information Requested	Response
If any, which software solution(s) are used to manage your corporate property/assets, ownerships and occupations, lease agreements and facilities management (CAFM), and who are your current provider(s)?
What is the start date and duration of the contract(s)?
Is there an extension clause in the contract(s) and, if so, the duration of the extension?
Has a decision been made yet on whether the contract(s) will be extended or renewed?
What is the annual value of the contract(s)?
What is the total contract value of each contract?
How was the contract(s) procured, e.g., framework/tender?

Our response

I confirm that Ordnance Survey does hold the information you have requested which is set out in the table below:

Information requested

Response

If any, which software solution(s) are used to manage your corporate property/assets, ownerships and occupations, lease agreements and facilities management (CAFM), and who are your current provider(s)?

The following software solutions are sub-systems that sit under the Facilities Management contract we have with CBRE as part of their CAFM system:

Compliance – e log books

CAFM – service insight local

Spend – via Webquote

Security – Gallagher

COSH mgmt. - Sypol CMS

Fire - Honeywells

What is the start date and duration of the contract(s)?

2 June 2021

3 years + 2 years extension therefore 5 years in total

Is there an extension clause in the contract(s) and, if so, the duration of the extension?

Yes – 2 years (2 June 2024 – 1 June 2026)

Has a decision been made yet on whether the contract(s) will be extended or renewed?

Yes - extend

What is the annual value of the contract(s)?

£1,25m (excluding reactive works)

What is the total contract value of each contract?

Approx £6.2m

How was the contract(s) procured, e.g., framework/tender?

CCS Framework

Next steps

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

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.

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