James Clerk Maxwell Building
57 Waterloo Road
London SE1 8WA
Tel: 020 7848 4260
Email: firstname.lastname@example.org k
Via email to: email@example.com
Wednesday, 23 March 2011
Dear Mr Middleton
Freedom of Information Act 2000 request -
vehicle hire/lease contracts
In response to your request for information regarding vehicle hire/lease contracts,
dated 26 February 2011, made under section 1(1) of the Freedom of Information
Act 2000 (“the Act”), I am writing to confirm that some of the information you
require exists and is included in this letter.
You asked the following:
1. What is your authorities annual cost (excluding VAT) that you spend on the
hiring/leasing of vehicles?
A search of our commodity codes has revealed a total spend of around £73,000 on
vehicle hire during the 2009/2010 academic year. The commodity code in question
includes taxi hire, car hire, etc. and will not reflect accurately spend on any vehicle
hire where College staff would drive the vehicle. It should be noted that the figure
quoted is inclusive of VAT, therefore, the annual spend excluding VAT is around
2. Does or would your authority have a requirement to hire/lease any of the following
makes of vehicles:
a) Mini Bus/ MPV 8-9 Seats.
b) Vans of all sizes.
c) Refrigerated Vehicles.
King’s College London operates a devolved purchasing function and the
requirements of the varied and diverse operations of the College would not be
known centrally in any detail. Given the nature of the College’s business, it is
feasible that vehicles in all three of the above categories might be hired.
3. Are your hire/lease vehicles on a contract term?
There are no College-wide agreements for vehicle lease or hire. Some departments
may have local arrangements.
4. If so, when do they expire?
Non-applicable. See response to question 3 above
5. Would an SME contract hire company (up to £30,000 per annum) be allowed to
provide your authority with hire/lease vehicles?
All companies are able to bid for the College’s business and the College uses its best
endeavours to ensure that all prospective suppliers are treated equally and fairly.
The College would carry out financial checks on prospective suppliers to safeguard
its interests and to ensure that supplier capture issues are taken into account before
awarding any contract. Being a SME is not an impediment to doing business with
6. If yes, which person could we contact and what would be their direct telephone
There is no one person responsible for this supply commodity (See response to
question 3 above). All contract opportunities at King’s College London would be
posted on the area of our website dedicated to our suppliers. Please find information
at the following link: http://www.kcl.ac.uk/about/structure/admin/purchasing/supply/
As explained above, the College’s Finance department does not hold all the
information you have requested centrally. In order to find out the annual cost of
vehicle hire/leasing arrangements, we would need to approach the College’s nine
academic schools and approximately eighty-nine central departments to locate,
extract and retrieve information regarding local arrangements.
The College believes that the cost of doing this would exceed the ‘appropriate limit’
set by the Freedom of Information and Data Protection (Appropriate Limit and
Fees) Regulations 2004 (‘the Regulations’). The Regulations specify that a public
authority does not have to comply with a request for information where the cost of
complying with the request would exceed the ‘appropriate limit’, which is set for
universities at £450 or the equivalent of 18 hours of staff time. The College’s policy
is not to provide information where the cost of doing so would exceed the
This completes your request for information.
If you feel your request has not been properly handled or you are otherwise
dissatisfied with the outcome of your request, you have the right to complain. Details
of how to make a complaint can be found in our FoI Policy, a copy of which is
available on our web site at: http://www.kcl.ac.uk/college/policyzone/index.php?id=209
Further information is also available from the Information Commissioner at:
Information Commissioner's Office
Tel: 01625 545 700 www.ico.gov.uk
Legal Compliance Officer