- Official -
Information Governance
Corporate Services              
Civic Offices, Guildhall Square, Portsmouth, PO1 2AL
Telephone:      023 9284 4385
 
                                                                                   
Reference: 2023/1166
 
Dear Rob Howes
 
INFORMATION REQUEST ACKNOWLEDGEMENT
 
Thank you for your request for information received on 1st September 2023
 
Your request will be considered in accordance with the Freedom of
Information Act 2000 (FOIA) or the Environmental Information Regulations
2004 (EIR) if it relates to environmental information as defined in Part
1(2)(1) of the EIR. Subject to the points made below, you will receive the
information requested as promptly as possible within the statutory
timescale of 20 working days.
 
If we need to obtain clarification from you to help us understand what
information you require, we will contact you as soon as possible. If this
is the case, the 20 working day time limit will not begin until the
necessary clarification has been received.
 
There are a number of lawful reasons why we may not be able to release
certain information. These reasons are referred to as 'exemptions' in the
FOIA or 'exceptions' in the EIR.  The Council will consider whether any of
these apply and, where required, will carry out a Public Interest Test to
decide whether information should be disclosed. If any information is to
be withheld, we will explain which exemption or exception applies. We may
be entitled to extend the deadline in certain cases, for FOIA this would
be to consider the Public Interest Test and for EIR where the request is
particularly complex or voluminous. In both cases we will be permitted to
extend deadline by a further 20 working days and will inform you if this
is the case.
 
The Council’s standard approach is to provide the information in the form
in which we hold it.  If you require an alternative format, for example,
an audio file, large print or information in a different language, please
let us know and we will provide it if reasonably practicable to do so.
 
There may be a fee payable for providing the information, for example, if
the cost of complying exceeds the appropriate limit set out in Section 12
of the FOIA or for photocopying or postage.   If a fee is to be charged,
we will send you a Fees Notice. Any fee must be paid before the
information will be provided.  The time between the issue of the Fees
Notice and receipt of payment will be excluded from the calculation of the
20 working day time limit.
 
Any personal information you provide us with will only be used to enable
us to comply with your request.
 
If you have any queries or concerns, please contact the Information
Governance Team at Portsmouth City Council, Civic Offices, Guildhall
Square, Portsmouth, Hampshire, PO1 2AL, telephone 023 9283 4385, e-mail
[1][email address].
 
Yours sincerely
 
 
Wendy Burton
FOI Officer
 
 

dangos adrannau a ddyfynnir

- Official -
Information Governance, Corporate Services
Civic Offices, Guildhall Square, Portsmouth, PO1 2AL
Telephone:    023 92 834385
 
 
Our Ref: 2023/1166
 
Dear Rob Howes
  
INFORMATION REQUEST – Document Management Contract
 
Thank you for your request for information received 1^st September 2023,
which was considered under the Freedom of Information Act.
 
In accordance with the Act, I confirm that Portsmouth City Council does
hold the information you are seeking. 
 
YOUR REQUEST AND OUR RESPONSE:
 
I would be most grateful if you would provide me, under the Freedom of
Information Act, details in respect to the contract below.

Document Management Solution for Portsmouth International Port:
[1]http://ted.europa.eu/udl?uri=TED:NOTICE:...

The details we require are:
1• What are the contractual performance KPI's for this contract?
Pre Go Live
Development of areas to agreed timescales
Development of area to specification
Works completed to agreed budget
Effectiveness of change control
Effectiveness of project management
Communication and attitude of team
Understanding of Port’s business requirements
Post Go Live
Performance satisfactory to end user
Response to support requests
Support team knowledge of system
Communication and attitude of support team
Understanding of Port’s business requirements
Accuracy of invoicing
2• Suppliers who applied for inclusion on each framework/contract and were
successful & not successful at the PQQ & ITT stages •
All suppliers got through to the ITT stage as follows:
Neopost Limited – Unsuccessful
IT Document Solutions Ltd – Unsuccessful
Intelligent Decisioning Ltd – Unsuccessful
Twofold Ltd – Unsuccessful
Document Logistix Ltd – Unsuccessful
Clarity Tech Ltd – Unsuccessful
Annadata Ltd – Unsuccessful
Restore Scan Ltd t/a Restore Digital – Unsuccessful
Konica Minolta Business Solution (UK) Ltd – Unsuccessful
Virtual Cabinet t/a GetBusy UK Ltd – Unsuccessful
Foundation SP Ltd – Unsuccessful
Symbiosys Consultaing Ltd – Unsuccessful
OITUK Ltd – Unsuccessful
Filestream Ltd - Successful
Actual spend on this contract/framework (and any sub lots), from the start
of the contract to the current date £38,750
• Start date & duration of framework/contract? Initial implementation
followed by five years support and maintenance contract.  Support and
Maintenance contract commenced on 1 March 2020.
3• Could you please provide a copy of the service/product specification
given to all bidders for when this contract was last advertised? Document
Attached
 
4• Is there an extension clause in the framework(s)/contract(s) and, if
so, the duration of the extension? Following initial five year contract
there is the possibility to extend the contract by increments to be agreed
subject to performance and agreement of all parties.
5• Has a decision been made yet on whether the framework(s)/contract(s)
are being either extended or renewed? No formal decision has yet been made
though it is expected that this contract will be extended
6• How would the senior officer (outside of procurement) responsible for
this contract, be contactable? [2][email address]
 
 
The information provided to you in this response may not be automatically
re-used. You may use this information without further permission for the
purposes of private study, non-commercial research and news reporting with
the exception of pictures and photographs. The information may not be
re-used for any other purpose without permission from Portsmouth City
Council. This is in accordance with the Re-use of Public Sector
Information Regulations 2015.
 
Portsmouth City Council in complying with its statutory duty under
sections 1 and 11 of the Freedom of Information Act to release the
enclosed information, will not breach the Copyright, Designs and Patents
Act 1988. However, the rights of the copyright holder of the enclosed
information will continue to be protected by the law.  If you wish to use
this information, you may require approval or licence from the copyright
holder.
 
We trust that our response fulfils your request. You do have the right
request an internal review of this outcome or to complain about our
treatment of your request.  If you wish to do so, please set out in
writing your grounds of complaint and send to the Corporate Information
Governance Officer at Portsmouth City Council, Civic Offices, Guildhall
Square, Portsmouth, Hampshire, PO1 2AL, telephone 023 9283 4385, e-mail 
[3][email address]. Requests for internal reviews should be
submitted within 40 working days of the date of receipt of this email.
 
 
Should you be dissatisfied with the outcome of the complaints decision you
may wish to follow the Portsmouth City Council’s Compliments and
Complaints procedure which can be found on the Portsmouth City Council
website or by contacting the Civic Offices.
 
If you are dissatisfied with the outcome of the internal review or you
have any other concerns, you may wish to contact the Information
Commissioner's Office at:
 
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
[4]https://ico.org.uk
 
Yours sincerely
 
Wendy Burton
FOI Officer
 
_____________________________________________
From: FOI <[Portsmouth City Council request email]>
Sent: Friday, September 1, 2023 2:52 PM
To: Rob Howes <[FOI #1020847 email]>; FOI
<[Portsmouth City Council request email]>
Subject: 2023/1166 - Document Management contract
 
 
- Official -
<< OLE Object: Picture (Device Independent Bitmap) >>
Information Governance
Corporate Services              
Civic Offices, Guildhall Square, Portsmouth, PO1 2AL
Telephone:      023 9284 4385
 
                                                                                   
Reference: 2023/1166
 
Dear Rob Howes
 
INFORMATION REQUEST ACKNOWLEDGEMENT
 
Thank you for your request for information received on 1st September 2023
 
Your request will be considered in accordance with the Freedom of
Information Act 2000 (FOIA) or the Environmental Information Regulations
2004 (EIR) if it relates to environmental information as defined in Part
1(2)(1) of the EIR. Subject to the points made below, you will receive the
information requested as promptly as possible within the statutory
timescale of 20 working days.
 
If we need to obtain clarification from you to help us understand what
information you require, we will contact you as soon as possible. If this
is the case, the 20 working day time limit will not begin until the
necessary clarification has been received.
 
There are a number of lawful reasons why we may not be able to release
certain information. These reasons are referred to as 'exemptions' in the
FOIA or 'exceptions' in the EIR.  The Council will consider whether any of
these apply and, where required, will carry out a Public Interest Test to
decide whether information should be disclosed. If any information is to
be withheld, we will explain which exemption or exception applies. We may
be entitled to extend the deadline in certain cases, for FOIA this would
be to consider the Public Interest Test and for EIR where the request is
particularly complex or voluminous. In both cases we will be permitted to
extend deadline by a further 20 working days and will inform you if this
is the case.
 
The Council’s standard approach is to provide the information in the form
in which we hold it.  If you require an alternative format, for example,
an audio file, large print or information in a different language, please
let us know and we will provide it if reasonably practicable to do so.
 
There may be a fee payable for providing the information, for example, if
the cost of complying exceeds the appropriate limit set out in Section 12
of the FOIA or for photocopying or postage.   If a fee is to be charged,
we will send you a Fees Notice. Any fee must be paid before the
information will be provided.  The time between the issue of the Fees
Notice and receipt of payment will be excluded from the calculation of the
20 working day time limit.
 
Any personal information you provide us with will only be used to enable
us to comply with your request.
 
If you have any queries or concerns, please contact the Information
Governance Team at Portsmouth City Council, Civic Offices, Guildhall
Square, Portsmouth, Hampshire, PO1 2AL, telephone 023 9283 4385, e-mail
[5][email address].
 
Yours sincerely
 
 
Wendy Burton
FOI Officer
 
 

dangos adrannau a ddyfynnir