Provision of web streaming services to the City of York Council

The request was partially successful.

Dear City of York Council,

Please provide all recorded information regarding the contract for the provision of web streaming services to the City of York Council by Pilot Theatre and any other organisations.

Please include:

1. List of all payments including amount and date since the start of this contract.
2. Any service level agreements / contracts with dates that have been in place in the past and that cover the current period.
3. All emails between council staff and any external contacts since the start of the contract.
4. A list of all meetings held where this contract was discussed.
5. Recorded information (email etc.…) that details any waivers and extensions to the contract that have been made.
6. An explanation as to why the contract tendering process was halted in mid 2016.
7. All copies of all contract waivers and extensions and which contract they applied to.

Yours faithfully,

Matthew Freckelton

foi@york.gov.uk, City of York Council

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Cheshire
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Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510
Or email: [email address]<mailto:[email address]> (please include your telephone number)

Regards
Customer Feedback Team

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Help protect the environment! - please don't print this email unless you really need to.

foiresponses_NO-REPLY@york.gov.uk, City of York Council

6 Attachments

Please see below the response to your enquiry under the Freedom of
Information Act received on 14^th September 2017.
 
Please provide all recorded information regarding the contract for the
provision of web streaming services to the City of York Council by Pilot
Theatre and any other organisations.

Please include:

1. List of all payments including amount and date since the start of this
contract.
 
See attached spreadsheet.
 
2. Any service level agreements / contracts with dates that have been in
place in the past and that cover the current period.
 
Agreement for the period 2013 to 2015 is attached. 
 
The Council is not currently in contract for web casting services and has
been purchasing these services as and when required on an ad hoc basis
pending re-procurement of the service.
3. All emails between council staff and any external contacts since the
start of the contract.
 
We have assumed this request is for emails between council staff and the
service provider relating to the contract.  See attached for emails.
 
4. A list of all meetings held where this contract was discussed.
 
Information not held.
5. Recorded information (email etc.…) that details any waivers and
extensions to the contract that have been made.
 
6. An explanation as to why the contract tendering process was halted in
mid 2016.
 
This is not a request for information under the FOI Act.  However, in
order to assist, we can advise that the tendering process was halted due
to structural changes within the team in which this sits and the need to
review provision in this area.  The situation was further impacted by
uncertainties around the future use of the Guildhall for Council meetings
and the fact that, during its renovation later this year, it will become
unavailable for Council meetings.
7. All copies of all contract waivers and extensions and which contract
they applied to.
 
Internal waiver of Contract Procedure Rules attached in relation to the
provision of webcasting services.
 
If you are dissatisfied with our response you have the right to ask for a
review of how your enquiry was handled and responded to.   This can be
done by contacting us through [1][City of York Council request email] stating your reason(s)
why you are dissatisfied, and we will pass this to the information
governance team who deal with all reviews of how we have dealt with FOI
enquiries.  If, after they complete their investigation and reply to you
with their findings, you remain dissatisfied you can contact the
Information Commissioner.  Contact details below:
 
Information Commissioner's Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF
 
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a
national rate number
Fax: 01625 524 510
 
Or email: [2][email address] (please include your telephone number)
 
City of York Council  |  Complaints Team, Customer & Business Support
Services
West Offices | Station Rise | York YO1 6GA
[3]www.york.gov.uk | [4]facebook.com/cityofyork | [5]@CityofYork
 
 
 
 
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sending purposes and not monitored. This means all emails sent to this
address will not be seen by any council officers and will also be deleted.
Please resend your email to [City of York Council request email]
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Help protect the environment! - please don't print this email unless you
really need to.

Andy Clark left an annotation ()

So that's nearly £100,000 of taxpayer's money spent on Pilot Theatre webcasting. I'm sure a permanent webcasting solution could be put in place at a fraction of that price. How was this contract awarded and has it been competed in a recurring tendering exercise?