Dear Ms Taylor

Thank you for your request for information received on 20^th October 2017

Your request is being considered and you will receive the information
requested within the statutory timescale of 20 working days as defined by
the Freedom of Information Act 2000, subject to the information not being
exempt or containing a reference to a third party.

If appropriate, the information may be provided in paper copy, normal font
size. If you require alternative formats, e.g. language, audio, large
print, etc. then please let me know.

For your information, the Act defines a number of exemptions which may
prevent release of the information you have requested. There will be an
assessment and if any of the exemption categories apply then the
information will not be released. You will be informed if this is the
case, including your rights of appeal.

If the information you request contains reference to a third party then
they may be consulted prior to a decision being taken on whether or not to
release the information to you. You will be informed if this is the case.

If you have any queries or concerns then please contact Tim Martin, Head
of Governance at West Midlands Combined Authority, Centro House, 16 Summer
Lane, Birmingham, B19 3SD, e-mail [1][email address]

Further information is also available from the Information Commissioner
at:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow 

Cheshire 

SK9 5AF

Telephone:   0303 123 1113

[2]www.informationcommissioner.gov.uk

Yours sincerely,

Fazila Nawaz
Governance Coordinator

Direct Dial: 0121 214 7201
Email: [email address]
Website: www.wmca.org.uk

Building a more prosperous West Midlands
16 Summer Lane, Birmingham, B19 3SD
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References

Visible links
1. mailto:[email address]
2. http://www.informationcommissioner.gov.uk/

Dear Ms Taylor,

We are currently dealing with your request dated 20/10/2017.

In order that this is processed appropriately, please could you provide
clarity in relation to the contract you refer to, for example -

·         Full name of the contract

·         Date if known

Thank you

Kind regards

Fazila Nawaz
Governance Coordinator

Direct Dial: 0121 214 7201
Email: [email address]
Website: www.wmca.org.uk

Building a more prosperous West Midlands
16 Summer Lane, Birmingham, B19 3SD
Please consider the environment before printing this email.

Dear Ms Taylor,

Hope this finds you well.

Please note that our team is currently collating the information in
relation to your FOI request received on 20^th October 2017 and should be
with you in due course.

Thank you for your patience.

Best regards,

Anuriti

Anuriti Najran
Governance Officer

Direct Dial: 0121 214 7167
Email: [email address]
Website: www.wmca.org.uk

Building a more prosperous West Midlands
16 Summer Lane, Birmingham, B19 3SD
Please consider the environment before printing this email.

Dear Ms Taylor 

Thank you for your Freedom of Information Request received on 19^th
October 2017

Please accept our apologies in the delay in getting this information to
you. It took longer than anticipated to collate all the information.

Please see the answer to your request set out below.

In relation to the West Midlands Combined Authority’s contract for the
provision of security services and CCTV monitoring services. I am making a
request under the Freedom of Information Act 2000.

1.      Please provide the most up to date meeting minutes for this
contract

The only minutes held are the agreed scores from the tender moderation
meeting held on 10^th August 2017 Please find documentation attached.

The four bidders are referred to as Bidder A to D and the four evaluators
for each bid as 1 to 4. The original scores for evaluator 2 are included
and following the moderation meeting some of the scores were amended and
these are shown in red in the updated sheet 2 (1). |The scores in 2 (1)
were then taken forward into the group score.

2.      Please provide a register of gifts and hospitality received by the
West Midlands Combined Authority

Unfortunately it would exceed the “appropriate limit” of £450 set by the
Freedom of Information (Appropriate Limit and Fees) Regulations 2004 to
provide you with the information you have requested. To help bring the
costs of responding to your request within the £450 limit you may wish to
consider narrowing the scope so that we can more easily locate, retrieve
and extract the information you are seeking.

3.      Please provide the name of the contractors who expressed an
interest in this contract the last time it was up for renewal.

The last time the contract was up for renewal it consisted of three
separate elements i.e. 16 Summer Lane security; CCTV monitoring and Bus
Stations & Interchange Security. The names of the contractors that
accessed the tender documents and the number of bids we receive are as
follows:

16 Summer Lane security – Accent on Security; Corps of Commissionares
Management Ltd t/a Corps Security, G4S, Man Commercial Protection Limited,
Manpower Direct UK Ltd and Mitie Security Limited and we received 2 bids.

CCTV monitoring – Aragon Security Ltd, MAN Commercial Protection Limited,
MITIE Security Ltd, Remploy CCTV, Securitas Security Services (UK) Limited
and Wilson James Limited and we received 2 bids.

Bus Stations and Interchanges Security – Amey Community Limited, Dougland
Support Services Limited, Hi-spec Facilities Support Company PLC, Ideal
Cleaning Services limited, Lightbridge Support Services Ltd, Man
Commercial Protection, Manpower Direct UK Limited, Mayflower Control
Limited, MITIE Cleaning & Environmental Services Ltd, Rose UK Services
Ltd, SITA Uk Ltd and Veolia Environmental Services PLC and we received 8
bids.

4.      Please note the contractors who expressed an interest but did not
make a submission.

The list of companies that accessed the tender documents but didn’t bid
were as follows:

3000 Property Services Ltd, Bespoke Bids Consultancy Ltd, Cobra
International Security, Corps Security (UK) Limited. Cre8 Security Ltd,
Dynamic Security Services UK Ltd, Enigma Security Solutions Limited, First
Response Group Ltd, Gleaming Secure Solutions Ltd. Hays Specialist
Recruitment Ltd, Interserve (Facilities Management) Ltd, Kingdom Services
Group Ltd, Knight Facilities Management Limited, Lawmens Investigative
Solutions, Leisuresec PLC, Lodge Service UK Limited, Noonan Services
Group, Olympian Security Services Limited, OpenView Security Solutions
Limited, Quadrant Security Group Ltd, Regent Office Care Limited T/A
Regent Samsic, Reliance High-Tech Ltd, Senturian Security Ltd, Servo
Group, SSG – Support Services Group, Systematic Security Ltd, Taybar
Security Ltd, Tenon FM, Tensor plc, TGS Security Specialists, The SES
Group, Tyco Fire & Integrated solutions (UK) Limited t/a Tyco integrated
Fire & Security, Vistech Services Ltd & Visual Security Services UK Ltd.

5.      Please indicate what stage of the process those who submitted a
bid got to (disqualified or shortlisted).

It was a one stage tender process with the Standard Selection
Questionnaire (SSQ) being  submitted at the same time as bids. Once the
SSQ had been checked to see if all the questions had been answered
satisfactorily and all of the supporting attachments had been included,
only those that had then went on to have their tenders opened and
evaluated. All of the companies that submitted bids completed the SSQ
satisfactorily apart from All Time Security Ltd, Manpower Direct UK Ltd
and Umbrella Security solutions Ltd who were disqualified.

6.      In the event of any disqualifications please explain why

The three companies mentioned above were disqualified as they could not
meet the requirements of 1.15.12 of the SSQ, which was a mandatory
question, requiring that Contractors must have either RSAS (Rail Safety
Accreditation Scheme) or CSAS (Community Safety Accreditation Scheme)
accreditation. The West Midlands Combined Authority sent out a
clarification to all bidders saying that their bids would be considered if
they could prove that they were in the process of gaining the
accreditation and would have it in place ready for the contract start
date.

7.      During the course of the renewal process did the incumbent
contractors receive a contract extension (beyond contractually formalised
extensions) to allow for the bidding process.

Yes – in order to continue to provide the service while a new contractor
was being appointed.

8.      Were any complaints registered from non-winning bidders?

Section 43 (2) of the Freedom of Information Act 2000 provides that:
“Information is exempt if its disclosure under this Act would, or would be
likely to, prejudice the commercial interests of any person (including the
public authority holding it)”.

In this case, disclosure of the information would be very likely to
prejudice the commercial interests of the West Midlands Combined Authority
in relation to future procurements.. As a result we are satisfied that the
exemption applies and the exemption outweighs the public interest in
disclosure.

9.      Did any of the incumbent contractors retain the contract, if so
please state whom?

Yes – Man Commercial Protection Limited retained two of the three elements
of the new contract i.e. CCTV Monitoring and bus station and interchange
security services.

10.  If incumbent contractors retained the contract how long overall have
they worked for the West Midland Combined Authority / its predecessors?

Since June 2011

11.  Please state the current contract value.

The current contract consists of three elements and the values of each, to
date, is as follows:

Security at 16 Summer Lane - £472,247.89

CCTV Monitoring - £1,968,341.26

Security at bus stations and interchanges - £420,020.69

12.  Please provide the name (s) of West Midlands Combined Authority’s
operational personnel for the contract.

13.  Please provide the names of the evaluators

The names of WMCA’s operational staff and evaluators fall within the
definition of ‘data’ in the Data Protection Act 1998 section 1(e) as it
“is recorded information held by a public authority and does not fall
within any of paragraphs (a) to (d)”

By virtue of section 40 (3) (b) Freedom of Information Act 2000 all data
covered by sections 1 (a) – (e) of the Data Protection Act is included
within the section 40 exemption in respect of personal data.

We are therefore unable to release the information requested as to do so
would be a breach of our data protection obligations.

If you have a complaint about the way in which your request for
information has been dealt with you should write to Tim Martin, Head of
Governance at the address below. He will undertake a full re-evaluation of
your case.

If, following review of the matter by the Head of Governance, you remain
dissatisfied with the handling of your request you have the right under
section 50 of the Freedom of Information Act 2000 to apply directly to the
Information Commissioner for a decision.

Generally, the Information Commissioner cannot make a decision unless you
have exhausted our complaints procedure. The Information Commissioner can
be contacted at: The Information Commissioner’s Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire SK9 5AF.

Fazila Nawaz
Governance Coordinator

Direct Dial: 0121 214 7201
Email: [email address]
Website: www.wmca.org.uk

Building a more prosperous West Midlands
16 Summer Lane, Birmingham, B19 3SD
Please consider the environment before printing this email.