Information on Current Facilities Management Approach

John Mann made this Freedom of Information request to Ormiston Academies Trust

This request has been closed to new correspondence. Contact us if you think it should be reopened.

The request was successful.

Dear Ormiston Academies Trust,

I would be most grateful if you would provide me, under the Freedom of Information Act, the following information regarding your facilities management approach:
• Do you outsource Facilities Management?
• If yes, whether in whole or in part, to which supplier(s)?
• Are these Total FM, Hard FM or Soft FM contracts?
• What is the start date and duration of the contract(s) and what is included in each?
• Is there an extension clause in the contract(s) and, if so, what is the duration of the extension?
• Has a decision been made yet on whether the contract(s) are being either extended or renewed?
• What is the annual value of each contract?
• Who is the senior officer (outside of procurement) responsible for the contract(s)?
• Which software solution(s) are used to manage your corporate property/assets including facilities management (CAFM)?

Thank you for your help.

Yours faithfully,

John Mann

Rebecca Okey, Ormiston Academies Trust

Dear Mr Mann

The Freedom of Information Act requires us to provide this information to
you within 20 working days of receiving your request. Therefore we will
aim to respond to you by 19 May 2021.

However, if the information you request is subject to an exemption which
prevents us from releasing it, as defined by the Act, we will issue you
with a Refusal Notice together with your rights of appeal.  

There are circumstances where a fee may be payable by you to cover
administration costs (e.g. printing, copying, postage and packaging). If
this applies to your request we will issue you with a ‘Fees Notice’
requesting payment. The fee must be paid before the information requested
is processed and released. The 20 working day time limit for responding to
your request will be suspended until payment is received.

Regards

Rebecca Okey

 

 

Rebecca Okey | Executive Assistant | Ormiston Academies Trust
DD: +44 121 262 4761 | M: +447583 080639 | E:
[1][email address]

Ormiston Academies Trust.
One Victoria Square, Birmingham, B1 1BD
[2]Phone 0121 236 5100
[3]Email[4] [Ormiston Academies Trust request email]

[5]Globe [6]Facebook [7]Twitter [8]LinkedIn [9]YouTube

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IMPORTANT NOTICE: This message contains confidential information and is
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Trust is a limited registered company in England and Wales, registration
number 06982127. The registered office for Ormiston Academies Trust is One
Victoria Square, Birmingham, B1 1BD .

 

 

From: OAT - Data Protection Officer <[email address]>
Sent: 20 April 2021 09:03
To: Rebecca Okey <[email address]>
Subject: Ticket Assigned - Fwd: Freedom of Information request -
Information on Current Facilities Management Approach

 

Hi Rebecca Okey,

A new ticket has been assigned to you. Please follow the link below to
view the ticket.

Fwd: Freedom of Information request - Information on Current Facilities
Management Approach

Hi,

 

Please see the email received regarding FOI.

 

Kind regards Sara 

 

Get [11]Outlook for Android

------------------------------------------------------------------------

From: John Mann <[12][FOI #748936 email]>
Sent: Monday, April 19, 2021 1:50:14 PM
To: Info <[13][Ormiston Academies Trust request email]>
Subject: Freedom of Information request - Information on Current
Facilities Management Approach

 

Dear Ormiston Academies Trust,

I would be most grateful if you would provide me, under the Freedom of
Information Act, the following information regarding your facilities
management approach:

•       Do you outsource Facilities Management?

•       If yes, whether in whole or in part, to which supplier(s)?

•       Are these Total FM, Hard FM or Soft FM contracts?

•       What is the start date and duration of the contract(s) and what is
included in each?

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

•       Has a decision been made yet on whether the contract(s) are being
either extended or renewed?

•       What is the annual value of each contract?

•       Who is the senior officer (outside of procurement) responsible for
the contract(s)?

•       Which software solution(s) are used to manage your corporate
property/assets including facilities management (CAFM)?

Thank you for your help.

Yours faithfully,

John Mann

-------------------------------------------------------------------

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show quoted sections

Rebecca Okey, Ormiston Academies Trust

Dear Mr Mann

   

 With reference to your requests made under the Freedom of Information Act
2000 (“FOIA”) dated 19 April 2021, please treat this email as a formal
response to those FOIA requests.

 

•       Do you outsource Facilities Management?

Facilities Management is managed in-house with contracts for different
elements, eg. Mechanical and Electrical, catering, cleaning, grounds etc.

•       If yes, whether in whole or in part, to which supplier(s)? 

The main trust wide supplier is Bellrock who providing statutory
compliance and Planned Preventative Maintenance servicing for all M and E
work across the Trust

•       Are these Total FM, Hard FM or Soft FM contracts? 

A mixture.

•       What is the start date and duration of the contract(s) and what is
included in each?

The start date is April 2019  It is a four year contract with one year
extension option.

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

As above.

•       Has a decision been made yet on whether the contract(s) are being
either extended or renewed?

No.

•       What is the annual value of each contract? 

I can confirm that the Trust holds this information, however it is exempt
from disclosure under section 43(2) FOIA. This is because disclosure of
the information would, or would be likely to, prejudice or harm the
commercial interests of the Trust.

 

This is a qualified exemption, and so the public interest test has been
considered. Having considered the public interest test the Trust’s
decision is to withhold this information on the basis that the public
interest in maintaining the exemption outweighs the public interest in
disclosure. In completing the public interest test, the Trust considered
the following factors:

 

Public interest in o E.g. As a publicly-funded body, the Trust has
disclosure obligations to maintain public trust through being
transparent about its handling of public funds in a
manner that ensures value for money
Public interest in o E.g. There is a clear public interest in the Trust
maintaining the ensuring that decisions in respect of suppliers and
exemption service providers are made in the best interests of
its academy schools without undue public scrutiny
o E.g. If the contract is due for renegotiation, then
a relevant factor may be that disclosure could
prejudice the Trust’s position in negotiating a
future contract price.

 

•       Who is the senior officer (outside of procurement) responsible for
the contract(s)?

Mr James Miller, National Director of Estates and ICT

•       Which software solution(s) are used to manage your corporate
property/assets including facilities management (CAFM)? 

The Trust uses a CAFM based product managed via Bellrock called Concerto.
In-house assets are managed within trust-wide shared site.

If you are dissatisfied with the handling of your request, you have the
right to ask for an internal review. Internal review requests should be
submitted within two months of the date of receipt of the response to your
original letter and should be addressed to:
[1][Ormiston Academies Trust request email]

If you are not content with the outcome of the internal review, you have
the right to make a complaint to the data protection supervisory authority
in the UK, the Information Commissioner. For further information, see the
Information Commissioner's Office website at
[2]https://ico.org.uk/concerns/.

 

Regards

Rebecca Okey

 

Sent from [3]Mail for Windows 10

 

Rebecca Okey | Executive Assistant | Ormiston Academies Trust
DD: +44 121 262 4761 | M: +447583 080639 | E:
[4][email address]

Ormiston Academies Trust.
One Victoria Square, Birmingham, B1 1BD
[5]Phone 0121 236 5100
[6]Email[7] [Ormiston Academies Trust request email]

[8]Globe [9]Facebook [10]Twitter [11]LinkedIn [12]YouTube

[13][IMG]

 

IMPORTANT NOTICE: This message contains confidential information and is
intended only for the recipient. If you are not the recipient you should
not disseminate, distribute or copy this email. Please notify
[email address] immediately if you have received
this email by mistake and delete this email from your system. Email
transmission cannot be guaranteed to be secure or error-free as
information could be intercepted, corrupted, lost, destroyed, arrive late
or incomplete, or contain viruses. Ormiston Academies Trust does not
accept liability for any errors or omissions in the content of this
message, which arise as a result of email transmission. Ormiston Academies
Trust is a limited registered company in England and Wales, registration
number 06982127. The registered office for Ormiston Academies Trust is One
Victoria Square, Birmingham, B1 1BD .

 

 

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