Information on Current Property Management Solution

Heather Jones made this Freedom of Information request to Southampton City Council

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The request was refused by Southampton City Council.

Dear Southampton City Council,

I would be most grateful if you would provide me, under the Freedom of Information Act, the following:

• If any, the name of the software solution(s) used to manage your corporate property/assets including facilities management (CAFM).
• Who are the current supplier(s)?
• What was the actual contract value(s) of each contract?
• Start date & duration of the contract.
• Is there an extension clause in the contract(s) and, if so, the duration of the extension?
• Has a decision been made yet on whether the contract(s) are being either extended or renewed?
• Who is the senior officer (outside of procurement) responsible for this contract?

Thank you for your help.

Yours faithfully,

Heather Jones

Information, Southampton City Council

Thank you for contacting Southampton City Council.

Your enquiry will be passed to the relevant team/officer for action.

If you have made a request for information, you will receive a response
promptly, and within the statutory timeframe for compliance. Once your
request has been logged, you will receive further details of this, and you
may be contacted if we require further information from you.

IMPORTANT INFORMATION:

Due to unprecedented challenges facing the Council during the coronavirus
(COVID-19) pandemic, resources are being diverted from service areas, so
that key services can be provided. As such, there may be a delay in
providing you with the information requested within the statutory
timeframe.

The Council is will still process your request promptly, and you will
receive a response as soon as possible. I hope that this is understandable
during this extraordinary period.

If you have any queries, please contact the Council's Corporate Legal Team
on 023 8083 2129.

This email is confidential but may have to be disclosed under the Freedom
of Information Act 2000, Environmental Information Regulations 2004 or
data protection legislation. If you are not the person or organisation it
was meant for, apologies, please ignore it, delete it, and notify us. SCC
does not make legally binding agreements or accept formal
notices/proceedings by email. E-mails may be monitored. This email (and
its attachments) is intended only for the use of the person(s) to whom it
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based on it, nor must you copy or show it to anyone.

Information, Southampton City Council

Dear Heather Jones,

 

Thank you for your Freedom of Information request. On review, the Council
considers that it is not obliged to comply with this request in accordance
with section 14 of the FOIA, as the request has been deemed to be
vexatious for the following reason(s):

 

·        The Council is satisfied that there is no reasonable grounds for
making the request, because it appears that it is made purely for
commercial purposes.

 

·        The Council is further satisfied that disclosure of the requested
information would not be of sufficient value to public at large. This is
because the information request is aimed at identifying the Council’s
current corporate property/assets facilities management (CAFM) system. The
requested information would identify when/if the next re-tender is due and
the minimum requirements for any company wanting to submit a tender
proposal for these services. As such, this information could clearly be
used for commercial benefit as it would allow those companies a head start
when preparing tender submissions.  However, there would be minimal public
benefit from the provision of these records. Furthermore, some of the
information requested would likely be provided as part of any tender
competition for these services. As such, some information will likely be
made available if a service need is identified, or any current contracts
become due for re-tender.    

 

·        The Council is further satisfied that responding would likely
cause require a disproportionate level of effort. The level of work
required to compile this information would not be proportionate to value
of this information to the public at large. This would be particularly
disproportionate at this time as the Council is currently responding to a
pandemic level crisis, and various staff and services have been redeployed
to essential services. This would therefore place an unjustified level of
disruption on the authority during these extraordinary times.

 

The Council does have a requirement, under S16 of the Freedom of
information Act 2000, to consider how it can provide advice and assistance
in helping the requester submit a request that would not be considered
vexatious. As such, I would suggest that request for purely the name of
the relevant company, and annual contract value would be of greater public
interest, and that we may accept a new request for these details alone.

 

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:

 

Service Director – Legal and Governance

Southampton City Council

Civic Centre

SOUTHAMPTON

SO14 7LT

 

Email: [1][email address]

 

Please remember to quote the reference number above in any future
communications.

 

If you are not content with the outcome of the internal review, you have
the right to apply directly to the Information Commissioner for a
decision.

 

The Information commissioner can be contacted by using the details
available at [2]https://ico.org.uk/make-a-complaint/ or by post at:

 

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

SK9 5AF

Regards,

 

Nathan Matterson
Information Governance Officer

Legal & Governance

Southampton and Fareham Legal Services Partnership
Southampton City Council
Tel: 023 8083 3000 (switchboard)

[3]@SouthamptonCC    [4]facebook.com/SotonCC

 

FOI-2021-0734-039577/01791418

 

 

This email is confidential but may have to be disclosed under the Freedom
of Information Act 2000, Environmental Information Regulations 2004 or
data protection legislation. If you are not the person or organisation it
was meant for, apologies, please ignore it, delete it, and notify us. SCC
does not make legally binding agreements or accept formal
notices/proceedings by email. E-mails may be monitored. This email (and
its attachments) is intended only for the use of the person(s) to whom it
is addressed, and may contain information that is privileged and/or
confidential. If it has come to you in error, you must take no action
based on it, nor must you copy or show it to anyone.

References

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