Information on facilities management service provision

The request was successful.

Dear Lancashire Fire and Rescue Service,

I would be most grateful if you would provide me, under the Freedom of Information Act, the following information regarding your facilities management approach:
• Which software solution(s) are used to manage your corporate property/assets including facilities management (CAFM)? When is this contract expected to expire and are you expecting to extend or renew this contract?
• What was the actual contract value(s) of each contract?
• Who is the senior officer (outside of procurement) responsible for this contract?
• How are facilities management services (hard FM, soft FM or TFM) handled across your estate?
o If any services are outsourced, which services and to which suppliers?
o What are the start dates and durations of these contracts, and which services are included in each?
o Is there an extension clause in the contract(s) and if so, what is the duration of the extension?
o Has a decision been made yet on whether the contract(s) are being either extended or renewed?
o What is the job title of the senior officer (outside of procurement) responsible for the contract(s)?
• Do you utilise any outsourced helpdesk or FM integrator services? If so, with which supplier(s)?
• Are you looking to commission any estate condition surveys this year?
• Typically what type of fire related safety services would you outsource? FRA’s, Compartmentation Surveys, Fire Strategy Development etc.

Thank you for your help.

Yours faithfully,

John Anderson

SHQ - Shaw, Robert, Lancashire Fire and Rescue Service

Dear Sir/Madam

FOI 1264/22 - Information on facilities management

Thank you for your email which was received on 21 February 2022, requesting information relating to Facilities Management.

Your request is being dealt with under the terms of the Freedom of Information Act 2000 and will be answered as soon as possible and at the latest within 20 working days, (18 March 2022).

In the unlikely event that we are not able to respond within 20 working days we will write to you to explain why and provide an anticipated completion date.

In line with guidance published by the Information Commissioner’s Office, LFRS may make a charge for the provision of information – for example in order to cover the costs of postage (in line with the relevant postal charges) or charges for printing and copying (which will reflect photocopying charges levied by public libraries).

You will be informed if a fee is to be applied before information is to be provided.

If you have any queries about this request do not hesitate to contact the Incident Information Officer quoting the reference number given in the subject line of this acknowledgement.

Regards

Corporate Programme and Intelligence
Lancashire Fire and Rescue Service
Email dp&[email address]

SMOKE ALARMS SAVE LIVES
Call 0800 169 1125 to book a free Home Fire Safety Check.
Visit our website: www.lancsfirerescue.org.uk
Facebook: Lancashire Fire and Rescue Service
Twitter: @LancashireFRS

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SHQ - Shaw, Robert, Lancashire Fire and Rescue Service

Dear Sir/Madam

Freedom of Information Request - FOI 1264/22 - Facilities Management.

I am writing further to your email of 21 February 2022 where you requested information relating to Facilities Management.

Please find our decision below:

• Which software solution(s) are used to manage your corporate property/assets including facilities management (CAFM)? When is this contract expected to expire and are you expecting to extend or renew this contract?

3iStudio . Contract expires 2025

• What was the actual contract value(s) of each contract?

Exempt under Section 43 of the Freedom of Information Act, please see below.

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

Head of Property

• How are facilities management services (hard FM, soft FM or TFM) handled across your estate?

Variety of contracts are in place with various suppliers for the management of FM related services. Contracts with suppliers are managed via LFRS support staff. FM provider not utilised.

o If any services are outsourced, which services and to which suppliers?

Contracts with suppliers are managed via LFRS support staff. FM provider not utilised.

o What are the start dates and durations of these contracts, and which services are included in each?

N/A as FM provider not utilised.

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

N/A

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

N/A

o What is the job title of the senior officer (outside of procurement) responsible for the contract(s)?

Head of Property, Head of Safety Health & Environment, Head of Procurement. Depending on the contract there are a variety of budget holders responsible for the FM related contracts.

• Do you utilise any outsourced helpdesk or FM integrator services? If so, with which supplier(s)?

No outsourced helpdesk at present.

• Are you looking to commission any estate condition surveys this year?

Currently under consideration.

• Typically what type of fire related safety services would you outsource? FRA’s, Compartmentation Surveys, Fire Strategy Development etc.

Where possible we use in house experts to provide advice related to FRA etc .
Fire extinguisher supply and maintenance is outsourced.

In relation to question 2, this letter serves as a Refusal Notice under Section 17 of the Freedom of Information Act 2000.

Section 17 of the Act provides:

(1) A public authority which, in relation to any request for information, is to any extent relying on a claim that information is exempt information must, within the time for complying with Section 1(1), give the applicant a notice which:-
(a) states the fact,
(b) specifies the exemption in question, and
(c) states (if that would not otherwise be apparent) why the exemption applies.

Section 43 – Commercial Interests

The information in question is commercially sensitive and as such is exempt from release due to Section 43(2).

Duty to Confirm or Deny

I can confirm the information requested is held by Lancashire Fire and Rescue Service.

Section 43(2) Information is exempt information 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).

Procurement – many public authorities will be involved in the purchase of goods and services and will hold a wide range of information relating to this procurement process. This can include: information provided during a tendering process about both successful and unsuccessful tenders; details of a contract with a successful company; future procurement plans; and performance information about a contractor.

In order for such information to be exempt, the public authority must show that because it is commercially sensitive, disclosure would be, or would be likely to be, prejudicial to the commercial activities of a person (an individual, a company, the public authority itself or any other legal entity). It is then necessary to apply the public interest test.

The Prejudice Test / Public Interest test.

Factors in favour of releasing the information to serve the Public Interest:

• Provision of the information would provide an insight into the Fire and Rescue Service’s actions and enable the public to have a better understanding of the effectiveness of the emergency services, It would facilitate accountability and transparency in the spending of public money.

Factors against releasing the information:

• Release of this information would be likely to prejudice the Authorities ability to attract future tenders and re-procure services, and as such would not be in the public interest.

If you are unhappy with the information you have received in relation to your request and wish to make an appeal or request a review of our decision, you should write to the Director of Strategy and Planning at the address shown below or by e-mail.

The Director of Strategy and Planning Delivery
Lancashire Fire and Rescue Service
Fire Service HQ
Garstang Road
Fulwood
Preston
PR2 3LH

Appeals or reviews should be made within 40 working days of our response to your request being issued. Any appeals or requests for review received outside of the 40 working days will be refused. Please note this is in line with the Information Commissioner’s own working practices.

If you are not content with the outcome of your appeal or review, you may apply directly to the Information Commissioner for a decision. Generally, the ICO cannot make a decision unless you have exhausted the complaints procedure provided by Lancashire Fire and Rescue Service.

The Information Commissioner can be contacted at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 08456 30 60 60 or 01625 54 57 45
www.ico.gov.uk

Should you have any queries with regards to this email or require any additional information, please contact me on the details listed below.

Yours faithfully

Corporate Programme and Intelligence
Lancashire Fire and Rescue Service
Email dp&[email address]

SMOKE ALARMS SAVE LIVES
Call 0800 169 1125 to book a free Home Fire Safety Check.
Visit our website: www.lancsfirerescue.org.uk
Facebook: Lancashire Fire and Rescue Service
Twitter: @LancashireFRS

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GET OUT - STAY OUT - CALL THE FIRE SERVICE OUT

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