xxxxxxxx@xxxxxxxxxxxxx.xxx.xx
G39, 1 Horse Guards Road
www.cabinetoffice.gov.uk
London, SW1A 2HQ
Marta Nass
By email: xxxxxxxxxxxxxxxxxxxxxxxx@xxxxxxxxxxxxxx.xxx
FOI Reference: FOI2024/07488
3 July 2024
Dear Marta Nass
We refer to your request where you asked:
“I would be most grateful if you would provide me, under the Freedom of Information
Act, the fol owing information regarding your facilities management approach:
- How are facilities management services (hard FM, soft FM or TFM) handled across
your estates?
- If any services are outsourced, which services and to which suppliers?
- What are the start dates and durations of these contracts, including the end date, and
which services are included in each?
- What are the values of the contracts?
- 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 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)?
- Which software solution(s) are used to manage your corporate property/assets
including facilities management (CAFM)?” We are writing to advise you that fol owing a search of our paper and electronic records,
we have established that the information you requested is
held by the Government
Property Agency (GPA).
- How are facilities management services (hard FM, soft FM or TFM) handled
across your estates? For the parts of the Government estate managed by Government Property Agency
delivery of Facilities Management Services are contracted to suppliers across four
regions, North, Central, South and London.
- If any services are outsourced, which services and to which suppliers? - What are the start dates and durations of these contracts, including the end date, and which services are included in each? - What are the values of the contracts? The above information is available within the Public Domain via the Government
Contract Finder Website
(https://www.gov.uk/contracts-finder). Thereby this information
is exempt from disclosure under section 21(1) of the Freedom of
Information Act, being information that is reasonably accessible to the applicant by
other means. Section 21 is an absolute exemption and the Cabinet Office is not
required to consider whether the public interest favours disclosure of this information.
- Is there an extension clause in the contract(s) and if so, what is the duration of the extension? For the regional contracted delivery in buildings managed by the GPA, the GPA have
entered into five year term contracts with an option to extend to seven years. The
extensions can be for a duration from three months up to the ful two years.
GPA also has one smal er Total Facilities Management contract which services five
Government Buildings in London, Birmingham, Darlington, Manchester and
Peterborough. This contract has an initial contract term until April 2025 and has a
provision for a potential one year extension.
- Has a decision been made yet on whether the contract(s) are being either extended or renewed? No decision has been made regarding extending or renewal of contracts.
- What is the job title of the senior officer (outside of procurement) responsible for the contract(s)? The information you requested is being withheld under section 40(2)
of the Freedom of Information Act. Section 40(2) exempts personal
information from disclosure if that information relates to someone other than the
applicant, and if disclosure of that information would, amongst other things,
contravene one of the data protection principles in Article 5(1) of the UK General
Data Protection Regulation and section 34(1) of the Data Protection Act 2018. In this
case, we believe disclosure would contravene the first data protection principle,
which provides that processing of personal data must be lawful, fair and transparent.
We consider that disclosure of the information would contravene principle
A under article 5(1)(a) of the UK General Data Protection Regulation (GDPR) which
requires
that personal data should be processed lawful y, fairly, and transparently. We have
considered the legitimate interests being pursued in the request and that these
interests could be met only by disclosure of the information. We have found that on
balance the legitimate interest and necessity in disclosure are overridden by the
reasonable expectations of privacy of the individual[s] concerned.
Section 40(2) is an absolute exemption and the Cabinet Office is not obliged to
consider whether the public interest favours disclosing the information.
• Do you utilise any outsourced helpdesk or FM integrator services? If so, with which supplier(s)? Yes. FM Helpdesk services have been contracted to JLL. GPA does not have an FM
integrator service.
• Which software solution(s) are used to manage your corporate property/assets including facilities management (CAFM)? The GPA use an industry standard integration Workplace Management System.
If you are unhappy with the service you have received in relation to your request or wish
to request an internal review, you should write to:
Head of Freedom of Information
Cabinet Office
1 Horse Guards Road
London
SW1A 2HQ
email: xxxxxxxx@xxxxxxxxxxxxx.xxx.xx
You should note that the Cabinet Office wil not normal y accept an application for
internal review if it is received more than two months after the date that the reply was
issued.
If you are not content with the outcome of your internal review, you may apply directly to
the Information Commissioner for a decision. General y, the Commissioner cannot
make a decision unless you have exhausted the complaints procedure provided by the
Cabinet Office. The Information Commissioner can be contacted at:
https://ico.org.uk/make-a-complaint/
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Yours sincerely
FOI Team
Cabinet Office
