Multi-Functional Devices and printing/scanning services contract(s)

The request was successful.

Dear Ordnance Survey Limited,

I would like to make a request for the following information relating to the authority's current Multi-Functional Devices and printing/scanning services contract(s)

1. What services are included in the contract(s)? (e.g. printing vs scanning etc)
2. Which supplier is delivering them? (If in-house, please confirm or if multiple provider please identify them)
3. How many contracts does this entail and what's the award value for each?
4. When do these contracts expire and do they have any extensions?
5. What is the annual volumetric data (split by Annual Mono and Annual Colour print)?
6. What is the total number of devices supplied?
7. What Managed Print Service software solution do you use?
8. How many Mono MFDs and Colour MFDs do you have?
9. What document management solution do you use?
10. What High Volume printing devices do you use?
11. Were any framework agreements used to procure the goods/services? If so, which ones?
12. Any documentation you can provide me with, e.g. the order form
13. What department is managing the contract and who's the decision-maker?
14. How many Adobe Acrobat (standard, professional and reader) licenses do you have?
15. What is the annual cost?
16. When is the renewal date?
17. Who is responsible for the contract?
18. Do you use any other PDF editing tools?

Yours faithfully,

Celeste Morrison

FOI, Ordnance Survey Limited

Dear Celeste Morrison,

Thank you for your email of 19 August 2022.

As your request was received by Ordnance Survey on 19 August 2022, we will provide you with a response within 20 working days, as required by the Freedom of Information Act 200, therefore by 16 September 2022.

In exceptional circumstances it may be necessary for Ordnance Survey to extend this date to consider a complex public interest argument if engaging a qualified exemption. In such cases we will notify you of the revised date by which we would expect to provide a response.

Should you need to contact Ordnance Survey regarding your request at any time, please quote the allocated reference number in your correspondence.

Thank you for your enquiry.

Best wishes,

Alison Pomeroy
Legal Services Administrator

Adanac Drive, Southampton, United Kingdom, SO16 0AS
www.os.uk | [email address]
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Our values are: Think Customer | Thrive Together | Stay Ahead | Seize the Moment

show quoted sections

Liz Cole, Ordnance Survey Limited

1 Attachment

Dear Celeste Morrison,

 

Thank you for your email of 19 August 2022.

 

As your request was received by Ordnance Survey on 19 August 2022, we will
provide you with a response within 20 working days, as required by the
Freedom of Information Act 200, therefore by 19 September 2022.

 

In exceptional circumstances it may be necessary for Ordnance Survey to
extend this date to consider a complex public interest argument if
engaging a qualified exemption. In such cases we will notify you of the
revised date by which we would expect to provide a response.

 

Should you need to contact Ordnance Survey regarding your request at any
time, please quote the allocated reference number in your correspondence.

 

Thank you for your enquiry.

 

Kind regards,

 

 

Elizabeth Cole

Freedom of Information Officer, Legal Services

 

Adanac Drive, Southampton, United Kingdom, SO16 0AS

T: +44 (0)3456 05 05 05

[1]www.os.uk | [2][Ordnance Survey Limited request email]

Follow us: [3]Twitter | [4]LinkedIn | [5]YouTube | [6]Instagram |
[7]Facebook

Our values are: Think Customer | Thrive Together | Stay Ahead | Seize the
Moment

 

This email and any attachments are intended only for the intended
recipient and may contain sensitive information. If you are not the
intended recipient, please immediately delete this email and inform the
sender.

OS email communications may be monitored to ensure the secure and
effective operation of our systems and for other lawful purposes. Subject
to contract: No rights are to be derived from any proposal contained in
this email until a written agreement containing all necessary terms is
executed between the relevant parties.

Thank you for your cooperation.

Ordnance Survey Limited (Company Registration number 09121572)
Registered Office: Explorer House
Adanac Drive
Southampton SO16 0AS
Tel: 03456 050505
[8]http://www.os.uk

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FOI, Ordnance Survey Limited

1 Attachment

Dear Celeste Morrison,

 

Thank you for your email of 19 August 2022, requesting information from
Ordnance Survey in accordance with the Freedom of Information Act (FOIA)
2000, as set out in the extract below:

 

“I would like to make a request for the following information relating to
the authority's current Multi-Functional Devices and printing/scanning
services contract(s)

 

1.         What services are included in the contract(s)? (e.g. printing
vs scanning etc)

2.         Which supplier is delivering them? (If in-house, please confirm
or if multiple provider please identify them)

3.         How many contracts does this entail and what's the award value
for each?

4.         When do these contracts expire and do they have any extensions?

5.         What is the annual volumetric data (split by Annual Mono and
Annual Colour print)?

6.         What is the total number of devices supplied?

7.         What Managed Print Service software solution do you use?

8.         How many Mono MFDs and Colour MFDs do you have?

9.         What document management solution do you use?

10.      What High Volume printing devices do you use?

11.      Were any framework agreements used to procure the goods/services?
If so, which ones?

12.      Any documentation you can provide me with, e.g. the order form

13.      What department is managing the contract and who's the
decision-maker?

14.      How many Adobe Acrobat (standard, professional and reader)
licenses do you have?

15.      What is the annual cost?

16.      When is the renewal date?

17.      Who is responsible for the contract?

18.      Do you use any other PDF editing tools?”

 

I confirm that Ordnance Survey does hold some of the information you have
requested.  Where the information is not held or exempt from disclosure
this is stated.  Taking each request in turn, I confirm the following:

 

1. What services are included in the contract(s)? (e.g. printing vs
scanning etc)

MFD Printing, and other features offered by the MFD devices such as
scanning.

2. Which supplier is delivering them? (If in-house, please confirm or if
multiple provider please identify them)

Canon (UK) Ltd.

3. How many contracts does this entail and what's the award value for
each?

1 contract, the value is £20,411.96 for the 2 years that are fixed.

4. When do these contracts expire and do they have any extensions?

Expires 30th September 2024 with 2 x 1 year extension options.

5. What is the annual volumetric data (split by Annual Mono and Annual
Colour print)?

Mono - 71,580  Colour - 58,932.

6. What is the total number of devices supplied?

8

7. What Managed Print Service software solution do you use?

uniFLOW Online.

8. How many Mono MFDs and Colour MFDs do you have?

The 8 machines are both mono and colour.

9. What document management solution do you use?

SharePoint 365.

10. What High Volume printing devices do you use?

Not held. We do not have any high-volume printing devices.

11. Were any framework agreements used to procure the goods/services? If
so, which ones?

CCS framework

CCS RM6174- Lot 2. call off reference BS2368.2022.

Further information can be found at the following link:

[1]Multifunctional Devices (MFDs), Print and Digital Workflow Software
Services and Managed Print Service Provision - CCS
(crowncommercial.gov.uk)

12. Any documentation you can provide me with, e.g. the order form

I confirm we hold a copy of the contract and order form; however we
consider this information to be exempt under section 43(2) (Prejudice to
commercial interest) and section 40(2) (personal information) of the FOIA
2000, as explained further below:

 

Section 43(2) (Prejudice to commercial interest)

After consultation with Canon UK Ltd, we consider disclosure of the above
information would be likely to prejudice the commercial interests of OS
and of Canon UK Ltd.  This information would prove advantageous for
competitors when bidding on future opportunities and would impair the
suppliers ability to compete successfully and could harm both parties’
ability to negotiate in future procurement exercises. Companies may lose
confidence in OS, compromising OS’ integrity and causing a detrimental
impact on the reputation of OS.  Section 43 (2) is a qualified exemption,
and we are required to consider the public interest.

Public Interest Test

OS recognises the need for transparency; however, this must be balanced
against the public interest in allowing OS and third parties to protect
their commercial information, and not be placed at a disadvantage in the
competitive marketplace in which we operate. Section 43(2) is a
prejudice-based exemption, and there is a public interest inherent in
avoiding the harm specified. In this case, OS considers that the prejudice
would be likely to occur. Having considered the above, we are satisfied
that the public interest in maintaining the exemption outweighs the public
interest in disclosure.

Section 40(2) (personal information)

The requested information contains personally identifiable information
such as names and email address and as such is exempt under section 40(2)
(personal information) of the FOI Act, as the information constitutes
personal data (see question 13 below for further details on this
exemption). 

 

However, under the duty to provide information and assistance in
accordance with section 16 of FOIA, we can provide the following
information which may assist you in this matter.

 

Template blank forms containing core information, can be downloaded from
the Crown Commercial Services Website which you may find useful.

 

13.  What department is managing the contract and who's the
decision-maker?

The MFD contract is managed by Facilities alongside our Technology
department for IT integration.

 

The information relating to the named decision-maker is held by Ordnance
Survey but is exempt from disclosure under section 40(2) (personal
information) of the FOI Act, as the information constitutes personal data.
Section 40(2) provides that personal data is exempt information if one of
the conditions set out in section 40(3) is satisfied.

 

In our view, disclosure of this information would breach the data
protection principles contained in the General Data Protection Regulations
and Data Protection Act 2018.

 

In reaching this decision, we have particularly considered:

 

• the reasonable expectations of the employees: given their positions,
Ordnance Survey considered that none of the individuals would have a
reasonable expectation that their personal data would be disclosed;
• the consequences of disclosure; and
• any legitimate public interest in disclosure.

 

Section 40(2) is an absolute exemption and therefore not subject to the
public interest test.

 

However, under the duty to provide information and assistance in
accordance with section 16 of FOIA, we can provide the following
information which may assist you in this matter.

 

You can find out information in relation to our procurement process on our
website in our [2]procurement pages, where there is a ‘contact us’ form.

 

14. How many Adobe Acrobat (standard, professional and reader) licenses do
you have?

64 Acrobat Pro DC licences

15. What is the annual cost?

£8723.20

16. When is the renewal date?

December 2022

17. Who is responsible for the contract?

The person with overall responsibility for the Adobe Acrobat licenses
contract is the Head of System Development.  

The information relating to the name of the person responsible for the
contract is held by Ordnance Survey but is exempt from disclosure under
section 40(2) (personal information) of the FOI Act, as the information
constitutes personal data, see response to question 13 above.

18.  Do you use any other PDF editing tools?

Information not held; we do not have any other PDF editing tools.

 

Under the duty to provide information and assistance in accordance with
section 16 of FOIA, we can provide the following information which may
assist you in this matter

Please note the information provided above relates to the new MFD contract
we have in place with Canon (UK) Ltd which commences on 1 October 2022.

You can view previous responses to FOI requests on our printing services
on our website via our [3]disclosure log, in particular you may find the
following useful:

FOI211008: [4]Printing | Freedom of Information (ordnancesurvey.co.uk)

FOI211042: [5]Printers and Suppliers | Freedom of Information
(ordnancesurvey.co.uk)

 

Internal Review
Your enquiry has been processed according to the Freedom of Information
Act (FOIA) 2000 [and/or Environmental Information Regulations 2004.]  If
you are unhappy with our response, you may request an internal review with
our Internal Review Officer by contacting them, within 40 working days of
receipt of our final response to your FOI request [or within 40 working
days of receipt of our final response to your Environmental Information
request], as follows:

Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS

E-mail: [6][Ordnance Survey Limited request email]

Please include the reference number above. You may request an internal
review where you believe Ordnance Survey has:

• Failed to respond to your request within the time limits (normally 20
working days)
• Failed to tell you whether or not we hold the information
• Failed to provide the information you have requested
• Failed to explain the reasons for refusing a request
• Failed to correctly apply an exemption or exception

 

The Internal Review Officer will not have been involved in the
original decision. They will conduct an independent internal review and
will inform you of the outcome of the review normally within 20 working
days, but exceptionally within 40 working days, in line with the
Information Commissioner’s guidance. 

The Internal Review Officer will either: uphold the original decision,
provide an additional explanation of the exemption/s applied or release
further information, if it is considered appropriate to do so.

 

Appeal to Information Commissioner's Office (ICO)
If, following the outcome of the internal review you remain unhappy with
our response, you may raise an appeal, within three months of receiving
our response, with the Information Commissioner’s Office.

Further information can be found on the ICO website (ico.org.uk) or you
may wish to call the ICO helpline on 0303 123 1113.

 

Thank you for your enquiry.

 

Kind regards,

 

 

Elizabeth Cole

Freedom of Information Officer, Legal Services

 

Adanac Drive, Southampton, United Kingdom, SO16 0AS

T: +44 (0)3456 05 05 05

[7]www.os.uk | [8][Ordnance Survey Limited request email]

Follow us: [9]Twitter | [10]LinkedIn | [11]YouTube | [12]Instagram |
[13]Facebook

Our values are: Think Customer | Thrive Together | Stay Ahead | Seize the
Moment

 

This email and any attachments are intended only for the intended
recipient and may contain sensitive information. If you are not the
intended recipient, please immediately delete this email and inform the
sender.

OS email communications may be monitored to ensure the secure and
effective operation of our systems and for other lawful purposes. Subject
to contract: No rights are to be derived from any proposal contained in
this email until a written agreement containing all necessary terms is
executed between the relevant parties.

Thank you for your cooperation.

Ordnance Survey Limited (Company Registration number 09121572)
Registered Office: Explorer House
Adanac Drive
Southampton SO16 0AS
Tel: 03456 050505
[14]http://www.os.uk

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