Our ref: FOI 23 158

 

Good Afternoon Matt,

 

Thank you for your request for information in relation to Multi –
Functional Devices.

 

We received your request on 20^th November 2023 and we are dealing with it
under the terms of the Freedom of Information Act 2000. We will supply you
with our findings as soon as possible, on or before 18^th December 2023.

 

If you have any queries regarding this request, please contact me
directly, quoting the reference number above.

 

Kind Regards

 

Debbie Lowe

Information Governance Officer

Dorset & Wiltshire Fire & Rescue Service

01722 691315

dwfire.org.uk

@DWFireRescue

 

 

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Good Afternoon Matt,

 

Further to your request of 20^th November 2023, which we have treated as a
Freedom of Information request, please find below our response to the
information you requested.

 

Query and Response:

Details in respect to the contract below.

Multi-Functional Devices  Invitation to Tender: Further Competition
Framework Agreement Reference: RM3781 Multifunctional Devices and Print
Management Services (Lot 2):
[1]https://www.contractsfinder.service.gov....

The details we require are:
1. What are the contractual performance KPI's for this contract? 

The contract is not written with KPIs.  Under the Lease Agreement, there
is Clause 14 Critical Service Level Failures.

 

2. Suppliers who applied for inclusion on each framework/contract and were
successful & not successful at the PQQ & ITT stages? 

Under the terms of the Freedom of Information Act, a request for
information can be refused where one or more exemptions listed in the Act
apply. In this case we are claiming the following exemption:  Section 21 –
Information accessible by other means.  This information can be found
using the following link: 

[2]https://assets.crowncommercial.gov.uk/wp...

 

3. Actual spend on this contract/framework (and any sub lots), from the
start of the contract to the current date? 

£134,672.45

4. Start date & duration of framework/contract?

The contract commenced August 2019 for five years.

5.Could you please provide a copy of the service/product specification
given to all bidders for when this contract was last advertised? 

DWFRS can confirm we hold this information.

 

Under the terms of the Freedom of Information Act, a request for
information can be refused where one or more exemptions listed in the Act
apply. In this case we are claiming the following exemption: Section 43
(2) – Commercial Interest.

 

Section 43 (2) states that information can be withheld 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).  It
is a qualified exemption, which means that it is subject to a public
interest test.

 

We acknowledge the public interest in openness and transparency, but we
consider that there is also a public interest in us protecting our
commercial interests and those of companies who may wish to work with us.
By disclosing the service / product specification a bidder would already
know what DWFRS requirements are, giving an advantage over other bidders,
which is prohibited under the Public Contracts Regulations 2015, Section
18 (1). DWFRS will require the same or similar level of service at our
next procurement (within the next 6 months), so this would cause some
companies an unfair advantage.   There is a public interest in ensuring
that companies are able to compete fairly, in an open market along with
being able to trade competitively, which release of the requested
documentation would hinder.

We have therefore concluded that this exemption applies and that
non-disclosure serves the public interest better than release in this
instance.

6. Is there an extension clause in the framework(s)/contract(s) and, if
so, the duration of the extension?

There is no extension to the contract.

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

The contract will be reprocured within the next 6 months ready for the
service to commence from August 2024.

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

Fiona Kiernan – Tatem is the senior manager responsible for this contract
outside of procurement. 

These details are not to be used for the purposes of direct marketing, as
per the UK GDPR Article 21, which affords individuals the right to object
to such marketing.

 

I trust that this answers your queries, however, if you are unhappy with
the service you have received in relation to your request and wish to make
a complaint or request a review of the decision, you should write to the
Information Governance Team, Dorset & Wiltshire Fire and Rescue Service,
Five Rivers Health and Wellbeing Centre, Hulse Road, Salisbury, Wiltshire
SP1 3NR within 40 working days of receipt of the original
decision. Alternatively, you can
email [3][email address] .

 

If you are not content with the outcome of your complaint or review, you
may apply directly to the Information Commissioner’s Office (ICO) for a
decision. Generally, the ICO cannot make a decision unless you have
exhausted the complaints procedure at the Fire Authority. The ICO can be
contacted at:

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

0303 123 1113

 

[4]www.ico.org.uk

 

Yours sincerely,

 

Debbie Lowe

Information Governance Officer

Dorset & Wiltshire Fire & Rescue Service

01722 691315

dwfire.org.uk

@DWFireRescue

Internet e-mail is not to be regarded as a secure means of communication.
Dorset & Wiltshire Fire and Rescue Service monitors all Internet e-mail
activity and content. This communication and any files transmitted with it
is intended for the person(s) to whom it is addressed and may be
confidential, legally privileged and protected in law. Unauthorised use,
disclosure, copying or distribution is prohibited. Please notify the
sender if received in error then delete it from your system. Opinions
expressed in this communication may not be official policy. Whilst every
effort is made to carefully choose websites that we may provide links to,
Dorset & Wiltshire Fire and Rescue Service cannot guarantee the standards
of these sites. Virus Disclaimer: Dorset & Wiltshire Fire and Rescue
Service takes all reasonable steps to ensure electronic communications are
protected from virus infection but cannot accept any liability for any
loss or damage sustained as a result of software viruses. Intended
recipients are responsible for carrying out virus checking as is necessary
before opening any attachments.

References

Visible links
1. https://www.contractsfinder.service.gov....
2. https://assets.crowncommercial.gov.uk/wp...
3. mailto:[email address]
4. http://www.ico.org.uk/