Procurement Exemption Certificates

trevor jones made this Freedom of Information request to Stoke on Trent City Council

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

The request was refused by Stoke on Trent City Council.

Dear Stoke on Trent City Council,

In accordance with the Freedom of Information Act I am requesting a copy of all Procurement Exemption Certificates which have been issued since January 2010 to date.

Yours faithfully,

trevor jones

Hannah Quinn, Stoke on Trent City Council

Dear Mr Jones

Your request for information

Thank you for your request for information about procurement exemption certificates. Your request was received on 27th April 2010 and I am dealing with it under the terms of the Freedom of Information Act 2000.

In some circumstances we may charge for information. If there is a charge I will let you know as you will have to pay it before we deal with your request.

Some information does not have to be released under the Freedom of Information Act. We will check the information you have asked for and send you as much as possible. If another person or organisation is named in the information we may have to ask their opinion before we decide what we can give you.

Please note that we are currently experiencing a high volume of requests and therefore we would ask politely that you do not contact us regarding your request unless the statutory deadline has been exceeded or you wish to modify or withdraw your request. This will enable us to process and respond to your request as quickly as possible.

If you have any queries about this email please do not hesitate to contact me.

Yours sincerely,
Hannah Quinn

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Hannah Quinn, Stoke on Trent City Council

Dear Mr Jones

Your request for information on Procurement Exemption Certificates

I have contacted the department holding the requested information and they are in the process of locating any information relevant to your request. They have made a distinction between exemption certificates that are issued and those that are subsequently approved.

Can you please confirm whether you would like copies of those certificates that have been issued or just those that have been approved?

If you have any queries about this email, please do not hesitate to contact me.

Yours sincerely,
Hannah Quinn

Hannah Quinn | Freedom of Information and Data Protection Officer
Information Governance | Chief Executive's
City of Stoke-on-Trent
Civic Centre Glebe Street Stoke-on-Trent ST4 1RN
t 01782 232853
e [email address] <mailto:[email address]>

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Dear Hannah Quinn,

I would like the ones where contracts were awarded and exemption certificates issued.

I don't understand the difference between issued and approved.

Yours sincerely,

trevor jones

Dear Hannah Quinn,

The reply to this request is now overdue.

Could you advise

Yours sincerely,

trevor jones

Hannah Quinn, Stoke on Trent City Council

Dear Mr Jones

Thank you for your email.

I apologise for the delay in dealing with your Freedom of Information request. I have contacted the department dealing with is again today to request an update on the progress.

Yours sincerely,
Hannah Quinn

Hannah Quinn | Freedom of Information and Data Protection Officer
Information Governance | Chief Executive's
City of Stoke-on-Trent
Civic Centre Glebe Street Stoke-on-Trent ST4 1RN
t 01782 232853
e [email address] <mailto:[email address]>

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Hannah Quinn, Stoke on Trent City Council

Dear Mr Jones

Your request for information on exemption certificates

Although we do hold the information that you have requested, we estimate
that the cost of complying with your request would be more than £450.
This amount is called the appropriate limit and is specified in
regulations. When it would cost more than £450 to locate, retrieve and
extract the information that is requested, section 12 of the Freedom of
Information Act allows us to refuse the request.

Such costs are calculated at £25 per hour per person for all authorities
regardless of actual cost or rate of pay, which means that the limit will
be exceeded if these activities exceed 18 hours.

The reason that your request exceeds the statutory cost threshold is
because there are approximately 200 files which would require
interrogation, each of which would take approximately 15 minutes in order
to locate, retrieve and extract the information that you require. It has
been estimated that providing the information that you have requested
would take in excess of 50 hours of staff time.

If you make a new request for a smaller amount of information, it may then
be inside the appropriate limit, although I cannot guarantee that it would
be and we would have to assess your new request.

If you have any queries about this email, please do not hesitate to
contact me.

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 our decision,
you should write to: Louise Kelly, Information Manager, Chief
Executive’s Directorate, Civic Centre Floor 4, Glebe Street, ST4 1HH or
email [1][Stoke on Trent City Council request email].

If, after contacting us, you are not content with the outcome, you may ask
the Information Commissioner for a decision. Generally, the Information
Commissioner cannot make a decision unless you have already used our
appeal procedure. The Information Commissioner can be contacted at: The
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF.

Yours sincerely,

Hannah Quinn

Hannah Quinn | Freedom of Information and Data Protection Officer

Information Governance | Chief Executive's

City of Stoke-on-Trent

Civic Centre Glebe Street Stoke-on-Trent ST4 1RN

t 01782 232853

e [email address] <mailto:[email address]>

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Dear Hannah Quinn,

Could you provide me with a list of the 200 files that require checking.

Can you confirm that the council does not have a list of procurement exemption certificates issued.

Yours sincerely,

trevor jones

Dear Hannah Quinn,

Could you provide me with a list of the 200 files.

Can you confirm the council does not hold a list of procurement exemption certificates.

Yours sincerely,

trevor jones

Hannah Quinn, Stoke on Trent City Council

Dear Mr Jones

Your request for information

Thank you for your request for information about exemption certificates. Your request was received on 5th August 2010 and I am dealing with it under the terms of the Freedom of Information Act 2000.

In some circumstances we may charge for information. If there is a charge I will let you know as you will have to pay it before we deal with your request.

Some information does not have to be released under the Freedom of Information Act. We will check the information you have asked for and send you as much as possible. If another person or organisation is named in the information we may have to ask their opinion before we decide what we can give you.

Please note that we are currently experiencing a high volume of requests and therefore we would ask politely that you do not contact us regarding your request unless the statutory deadline has been exceeded or you wish to modify or withdraw your request. This will enable us to process and respond to your request as quickly as possible.

You should expect to receive a response to your request on or before 3rd September 2010, in line with the Acts 20 working day statutory deadline.

If you have any queries about this email please do not hesitate to contact me.

Yours sincerely,
Hannah Quinn

Hannah Quinn | Freedom of Information and Data Protection Officer
Information Governance | Chief Executive's
City of Stoke-on-Trent
Civic Centre Glebe Street Stoke-on-Trent ST4 1RN
t 01782 232853
e [email address] <mailto:[email address]>

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Dear Hannah Quinn,

This request is now almost 1 month overdue.

Yours sincerely,

trevor jones

Hannah Quinn, Stoke on Trent City Council

Dear Mr Jones

Thank you for your email.

I apologise that you have not yet received a response to your Freedom of Information request.

I have passed this on to the Freedom of Information and Data Protection Manger to take forward with the department.

Once they have confirmed the progress of the request, I will provide a response to you.

Yours sincerely,
Hannah Quinn

Hannah Quinn | Freedom of Information and Data Protection Officer
Information Governance | Chief Executive's
City of Stoke-on-Trent
Civic Centre Glebe Street Stoke-on-Trent ST4 1RN
t 01782 232853
e [email address] <mailto:[email address]>

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Dear Hannah Quinn,

Another 2 weeks has passed with no response.

Yours sincerely,

trevor jones

Dear Stoke on Trent City Council,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of Stoke on Trent City Council's handling of my FOI request 'Procurement Exemption Certificates'.

No response has been received inspite of repeated requests.

A full history of my FOI request and all correspondence is available on the Internet at this address:
http://www.whatdotheyknow.com/request/pr...

Yours faithfully,

trevor jones

Louise Kelly, Stoke on Trent City Council

Dear Trevor Jones,

Your request for information on Procurement Exemption Certificates

Thank you for your email below. My colleague Hannah Quinn has forwarded this on to myself to deal with.

We are aware that you have not received a response to your freedom of information request, received on 5th August 2010 which was due on the 3rd September 2010.

Unfortunately it has proved more complex and time consuming than anticipated to locate and retrieve the information that you have asked for. I will contact the department today for an update on the progress of your request.

I will remind the department that we have now exceeded the statutory deadline and that this now needs to be dealt with as a matter of urgency.

Unfortunately we cannot conduct an Internal Review at this stage, as a response to your freedom of information request has not been provided.

I can confirm that this request is still being processed and you will receive a response.

Following this response, if you are still unhappy with the service you have received in relation to your request and wish to make a complaint or request a review of our decision, you should write to myself: Louise Kelly, Freedom of Information & Data Protection Manager, Chief Executive’s Directorate, Civic Centre Floor 4, Glebe Street, ST4 1HH or email [Stoke on Trent City Council request email].

If, after contacting us, you are not content with the outcome, you may ask the Information Commissioner for a decision. Generally, the Information Commissioner cannot make a decision unless you have already used our appeal procedure. The Information Commissioner can be contacted at: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

If you have any queries or concerns about this letter/email, please do not hesitate to contact me.

Louise Kelly | Freedom of Information & Data Protection Manager
Information Governance | Chief Executives
City of Stoke-on-Trent
Civic Centre Glebe Street Stoke-on-Trent ST4 1HH
t 01782 235965
e [email address]

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Neil Chadwick, Stoke on Trent City Council

1 Attachment

Dear Mr Jones,

Your request for information on exemption certificates

We have now considered your request for information and a copy of the
information is attached.

Exemptions issued from January 2010 to 2010 are listed and the data has
been sorted into bandings as follows: £0-£50,000, £50,001 to
£100,000, £100,001 to £500,000, £500,001 to £1,000,000, and
£1,000,000+.

The exemptions shown highlighted in red are those where a competitive
procurement was undertaken but less than three tenders or quotations were
received. Those highlighted in blue are exemption certificates which were
requested by directorates and then subsequently cancelled by them.

If you have any queries about this letter/email, please do not hesitate to
contact me.

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 our decision,
you should write to: Louise Kelly, Freedom of Information and Data
Protection Manager, Chief Executive's Directorate, Civic Centre Floor 4,
Glebe Street, ST4 1HH or email [Stoke on Trent City Council request email].

If, after contacting us, you are not content with the outcome, you may ask
the Information Commissioner for a decision. Generally, the Information
Commissioner cannot make a decision unless you have already used our
appeal procedure. The Information Commissioner can be contacted at: The
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF.

Regards,
Neil

Neil Chadwick | Information Governance Manager
Information Governance | Chief Executive's Directorate
City of Stoke-on-Trent
Civic Centre Glebe Street Stoke-on-Trent ST4 1HH
t 01782 233386
e [email address]

stoke.gov.uk

Help save the environment; do not print this message unless you have to.

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Dear Neil Chadwick,

You could also include the company or organisation that the contracts were awarded to and the reason for the exemption.

Yours sincerely,

trevor jones

Neil Chadwick, Stoke on Trent City Council

I am out of the office until January 4th. I will deal with any emails on
my return.

Louise Kelly, Stoke on Trent City Council

Dear Mr Jones,

Neil Chadwick has forwarded to me the email from yourself, which is below.

We have provided you with a response to your foi request about exemption certificates. Following the receipt of this email below, please can you clarify how you wish to proceed now.

Are you dissatisfied with the response that was provided to you regarding exemption certificates and require an Internal Review to be carried out? If so please can you provide your grounds for requiring such a Review to be carried out.

Or would you like to make a new request for more information about exemption certificates.

Please can you confirm this in writing to me.

Thanks
Louise

Louise Kelly | Freedom of Information & Data Protection Manager
Information Governance | Chief Executives
City of Stoke-on-Trent
Civic Centre Glebe Street Stoke-on-Trent ST4 1HH
t 01782 235965
e [email address]

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Dear Louise Kelly,

Could you deal with as a new request

Yours sincerely,

trevor jones

Lucie Blakeman, Stoke on Trent City Council

Dear Trevor,
Your request for information
Thank you for your request for information about exemption certificates.
Your request was received on 31/01/2011 and I am dealing with it under the
terms of the Freedom of Information Act 2000.
In some circumstances we may charge for information. If there is a charge
I will let you know as you will have to pay it before we deal with your
request.
Some information does not have to be released under the Freedom of
Information Act. We will check the information you have asked for and send
you as much as possible. If another person or organisation is named in the
information we may have to ask their opinion before we decide what we can
give you.

You should expect to receive a response to your request on or before
28/02/2011, in line with the Acts 20 working day statutory deadline.

For your information we may publish the response to your request on our
City Council's website, which can be found at the following address:
[1]www.stoke.gov.uk.

If you have any queries about this email please do not hesitate to contact
me.
Yours faithfully

Lucie Blakeman | Business Administration Administrator
Business Services | Business Administration | Supporting FOI
City of Stoke-on-Trent
Civic Centre, Floor 4 ,Glebe Street, Stoke-on-Trent, ST4 1RJ
t 01782 232853
e [2][email address]

stoke.gov.uk

Help save the environment; do not print this message unless you have to.

show quoted sections

Neil Chadwick, Stoke on Trent City Council

Dear Mr Jones

Your request for information on exemption certificates

Although we do hold the information that you have requested, we estimate
that the cost of complying with your request would be more than £450.
This amount is called the appropriate limit and is specified in
regulations. When it would cost more than £450 to locate, retrieve and
extract the information that is requested, section 12 of the Freedom of
Information Act allows us to refuse the request.

If you make a new request for a smaller amount of information, it may then
be inside the appropriate limit, although I cannot guarantee that it would
be and we would have to assess your new request.

The reason that your request exceeds the statutory cost threshold is due
to the volume of paper copies that would need to be collated. Once these
have been collated they will need manual manipulation to extract the
information. Not all of the certificates will have enough detail which
would require the department to go back to the requestor of the exemption,
who may no longer work for the authority.

In addition to this, the time period that this information is being
requested for goes back further then 12 months. During this time, the
format of the certificates has changed and therefore inconsistencies may
arise when retrieving the information.

If you have any queries about this email, please do not hesitate to
contact me.
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 our decision,
you should write to: Louise Kelly, Freedom of Information and Data
Protection Manager, Chief Executive's Directorate, Civic Centre Floor 4,
Glebe Street, ST4 1HH or email [1][Stoke on Trent City Council request email].

If, after contacting us, you are not content with the outcome, you may ask
the Information Commissioner for a decision. Generally, the Information
Commissioner cannot make a decision unless you have already used our
appeal procedure. The Information Commissioner can be contacted at: The
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF.

Yours sincerely,
Hannah Holdcroft

Hannah Holdcroft | Freedom of Information and Data Protection Officer
Information Governance | Chief Executive's
City of Stoke-on-Trent
Civic Centre Glebe Street Stoke-on-Trent ST4 1RN
t 01782 232853
e [2][email address]
<[3]mailto:[email address]>

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