Procurement of Contractors and Construction Consultancy Services

The request was successful.

Dear Essex Police,

Can you please tell me the following:

1. How you procure Construction Consultancy Services
2. How you procure Construction Contractors
3. If by your own framework, please tell me:
a. The titles and content of the relevant frameworks
b. Who is on the current frameworks
c. The start and end dates of the frameworks
d. Any possible extension periods to the frameworks
e. The name and contact email of person responsible for the frameworks.

Yours faithfully,

Nicola

data foi, Essex Police

Classification: NOT PROTECTIVELY MARKED

Thank you for your enquiry which has been logged under the above
reference.

Under the Freedom of Information Act we are required to reply within 20
working days but given the current very high number of requests being
received this may not be possible.

We will reply as soon as possible and please accept our apologies for
the inconvenience any delay may cause.

Kind regards,
Laura Mills
Information Officer
Data Protection & Freedom of Information Information Management
Strategic Change Management Department Essex Police Headquarters PO Box
2 Springfield Chelmsford Essex CM2 6DA
Tel: 01245 452523
Ext: 51811
Fax: 01245 452256 (Int: 54142)
Hours of Work = 9-4 Monday; 8-4 Thursday; 8-12:30 Friday

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Dear Essex Police,

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

I am writing to request an internal review of Essex Police's handling of my FOI request 'Procurement of Contractors and Construction Consultancy Services'.

This request is now overdue and I would request that it is dealt with, within the next 5 working days

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,

Nicola

Nigel Amos, Essex Police

Classification: NOT PROTECTIVELY MARKED

Dear Nicola,

I have been passed your message requesting an internal review of your
request, our reference 2847-2010.

Under section 50 of the FOI ACT, authorities have 20 working days to
conduct internal reviews. I am currently undertaking this at this time
and should be in a position to respond to you shortly.

However, I should advise you at this time that your request is not
entirely valid, as you have not sufficiently provided us with your name in
accordance with Section 8(1) of the Act. To the greater extent, this is a
technical point only and your request for information and subsequent
review will be processed regardless. Nevertheless we will require a more
complete name for future reference.

Yours sincerely,

Nigel Amos
Senior Information Officer
Information Management,
Strategic Change Management Department,
Essex Police Headquarters
PO Box 2, Springfield, Chelmsford CM2 6DA

Direct dial: 01245 452408
Personal email: "[email address]

Core hours of work: Wed - Fri 09:00 to 16:00

The Corporate Development Department (CDD) is currently in the process of
internal restructure, to be known from now on as the Strategic Change
Management Department (SCMD). This will not change any of the services you
currently receive from SCMD but further information on the aims and
objectives of the SCMD will be published on the force intranet in the near
future.

To find out what is happening in your neighbourhood and all about your
local neighbourhood policing team visit [1]http://www.essex.police.uk/

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References

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1. http://www.essex.police.uk/

Dear Nigel Amos,

My full name is Nicola Coupland

Yours sincerely,

Nicola

Nigel Amos, Essex Police

Classification: NOT PROTECTIVELY MARKED

Many thanks, Nicola,

Regards,

Nigel

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Nigel Amos, Essex Police

Classification: NOT PROTECTIVELY MARKED

Dear Nicola,

Following our recent correspondence, I am writing to update you as to
the progress of the internal review which I had undertaken to complete
by today. At this time, I am in a position to respond to you as
follows.

The Essex Police Information Management Unit is responsible for dealing
with enquiries from the public under the Freedom of Information Act and
the Data Protection Act, as well as providing information for Court
Orders and Civil proceedings. The unit also deals with various requests
for disclosurres for legal proceedings such as from insurance companies
seeking to investigate insurance fraud. More recently, the unit has
received an increased number of requests to disclose information for
child care proceedings. As these proceedings may impact directly upon
the safety of children, such requests naturally receive priority.

The unit processes several hundred requests for information per month,
some 60 of which are requests under FOI. Each request will require that
the unit contacts various parts of the organisation that may deal with
the area of business involved. This can often abstract staff from other
important duties. Due to staffing shortages and abstractions as
outlined above, in recent months some requests have been responded to
outside of the twenty working day limit prescribed by section 10 of the
Act.

In this case it is clear to me that the delay in responding to your
request was solely caused by these resourcing issues within the
department and I can only apologise for any inconvenience the delay in
our response may have caused. The senior command team of have been made
aware of this situation and Essex Police is actively working to address
the situation.

Turning to the specifics of your request, I have made enquiries to
determine whether the information is held by Essex Police. However, I
have encountered some complexities surrounding the procurement process
which mean that at this stage I am unable to determine whether any
recorded information is held which is relevant to your request. This is
partly caused by a recent development in that Essex Police is involved
in close collaborative working with Kent Police. In the area of
procurement, Essex and Kent Police have now completely merged our
contracts procurement teams, actually locating them in the same offices
in North Kent.

I have taken note of the response that the Kent Police FOI team have
already provided you with and this highlights that while procedures
exist and are followed they are not specific to construction consultancy
services. Similarly, there are no specific frameworks in place for
construction works. However, this area is to some extent covered by the
Kent Police Estates department and the FOI team have helpfully provided
some details with regard to their work.

Due to the merging of this business area between forces, it is likely
that a similar situation will exist or come to exist in Essex Police. I
am currently pursuing enquiries within relevant Essex Police departments
to determine whether this is the case in this force. The recent merging
of business areas and teams does inevitably mean that some procedures
and situations will be in a state of change and flux and I am sure that
you will appreciate that it is often more difficult to determine if
relevant recorded information such as detailed procedures exists or is
held during such a period. However, I assure you that I am continuing
to progress this matter and hope to be able to provide a final and
substantive response in the near future.

Nigel Amos
Senior Information Officer
Information Management,
Strategic Change Management Department, Essex Police Headquarters PO Box
2, Springfield, Chelmsford CM2 6DA

Direct dial: 01245 452408
Personal email: [email address]

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Dear Nigel Amos,

Many thanks for your last response. Do you have any further information?

Yours sincerely,

Nicola

Nigel Amos, Essex Police

1 Attachment

Classification: NOT PROTECTIVELY MARKED

Dear Ms. Coupland,

Thank you for your reminder dated 22^nd October that I had not yet
provided a final and substantive response to your request for information
and subsequent request for an internal review.  I apologise that this has
taken some time but can only offer by way of explanation that workload
within this office combined with the complexities experienced in the
business areas affected by your request that have been largely caused by
the merger process have conspired to delay this response for far longer
than we both would have preferred. 

I am conscious that my communications have been in part an internal review
and in part an attempt to respond to your request and I hope that this
approach has been satisfactory.  However, I am happy to be able to now be
able to provide you with a substantive response to your original questions
as follows:

1. How do you procure Construction Consultancy Services?

All Construction Consultancy Services are procured on a needs basis and
when there is a requirement to appoint specific consultants to assist with
our project design and specification. Most of the design work is
undertaken by our own In-House Design & Engineering Team. 

2. How do you procure Construction Contractors?

Previously, all Construction Contractors were procured under a framework
arrangement which was then subject to further mini competition by tender.

The Approved Contractors List included Construction Contractors who had
been pre-vetted and individual projects would be tendered to
these Contractors within the value categories they were appointed to.
The Approved Contractor List had a value maximum up to the EU Threshold
and any project above this level would be tendered outside the
framework.  The previous ACL framework expired in June 2009.

At around that time, the Essex and Kent police forces began a process of
merging their procurement services.  This has resulted in some delays
while processes and procedures were reviewed and harmonised. 

The ACL Framework has now been replaced by the new Directory of
Contractors Framework (Category 5), which includes construction services
contractors.  This was finalised in August 2010 with letters being sent
out to successful and unsuccessful tenders at that time.  However, there
then remained a short period for challenges after the which the final list
could then be produced.

3. If by your own framework, please tell me:
       
        a. The titles and content of the relevant frameworks

The new Framework will operate under the Directory of Contractors for
Category 5 - Framework for Improvements, Refurbishments and New Build
Contracts.

        b. Who is on the current frameworks?

The new Directory of Contractors is attached with this response.

        c. The start and end dates of the frameworks
        d. Any possible extension periods to the frameworks

The new Directory of Contractors Framework Category 5 commenced on 1st
October 2010. The Framework arrangement covers a period of 4 years and
will be renewed every 4 years following a process of advertising and
seeking interested parties who wish to apply under the required
Pre-Qualification Process and Contractors would then be able to tender for
works on a `mini competition' basis. Contractors considered under this
`Framework Arrangement' will be those offering General Building (All
Trades), Mechanical and Electrical Services. 

        e. The name and contact email of person responsible for the
frameworks.

The person responsible for dealing with queries concerning the frameworks
is the Joint Head of Procurement Services for Kent and Essex Police, who
is Candace Bloomfield-Howe.  Mrs. Howe is available via e-mail at

 
[1][email address]

Thank you for your interest in Essex Police and I hope that this
information is of use to you.  If you have any further queries regarding
your request, or the application of the Freedom of Information Act in
general, please do not hesitate to contact the Information Management
Unit, who will be happy to assist.

Should you remain unsatisfied following this internal review, then
you retain the right to apply directly to the Information Commissioner
for a decision. The Information Commissioner can be contacted at:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF.

Nigel Amos
Senior Information Officer
Information Management,
Strategic Change Management Department,
Essex Police Headquarters
PO Box 2, Springfield, Chelmsford CM2 6DA

Direct dial: 0300 333 4444 ext. 52038
Personal email: [2][email address]

Core hours of work: Wed - Fri 09:00 to 16:00

To find out what is happening in your neighbourhood and all about your
local neighbourhood policing team visit [3]www.essex.police.uk

<<Kent Essex Police Directory of Approved Contractors.pdf>>

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References

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3. http://www.essex.police.uk/