Streetsahead PFI procurement and 5 Year tree Management strategy.

Sheffield City Council did not have the information requested.

Dear Sheffield City Council,

Please provide me with every Five Year Tree Management document and if possible any associated data to their proposed tree management strategy, supplied by prospective bidders for what became the Streetasahead contract, prior to the appointment of Amey as a preferred bidder.

Many thanks.

Yours Sincerely,

R Naylor

FOI, Sheffield City Council

Dear R Naylor,
 
Thank you for your recent request for information relating to Five Year
Tree Management strategy and Streetsahead PFI procurement which we
received on 17/02/2020.
 
This has been logged as a Freedom of Information Request, and will be
dealt with under the Freedom of Information Act.  The reference number for
your request can be found above.
 
The Freedom of Information Act states that we must respond to you within
20 working days, therefore, you should expect to hear a response from us
by 16/03/2020.
 
In the meantime, if you have any queries please, contact us at the email
address below.
 
Thank you.
 
Yours sincerely,
 
Sheffield City Council
PO Box 1283
Sheffield, S1 1UJ
Email: [1][Sheffield City Council request email]
P Please don't print this e-mail unless you really need to
 
_____________________________________________
From: R Naylor [[2]mailto:[FOI #646911 email]]
Sent: 16 February 2020 23:05
To: FOI
Subject: Freedom of Information request - Streetsahead PFI procurement and
5 Year tree Management strategy.
 
Dear Sheffield City Council,
 
Please provide me with every Five Year Tree Management document and if
possible any associated data to their proposed tree management strategy,
supplied by prospective bidders for what became the Streetasahead
contract, prior to the appointment of Amey as a preferred bidder.
 
Many thanks.
 
Yours Sincerely,
 
R Naylor
 
-------------------------------------------------------------------
 
Please use this email address for all replies to this request:
[3][FOI #646911 email]
 
Is [4][Sheffield City Council request email] the wrong address for Freedom of Information
requests to Sheffield City Council? If so, please contact us using this
form:
[5]https://www.whatdotheyknow.com/change_re...
 
Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[6]https://www.whatdotheyknow.com/help/offi...
 
For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:
[7]https://www.whatdotheyknow.com/help/ico-...
 
Please note that in some cases publication of requests and responses will
be delayed.
 
If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.
 
 

show quoted sections

FOI, Sheffield City Council

Dear R Naylor,
 
Thank you for your recent request for information relating to Five Year
Tree Management strategy and Streetsahead PFI procurement which we
received on 17/02/2020.
 
This has been logged as a Freedom of Information Request, and will be
dealt with under the Freedom of Information Act.  The reference number for
your request can be found above.
 
Before we can begin to process your Freedom of Information Request, we
would like to clarify what information you require.
 
Is the request asking for copies of the 5 Year tree management strategy to
date which have been submitted by Amey since contract commencement on
20^th August 2012 PLUS any data to their proposed tree management strategy
by prospective bidders pre Amey contract in relation to the 5 Year Tree
Management Strategy
 
Or:
 
Is the request asking for ONLY every Five Year Tree Management document
and if possible any associated data to their proposed tree management
strategy, supplied by prospective bidders, and NOTHING SINCE contract
commencement?
 
This is an initial clarification and we may need to come back to you at a
later date if we need to re-clarify any elements of the information you’ve
requested when we are locating the relevant data. We do ask individuals to
be specific in regard to the information they wish to obtain to allow
appropriate assessment and processing of their request which is completed
at public expense.
 
The Freedom of Information Act states that we must respond to a Freedom of
Information request within 20 working days, however, the 20 working days
do not include any time spent clarifying a request.  Therefore, once we
have received your clarification, we can continue processing your request
within this time frame.
 
You can provide your clarification by writing to the address above,
emailing [1][Sheffield City Council request email] or by telephoning 0114 2734567 and asking
for the Information and Knowledge Management Team.
 
We look forward to hearing from you.
 
Sheffield City Council
PO Box 1283
Sheffield, S1 1UJ
Email: [2][Sheffield City Council request email]
P Please don't print this e-mail unless you really need to
 
_____________________________________________
From: R Naylor [[3]mailto:[FOI #646911 email]]
Sent: 16 February 2020 23:05
To: FOI
Subject: Freedom of Information request - Streetsahead PFI procurement and
5 Year tree Management strategy.
 
Dear Sheffield City Council,
 
Please provide me with every Five Year Tree Management document and if
possible any associated data to their proposed tree management strategy,
supplied by prospective bidders for what became the Streetasahead
contract, prior to the appointment of Amey as a preferred bidder.
 
Many thanks.
 
Yours Sincerely,
 
R Naylor
 
-------------------------------------------------------------------
 
Please use this email address for all replies to this request:
[4][FOI #646911 email]
 
Is [5][Sheffield City Council request email] the wrong address for Freedom of Information
requests to Sheffield City Council? If so, please contact us using this
form:
[6]https://www.whatdotheyknow.com/change_re...
 
Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[7]https://www.whatdotheyknow.com/help/offi...
 
For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:
[8]https://www.whatdotheyknow.com/help/ico-...
 
Please note that in some cases publication of requests and responses will
be delayed.
 
If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.
 
 

show quoted sections

Dear FOI,

My apologies for not being completely clear in my original request.

I am requesting every 5 year Tree Management strategy submitted by all parties involved in tendering for the highways PFI contract with Sheffield City Council.
I am also requesting all data associated with proposed tree management strategies generated by all the bidders and Sheffield City Council relating to what later became the Streetasahead contract, during the procurement project for the contract.

Please contact me if you foresee applying any exemptions, in order that I can modify my request.

Yours Faithfully,

R Naylor

FOI, Sheffield City Council

Dear R Naylor,
 
Thank you for your recent clarification for information relating to Five
Year Tree Management strategy and Streetsahead PFI procurement which we
received on 20/02/2020.
 
This has been logged as a Freedom of Information Request, and will be
dealt with under the Freedom of Information Act.  The reference number for
your request can be found above.
 
The Freedom of Information Act states that we must respond to you within
20 working days, therefore, you should expect to hear a response from us
by 18/03/2020.
 
In the meantime, if you have any queries please, contact us at the email
address below.
 
Thank you.
 
Yours sincerely,
 
Sheffield City Council
PO Box 1283
Sheffield, S1 1UJ
Email: [1][Sheffield City Council request email]
P Please don't print this e-mail unless you really need to
 
 
_____________________________________________
From: R Naylor [[2]mailto:[FOI #646911 email]]
Sent: 20 February 2020 19:48
To: FOI
Subject: Re: Clarification Request – Freedom of Information Request –
Reference – FOI / 1733
 
Dear FOI,
 
My apologies for not being completely clear in my original request.
 
I am requesting every 5 year Tree Management strategy submitted by all
parties involved in tendering for the highways PFI contract with Sheffield
City Council.
I am also requesting all data associated with proposed tree management
strategies generated by all the bidders and Sheffield City Council
relating to what later became the Streetasahead contract, during the
procurement project for the contract.
 
Please contact me if you foresee applying any exemptions, in order that I
can modify my request.
 
Yours Faithfully,
 
R Naylor
 

show quoted sections

FOI, Sheffield City Council

Dear requester,
 
We are currently dealing with an unprecedented reduction in resources
across Sheffield City Council due to the global COVID-19 pandemic. While
we will endeavour to fulfil Freedom of Information requests where
possible, unfortunately there may be a delay as a consequence of these
circumstances.
For further information, we recommend the Information Commissioner’s
Office:
[1]https://ico.org.uk/about-the-ico/news-an....
 
Alternatively, you can contact the Information Commissioners Office. The
Information Commissioner can be contacted at: The Information
Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9
5AF, telephone 0303 123 1113, or for further details see their website
[2]www.ico.org.uk.
 
We appreciate your patience in this challenging time and hope to provide a
response to you as soon as we can.
 
Yours sincerely,
Information Management Team
[3][email address]
 
_____________________________________________
From: R Naylor [[4]mailto:[FOI #646911 email]]
Sent: 16 February 2020 23:05
To: FOI
Subject: Freedom of Information request - Streetsahead PFI procurement and
5 Year tree Management strategy.
 
Dear Sheffield City Council,
 
Please provide me with every Five Year Tree Management document and if
possible any associated data to their proposed tree management strategy,
supplied by prospective bidders for what became the Streetasahead
contract, prior to the appointment of Amey as a preferred bidder.
 
Many thanks.
 
Yours Sincerely,
 
R Naylor
 
-------------------------------------------------------------------
 
Please use this email address for all replies to this request:
[5][FOI #646911 email]
 
Is [6][Sheffield City Council request email] the wrong address for Freedom of Information
requests to Sheffield City Council? If so, please contact us using this
form:
[7]https://www.whatdotheyknow.com/change_re...
 
Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[8]https://www.whatdotheyknow.com/help/offi...
 
For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:
[9]https://www.whatdotheyknow.com/help/ico-...
 
Please note that in some cases publication of requests and responses will
be delayed.
 
If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.
 
 

show quoted sections

Heather Green left an annotation ()

You can find previous 5 Year Tree Management strategies at
https://www.sheffield.gov.uk/home/roads-...

Although I believe the publication of the strategy was halted due to the joint creation of the Working Street Tree Strategy.

https://sheffield.citizenspace.com/place...

Presumably the Amey 5 year plan will be produced in relation to that document, although you'd have to ask SCC/Amey about that.

Regards, Heather

Dear FOI,

Please could you update me as to how your response to my Freedom of Information request above (submitted 16th February 2020) is proceeding?

Yours Faithfully,

R Naylor

FOI, Sheffield City Council

Thank you for your email.

 

In response to the COVID-19 pandemic, the handling of information rights
requests including; data protection, freedom of information and
environmental information regulations, is temporarily suspended.

 

Requests will continue to be logged, but they will not be progressed
whilst Local Authority resources focus on the delivery of key services in
the city.

You will receive an acknowledgement email in the next few days which will
include the reference number for your request.

 

Existing requests will be answered where possible. However, it may not be
possible to complete all requests at this time.

 

For further information about compliance in handling Information Requests
during the COVID-19 pandemic, you can visit the Information Commissioner’s
Office website: [1]http://www.ico.org.uk/

 

Kind regards

 

Information Management Team

Sheffield City Council

PO Box 1283,

Sheffield

S1 1UJ

 

This Email, and any attachments, may contain non-public information and is
intended solely for the individual(s) to whom it is addressed. It may
contain sensitive or protectively marked material and should be handled
accordingly. If this Email has been misdirected, please notify the author
immediately. If you are not the intended recipient you must not disclose,
distribute, copy, print or rely on any of the information contained in it
or attached, and all copies must be deleted immediately. Whilst we take
reasonable steps to try to identify any software viruses, any attachments
to this Email may nevertheless contain viruses which our anti-virus
software has failed to identify. You should therefore carry out your own
anti-virus checks before opening any documents. Sheffield City Council
will not accept any liability for damage caused by computer viruses
emanating from any attachment or other document supplied with this e-mail

References

Visible links
1. http://www.ico.org.uk/

Mr Long left an annotation ()

THE STAR - Friday, 26th JUNE 2020
(the Sheffield newspaper):
‘SHEFFIELD COUNCIL TO REINSTATE INFORMATION REQUESTS FOLLOWING THREE MONTH SUSPENSION’

“SHEFFIELD COUNCIL SAID IT IS REINSTATING ITS SERVICE FOR INFORMATION REQUESTS FOLLOWING A THREE MONTH SUSPENSION.

The service - which handles enquiries under the Freedom of Information Act 2000, Environmental Information Regulations 2004 and subject access requests made under the Data Protection Act 2018 - was suspended on March 16 in response to the coronavirus pandemic.

But now, as government is lifting restrictions and more people are able to return to work, the council is underway with bringing the service back into normal operation.

A SPOKESPERSON FOR THE COUNCIL SAID:

‘THE COUNCIL IS IN THE PROCESS OF REINSTATING THE HANDLING OF FOI, EIR AND SAR REQUESTS, WHICH WILL INCLUDE ADDRESSING THE BACKLOG OF REQUESTS.’

The council said it continued to log all new requests during that period and responded to some where possible.

OF THOSE IT DID RESPOND TO, NOT ALL WERE ANSWERED WITHIN THE NORMAL 20 WORKING DAY GUIDELINES due to staff being redeployed, the council said.

The team relies on other services when answering requests and said many employees from those departments were redeployed to help with the coronavirus response.

It has also had to work remotely and some staff did not have immediate access to equipment or the ability to access paper records - which they said means it has not been possible to access information for requests ‘easily or at all’.

And while some members of the department were able to work remotely, others were redeployed themselves to assist with other services.

Members of the public can use FOI, EIR and SAR requests to access information the council records, with some exceptions.”

*****
SOURCE:
https://www.thestar.co.uk/news/politics/...

http://web.archive.org/web/2020062619322...

*****
PREVIOUSLY:

THE STAR - Monday, 16th MARCH 2020

‘THIS IS HOW SHEFFIELD COUNCIL MEETINGS COULD CHANGE IN WAKE OF STRICTER MEASURES BROUGHT IN TO TACKLE CORONAVIRUS’:
https://ianswalkonthewildside.wordpress....

Printed on 18th March 2020, as ‘ COUNCIL MEETINGS MAY BE HELD BY VIDEO’:
https://www.facebook.com/groups/ItsOurCi...

http://web.archive.org/web/2020032614203...

Mr Long left an annotation ()

OF INTEREST:

'DECEIT’
(My letter to The Star, dated 27th September 2016. Not printed):
http://stocksbridgecommunity.org.archive...

‘HOW TO RETAIN MEMORIAL TREES’
(My letter to The Star, Sheffield Telegraph, The Yorkshire Post & The Guardian, dated 6th December 2017. Not printed):
https://ianswalkonthewildside.wordpress....

'VERY IMPORTANT TREE NEWS' (5yr TMS):
https://ianswalkonthewildside.wordpress....

‘SCC MISREPRESENTATION & GREENWASH’:
(My letter to The Star, Sheffield Telegraph and The Yorkshire Post, dated 10th October 2019. Not printed):
https://ianswalkonthewildside.wordpress....

‘SCC MALFEASANCE & INCOMPETENCE?’
(My letter to The Star, dated 31st July 2019 . Includes links to audio evidence. Not printed):
https://ianswalkonthewildside.wordpress....

‘AMEY ESAs DO NOT TAKE ACCOUNT OF VALUE OR LOSS OF VALUABLE TREES OR ASSOCIATED BENEFITS’:
https://ianswalkonthewildside.wordpress....

Mr Long left an annotation ()

Also see:
HORTICULTURE WEEK - Friday 18th March 2016
‘TREE FELLING IN SHEFFIELD CRITICISED BY CONSULTANT’
&
THE STAR - Wednesday, 15th July 2020 (NOT YET PRINTED)
'"PEACE DEAL" AGREED AS SHEFFIELD TREE-FELLING WAR ENDS AFTER EIGHT YEAR BATTLE'

Both news items can be accessed via the following link:
https://ianswalkonthewildside.wordpress....

*****
OF INTEREST:
1)
A communication exchange - with ‘Andi’ WALSHAW (SCC PERFORMANCE & RESEARCH MANAGER; Gatekeeper to the SCC Independant Tree Panel – THE PERSON RESPONSIBLE FOR ‘MANAGING’ THE HOUSEHOLD STREET TREE FELLING SURVEY*) - ABOUT Cllr FOX’s FAKE CONTRACT DOCUMENT:
https://www.facebook.com/groups/39291324...

https://web.archive.org/web/202004211342...

FOR GREATER DETAIL, SEE:

2)
https://www.whatdotheyknow.com/request/s...

*3)
https://www.whatdotheyknow.com/request/s...

3a)
LODGE: A COMPLAINT
(My letter to The Star newspaper, dated 20th May 2016. Also view subsequent comments):
https://ianswalkonthewildside.wordpress....

3b)
'13TH JULY 2020 – THE FIRST DAY OF SHEFFIELD TREE WEEK'
(Introduction of the Independant Tree Panel):
https://ianswalkonthewildside.wordpress....

4)
https://www.whatdotheyknow.com/request/s...

FOI, Sheffield City Council

6 Attachments

Dear Mr Naylor,

Thank you for your email and please accept our apologies for the delay in our reply.

Please find Sheffield City Council’s response to your request set out below:

I am requesting every 5 year Tree Management strategy submitted by all parties involved in tendering for the highways PFI contract with Sheffield City Council.
I am also requesting all data associated with proposed tree management strategies generated by all the bidders and Sheffield City Council relating to what later became the Streetasahead contract, during the procurement project for the contract.

A redacted version of Amey’s tender-stage Five Year Tree Management Strategy is available on the Sheffield City Council website at the following link:

https://www.sheffield.gov.uk/content/dam...

There were a number of appendices included with the tender stage Five Year Tree Management Strategy. Information is attached where available. The submission also included a copy of BS 3998:2010 which is attached in pdf format. Please note that this document is subject to copyright and there may be restrictions on reuse of the material. Please also note that these appendices were supplied for illustrative purposes only, and do not represent any indicative works, planned or otherwise.

All updated strategies from Amey have also been published since this time, and can be found at this link:

https://www.sheffield.gov.uk/home/roads-...

We do not hold any information in relation to any Five Year Tree Management Strategy documents submitted by any other party.

If you have any queries about this response, please do not hesitate to contact us.

Except for where stated otherwise, the information provided in this response is available for re-use under the terms of the Open Government Licence v3.0. The terms of the OGL can be found here. When re-using the information, Sheffield City Council requires you to include the following attribution statement: “Contains public sector information obtained from Sheffield City Council and licensed under the Open Government Licence v3.0.

If you are unhappy with the response you have received in relation to your request, you are entitled to have this reviewed. You can ask for an internal review by either writing to the above address or by emailing [Sheffield City Council request email]. Internal review requests should be submitted within 40 working days from the date of this response.

If you remain dissatisfied with the outcome of your internal review, you can contact the Information Commissioner’s Office. Please see www.ico.org.uk for further details.

Kind Regards,

Robert Jackson
Access to Information Officer
Information Management Team
Business Change and Information Solutions (BCIS)
Resources Portfolio
Sheffield City Council
PO Box 1283, Sheffield S1 1UJ
0114 273 4906
[email address]; [Sheffield City Council request email];
[email address]; [email address]
www.sheffield.gov.uk

show quoted sections

Dear Robert Jackson,

Many thanks for your reply, I am responding to clarify matters.

I understand that there were three parties involved in bidding for the PFI contract that became known as Streetsahead. I am concerned that you have only supplied information relating to the successful bidder (and not included the appendices identified in your reply).

Please can you categorically confirm that you have searched all applicable archives and data backups for the information I’ve requested.

If this data has been permanently deleted please state under what council policy was this allowed.

Please acknowledge receipt of this email.
Many thanks

Yours sincerely,

R Naylor

FOI, Sheffield City Council

Dear R Naylor,

 

Thank you for your recent request for an internal review relating to Five
Year Tree Management strategy and Streetsahead PFI procurement which we
received on 03/08/2020. We are sorry to hear that you are not happy with
your response.

 

This has now been logged and will be carried out by a member of the team

 

You should expect to hear a response from us by 01/09/2020.

 

While we endeavour to fulfil statutory deadlines, due to the current
pandemic situation there may be delays due to resourcing shortages. We
will try to provide updates where possible.

 

In the meantime, if you have any queries please, contact us at the email
address below.

 

Thank you.

 

Yours sincerely,

 

Sheffield City Council

PO Box 1283

Sheffield, S1 1UJ

Email: [1][Sheffield City Council request email]

P Please don't print this e-mail unless you really need to

 

 

show quoted sections

Dear FOI,

For the record please acknowledge that I have not requested an internal review.

I have merely sought to clarify the response you have previously provided.

Yours Faithfully,

R Naylor

FOI, Sheffield City Council

Dear Mr Naylor

 

Thank you for your email dated 3 August 2020 in relation to EIR
2019-20-1733. I apologise for the delay in our response which was due on
1 September 2020.

 

I note that in your subsequent email dated 4 August, you specifically
asked us not to carry out an internal review of the request. However, the
Information Commissioner’s Office has produced a Code of Practice under
Regulation 16 of the Environmental Information Regulations 2004 which
provides guidance to public bodies on request handling. Paragraph 60 of
the Code of Practice states:

 

"Any written reply from the applicant (including one transmitted
electronically) expressing dissatisfaction with an authority's response to
a valid request for information should be treated as a complaint… These
communications should be handled in accordance with the authority’s review
procedure pursuant to Regulation 11, even if the applicant does not state
his or her desire for the authority to review their decision or the
handling of their application. "

 

As your email expressed your concerns that we had not supplied all the
information we hold, we have dealt with this under the internal review
procedure.

 

I have now carried out an internal review of your request. I can confirm
that the Council’s response is unchanged, as the Council does not hold the
information you have requested.

 

Our Commercial Services and Highways PFI Client Teams have searched their
records and have confirmed that the Council no longer holds any
information in relation to the unsuccessful bidders. The contract started
eight years ago, in 2012, and, in accordance with our Corporate Retention
Schedule, information on unsuccessful tenders is only retained for one
year after the start date of the successful contract. Any information on
the unsuccessful bidders was deleted seven years ago.

 

Please note that the searches we have carried out involved searches of the
live records held on the Council’s shared computer drives. We consider
that it would be manifestly unreasonable under Regulation 12(4)(b) of the
Environmental Information Regulations 2004 (EIR) to carry out searches for
information which has been deleted but which may still held on hard drives
if it has not yet been overwritten. Carrying out these searches would
place an unreasonable burden on the Council; this is especially the case
when taking into consideration that the data was deleted seven years ago
and the chance that the data still exists and has not yet been overwritten
is extremely remote.

 

Regulation 12(4)(b) EIR is subject to a public interest test. Factors in
favour of disclosure are that disclosure promotes openness and
transparency. Factors in favour of maintaining the exception are that,
having adopted good records management policies and procedures such as the
regular deletion of ‘low level’ records, it would be an unreasonable
burden on the Council to be required to search for such deleted records.
In addition, there is minimal public interest in providing information
about unsuccessful bidders from a procurement exercise which is eight
years old. On balance, the Council believes that the public interest lies
in maintaining the exception.

 

If you remain dissatisfied with our response, you can ask the Information
Commissioner for a decision: [1][email address]

 

Kind regards

 

Leon Kaplan

Information Management Officer
Business Change and Information Solutions (BCIS)

Resources Portfolio

Sheffield City Council

[2]www.sheffield.gov.uk

 

Postal Address: Sheffield City Council, PO Box 1283, Sheffield S1 1UJ

 

This Email, and any attachments, may contain non-public information and is
intended solely for the individual(s) to whom it is addressed. It may
contain sensitive or protectively marked material and should be handled
accordingly. If this Email has been misdirected, please notify the author
immediately. If you are not the intended recipient you must not disclose,
distribute, copy, print or rely on any of the information contained in it
or attached, and all copies must be deleted immediately. Whilst we take
reasonable steps to try to identify any software viruses, any attachments
to this Email may nevertheless contain viruses which our anti-virus
software has failed to identify. You should therefore carry out your own
anti-virus checks before opening any documents. Sheffield City Council
will not accept any liability for damage caused by computer viruses
emanating from any attachment or other document supplied with this e-mail

References

Visible links
1. mailto:[email address]
2. http://www.sheffield.gov.uk/