Contract Register / Procurement Strategy
Where applicable, we publish responses to requests under the Freedom of Information Act 2000. This one, Contract Register / Procurement Strategy, is detailed below.
Other FOI's
WMFS OFFICIAL – NEW – FREEDOM OF INFORMATION REQUEST – FOI24152
Ref: FOI/24152
RE: FREEDOM OF INFORMATION ACT 2000 REQUEST
I am writing to confirm that the West Midlands Fire Service has now completed its search for the information you requested further to your Freedom of Information request.
Please find below a summary of our findings.
Request
I am writing to submit a Freedom of Information request for information related to the organisation’s contracts register, procurement strategy document, and contact details. Please find the detailed requests below:
1. Contract Register Request:
I am seeking the full and entirety of the organisation’s contract register or database. The register should include the following columns/headings or something similar:
·Contract Title: The title of the contract, e.g., “IT Services Contract”.
·Supplier Name: The name of the organisation providing the goods or services.
·Estimated Spend (Total or Annual): Whether the estimated spend is for the entire contract period or annually.
·Contract Duration: The initial term of the contract in months.
·Total Contract Period: The total duration of the contract, including any potential extensions.
·Contract Extensions: The number of months for any potential extensions.
·Contract Start Date: The date the contract officially begins.
·Contract Expiry Date: The date the initial contract period ends.
·Contract Review Date: The date on which the contract should be reviewed for renewal or extension.
· Contract Description: A detailed description of the contract, this could include the purpose, scope, and key terms and conditions.
·Contract Notes: Any additional relevant information, such as specific terms and conditions, risk assessments, or performance metrics.
·Department: The department within your organisation that the contract is associated with.
·Contract Award Date: The date the contract was awarded.
·Procurement Category: The category of the procurement, e.g., IT, Facilities, or Professional Services.
·Framework Reference: The reference number of procurement framework.
·Tender Reference: The reference number of the tender notice.
· CPV Codes/Pro-Class/eClass: Standard classification codes used to categorise public procurement. On select they should be able to select the classes.
If any of the headings within your contract register has not been provided, please state this within your response.
Please provide the contract’s register file in Excel format.
Reply
This information is exempt under Section 21 of the Freedom of Information Act 2000 as this information is reasonably accessible to the requestor. The information can be found on the West Midlands Fire Service website at the following link:
Request
Participating Organisations: Other organisations involved in the procurement process
Central Purchasing Body: The organisation responsible for the overall procurement.
Reply
This information is exempt under Section 12 of the Freedom of Information Act 2000 as it would exceed the appropriate time limit allowed. There over 2000 records that would take 5 minutes to locate, retrieve and extract the information. Therefore, if you still wish for us to carry this search, I will have to issue you a Fee Notice which will have to be paid in full before we release this information. Please let me know at your earliest convenience if you wish for us to proceed with this request.
Request
Contact Owner: The name, job title, main contact number, and email address of the individual responsible for the contract.
Reply
With regards for the contact details of responsible persons, WMFS operates a single point of contact policy and callers are directed via HQ general contacts on 0330 058 9000. The call will be directed to the person with responsibility for the specific service. There is a direct email address for suppliers making sales enquires email: procurement.enquires@wmfs.net. Furthermore, guidance from the Information Commissioner’s Office is as follows:
- The presumption is in favour of protecting privacy, so the release of personal information will only be fair if there is a genuine reason to disclose. This involves a three-stage test. A public authority will generally have to satisfy itself that:
- There is a legitimate interest in disclosure;
- The legitimate interest can only be met, or fully met, by the disclosure of information which identifies individuals (i.e. the disclosure is necessary to that purpose); and the disclosure would not involve unwarranted detriment to the individual’s privacy or other rights and legitimate interests.
- You can find out more about FOI exemptions from the Information Commissioner’s Office. This will explain which one or more of the FOI exemptions applies and tell you how to appeal if you disagree with our decision.
Request
2.Procurement Strategy Document Request:
·Can the organisation provide a full version of their Procurement Strategy for the fiscal year 2024-2025?
·If the Procurement Strategy is a strategic direction (2022-2025) instead of an annual plan, please provide an update document for 2023-2024. If an update cannot be provided, please provide information on when an update is planned to be published.
We require the full document. If any parts of this document have been removed, please state this within your response.
Reply
We do not have a dedicated Procurement strategy at the current time. Please refer to the Corporate Plan:
Request
3.Contact Details Request:
·Provide contact details of the person responsible for API or data sharing, including .
·Provide contact details of the person responsible for the actual contract’s register, including
Reply
With regards for the contact details of responsible persons, WMFS operates a single point of contact policy and callers are directed via HQ general contacts on 0330 058 9000. The call will be directed to the person with responsibility for the specific service. There is a direct email address for suppliers making sales enquires email: procurement.enquires@wmfs.net. Furthermore, guidance from the Information Commissioner’s Office is as follows:
- The presumption is in favour of protecting privacy, so the release of personal information will only be fair if there is a genuine reason to disclose. This involves a three-stage test. A public authority will generally have to satisfy itself that:
- There is a legitimate interest in disclosure;
- The legitimate interest can only be met, or fully met, by the disclosure of information which identifies individuals (i.e. the disclosure is necessary to that purpose); and the disclosure would not involve unwarranted detriment to the individual’s privacy or other rights and legitimate interests.
- You can find out more about FOI exemptions from the Information Commissioner’s Office. This will explain which one or more of the FOI exemptions applies and tell you how to appeal if you disagree with our decision.
If you have any queries about this Freedom of Information request, please contact us. Please remember to quote the reference number above in any future communications.
For service complaints, issues or comments regarding this request please contact The Public Relations Department, West Midlands Fire Service, 99 Vauxhall Road, Birmingham, B7 4HW
Further information concerning Freedom of Information requests can be found on the Information Commissioner website at either the following link: https://ico.org.uk/ or at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.