2022/24949 - Information on facilities management service provision

REQUEST

I would be most grateful if you would provide me, under the Freedom of Information Act, the following information regarding your facilities management approach:

• Which software solution(s) are used to manage your corporate property/assets including facilities management (CAFM)? When is this contract expected to expire and are you expecting to extend or renew this contract?

• What was the actual contract value(s) of each contract?

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

• How are facilities management services (hard FM, soft FM or TFM) handled across your estate?

o          If any services are outsourced, which services and to which suppliers?

o          What are the start dates and durations of these contracts, and which services are included in each?

o          Is there an extension clause in the contract(s) and if so, what is the duration of the extension?

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

o          What is the job title of the senior officer (outside of procurement) responsible for the contract(s)?

• Do you utilise any outsourced helpdesk or FM integrator services? If so, with which supplier(s)?

• Are you looking to commission any estate condition surveys this year?

• Typically, what type of fire related safety services would you outsource? FRA’s, Compartmentation Surveys, Fire Strategy Development etc.

RESPONSE

Unfortunately, we cannot answer this request as it will exceed the 18-hour time limit to complete a request. This is a review on all the FM services at all premises.

Gwent Police do not have sophisticated records of Services and the work would require a site by site review of FM Services at the premises:

• What FM Service is provided
• Contractor
• Cost
• Contract Details

This would equate to more than 18 hours of research. Therefore, a Section 12 Excess Cost exemption has been applied.

Section 12 – Excess Cost

The exemption applicable to the information you have requested for this question can be found at Section 12(1) of the Act and this refusal notice is issued under Section 17.

Section 12(1) “does not oblige a public authority to comply with a request for information if the authority estimates that the cost of complying with the request would exceed the appropriate limit.” 

In the case of a police force, the appropriate limit is set at £450, which is calculated at £25 per hour (i.e., 18 hours). Gwent Police would have to conduct a manual search to find and extract the information for this question. This would take more than 18 hours of staff time therefore we are unable to answer this question and the exemption is engaged.