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20067 – Lifts Services Contract

Ref: FOI/20067

RE: FREEDOM OF INFORMATION ACT 2000 REQUEST

West Midlands Fire Service has now completed its search for the information requested on 7th August 2020

Please find below a summary of our findings.

Request.

Schindler Lifts contract has expired. Please confirm whether this contract is extended or replaced by any other supplier

Reply

We have two lift maintenance contracts, one for the Schindler lifts in HQ and Safeside and another for the various platform lifts across sites of various manufacturers.

For the Schindler lifts at HQ and Safeside:

  1. Supplier/Provider of the services – Schindler
  2. Total Annual Spend – The spend should only relate to each of the service contract listed above. – £7K
  3. A description of the services provided under this contract please includes information if other services are included under the same contract. – 6 service/maintenance visits, plus call outs.
  4. The number of sites the contract covers – HQ & Safeside
  5. The start date of the contract – 25/07/19
  6. The end date of the contract – 24/07/2021
  7. The duration of the contract, please include information on any extensions period. – 2 years

For the various platform lifts across sites of various manufacturers:

  1. Supplier/Provider of the services – Concept Elevators
  2. Total Annual Spend – The spend should only relate to each of the service contract listed above. – £500.00
  3. A description of the services provided under this contract please includes information if other services are included under the same contract. – 2 service/maintenance visits
  4. The number of sites the contract covers – 5 locations
  5. The start date of the contract – 01/07/20
  6. The end date of the contract – 30/06/21
  7.     The duration of the contract please include information on any extensions period. – 1 year

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.

 

FOI20062 – ICT strategy

Ref: FOI/20062

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

ICT/IM&T/IS Strategy- The IT department strategy or plans, highlights their current and future objectives.

Reply

Please see attached

FOI20062 - 1
WMFS Digital & Innovation Strategy 1.0 Download

Request

ICT Org Chart- A visual document that presents the structure of the IT department, please include name and job titles. If this cannot be sent, please work towards a structure with job titles.

Reply

Please see attached.

Digital and data organisational chart 1.0 Download

With regards for the name of those within West Midlands Fire Service ICT, this is classed as personal data and therefore attracts a Section 40(2) exemption under the Freedom of Information Act 2000. 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.

Request

ICT Annual or Business Plan- Like the ICT strategy but is more annually focused.

Reply

This information is exempt under section 21 of the Freedom of Information Act 2000 as this information is reasonably accessible to the requestor. Information concerning our business plan can be found in the plan on page 11, this is published on West Midlands Fire Service website at the following link: https://www.wmfs.net/our-plan/

Request

ICT Capital Programme/budget- A document that shows financials budget on current and future projects.

Reply

This information is exempt under section 21 of the Freedom of Information Act 2000 as this information is reasonably accessible to the requestor. Information concerning budgets can be found under Authority Budget & Precept 2020-2021 (Appendix J) on West Midlands Fire Service Committee Management Information Service web at the following link:

https://wmfs.cmis.uk.com/cmis5/Meetings/tabid/73/ctl/ViewMeetingPublic/mid/410/Meeting/2977/Committee/580/Default.aspx

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.

20060 – Intranet use

Ref: FOI/20060

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

How many people are employed by your organisation, including full time and part time?

Reply

The number of people employed by Wes Midlands Fire Service is 1863

Request

What is your current intranet solution? (Sharepoint, WordPress, Invotra, etc)

Reply

West Midlands Fire Services current intranet solution is Microsoft Sharepoint

Request

How long have you been using this intranet solution?

Reply

This intranet solution has been in use 3 years

Request

When is your intranet contract up for renewal?

Reply

The current contact MS Enterprise Agreement is due for renewal in April 2021

Request

What is your annual intranet budget?

Reply

The intranet budget is part of the budget for the Enterprise Agreement for Office 365 Suite, this is approximately £220k for Office 365 Suite

Request

Do you share an intranet/IT services with other organisations, if so who?

Reply

West Midlands Fire Service does not share intranet/IT services with other organisations

Request

Which team and/or individual(s) are responsible for managing your intranet internally?

Reply

The team responsible for managing your intranet within West Midlands Fire service would be the Communications Team

Request

Are you using the Office 365 suite? If so, which applications from the suite are in use?

Is your Active Directory hosted on-premise, or in the cloud?

Reply

As a major emergency service provider, you will appreciate that we must ensure that our systems are appropriately protected. Releasing detailed information about cyber-attacks upon our organisation in response to your request and other similar requests under Freedom of Information has wider implications that we must consider. By this we mean that disclosing this information may prejudice our ability to maintain our own and national security. We believe that maintaining security and ensuring public safety in a national and local context takes precedence over this request.

We accept that this type of information is of interest to commercial companies and to researchers but believe that it is not in the greater public good to release detailed information.

We do not imply that release of this information alone would necessarily be immediately detrimental, but taken with other information we consider that it could have an adverse effect on our capability, effectiveness and security. Given the current security climate in the UK we recognise the necessity to take a precautionary approach. In this situation we have also taken account of whether the release of this information, could, if put together with other available information, cause damage. After consideration we concluded that this type of information cannot be divorced from its context and looked at in isolation. In some circumstances, releasing this information could give rise to prejudice that would not otherwise have existed, because, taken together with other information requested, it could disclose a composite of information which is more sensitive than its individual parts taken separately.

We are therefore refusing your request under Freedom of Information exemptions, s24 National Security, s44 Prohibition on Disclosure.

In taking this decision we have taken note of the Centre for Protecting the National Infrastructure Guidance on disclosure of sensitive information, which states

“…. that national security is paramount and should be considered carefully in any government or commercial decision to release or disseminate information to the public”.

This guidance continues to state that careful consideration must be given before disclosing ‘precise information which exposes an organisation’s information or process control systems to the threat of electronic attack’.

Some of these exemptions are subject to the public interest test. This means that we must consider whether the public interest in releasing the information outweighs the public interest in refusing to disclose. We have considered that it is in the interest of the majority of the public to protect our systems from potential harm, in order to support us to ensure public safety. We have also decided that the likelihood of damage to our systems need not be immediate as the impact would, in an emergency situation, be potentially serious.

We also considered whether release of this information is in the public interest in terms of explaining our decisions, ensuring accountability, or providing transparency into our handling of public finances. We have concluded that the detail of this information is not necessary to meet the public interest or reassure public concerns. As a result, we have decided that the public interest is better served by not disclosing this detailed information.”

Request

Which team and/or individual(s) are responsible for your intranet’s procurement within the organisation?

Reply

The team responsible for West Midlands Fire Services intranet’s procurement is the procurement team.

Request

Could you provide us with a link to your Digital Workplace Strategy?

Reply

This information is exempt under section 21 of the Freedom of Information Act 2000 as this information is reasonably accessible to the requestor. Information concerning our Digital and innovation strategy can be found on West Midlands Fire Service website at the following link:

https://www.wmfs.net/foi-entry/19090/

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.

20054 – Telephone maintenance contract

Ref: FOI/20054

RE: FREEDOM OF INFORMATION ACT 2000 REQUEST

West Midlands Fire Service has now completed its search for the information requested on 13th June 2020.

Please find below a summary of our findings.

Request.

The contract information sent by the organisation previously has now expired please can you provide me with a new update of the telephone maintenance contract:

Please can you send me the following contract information with regards to the organisation’s telephone system maintenance contract (VOIP or PBX, other) for hardware and Software maintenance and support if all the information is still the same besides the contracts dates please send just the new contract dates it would be much appreciated.

Contract Type: Maintenance, Managed, Shared (If so please state orgs)

Reply

Maintenance.

Request

Existing Supplier: If there is more than one supplier please split each contract up individually.

Reply

Maintel.

Request.

Annual Average Spend: The annual average spend for this contract and please provide the average spend over the past 3 years for each.

Reply

£22k.

Request.

Hardware Brand: The primary hardware brand of the organisation’s telephone system.

Reply

As a major emergency service provider, you will appreciate that we must ensure that our communication systems are appropriately protected. Releasing detailed information about our telephone system infrastructure in response to your request and other similar requests under Freedom of Information has wider implications that we must consider. By this we mean that disclosing this information may prejudice our ability to maintain our own and national security. We believe that maintaining security and ensuring public safety in a national and local context takes precedence over this request.

We accept that this type of information is of interest to commercial companies and to researchers but believe that it is not in the greater public good to release detailed information.

We do not imply that release of this information alone would necessarily be immediately detrimental but taken with other information we consider that it could have an adverse effect on our capability, effectiveness and security. Given the current security climate in the UK we recognise the necessity to take a precautionary approach. In this situation we have also taken account of whether the release of this information, could, if put together with other available information, cause damage. After consideration we concluded that this type of information cannot be divorced from its context and looked at in isolation. In some circumstances, releasing this information could give rise to prejudice that would not otherwise have existed, because, taken together with other information requested, it could disclose a composite of information which is more sensitive than its individual parts taken separately.

We are therefore refusing your request under Freedom of Information exemptions, s24 National Security, and s44 Prohibition on Disclosure.

In taking this decision we have taken note of the Centre for Protecting the National Infrastructure Guidance on disclosure of sensitive information, which states

“…. that national security is paramount and should be considered carefully in any government or commercial decision to release or disseminate information to the public”.

This guidance continues to state that careful consideration must be given before disclosing ‘precise information which exposes an organisation’s information or process control systems to the threat of electronic attack’.

Some of these exemptions are subject to the public interest test. This means that we must consider whether the public interest in releasing the information outweighs the public interest in refusing to disclose. We have considered that it is in the interest of the majority of the public to protect our systems from potential harm, in order to support us to ensure public safety. We have also decided that the likelihood of damage to our systems need not be immediate as the impact would, in an emergency situation, be potentially serious.

We also considered whether release of this information is in the public interest in terms of explaining our decisions, ensuring accountability, or providing transparency into our handling of public finances. We have concluded that the detail of this information is not necessary to meet the public interest or reassure public concerns. As a result, we have decided that the public interest is better served by not disclosing this detailed information.”

Request

Number of telephone users:

Reply

1200.

Request

Contract Duration: please include any extension periods.

Reply

1 year.

Request

Contract Expiry Date: Please provide me with the day/month/year.

Reply

31st April 2021.

Request

Contract Review Date: Please provide me with the day/month/year.

Reply

March 2021.

Request

Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g. Contact Centre, Communication Manager.

Reply

None.

Request

Telephone System Type: PBX, VOIP, Lync etc  VOIP.

Reply

As a major emergency service provider, you will appreciate that we must ensure that our communication systems are appropriately protected. Releasing detailed information about our telephone system infrastructure in response to your request and other similar requests under Freedom of Information has wider implications that we must consider. By this we mean that disclosing this information may prejudice our ability to maintain our own and national security. We believe that maintaining security and ensuring public safety in a national and local context takes precedence over this request.

We accept that this type of information is of interest to commercial companies and to researchers but believe that it is not in the greater public good to release detailed information.

We do not imply that release of this information alone would necessarily be immediately detrimental but taken with other information we consider that it could have an adverse effect on our capability, effectiveness and security. Given the current security climate in the UK we recognise the necessity to take a precautionary approach. In this situation we have also taken account of whether the release of this information, could, if put together with other available information, cause damage. After consideration we concluded that this type of information cannot be divorced from its context and looked at in isolation. In some circumstances, releasing this information could give rise to prejudice that would not otherwise have existed, because, taken together with other information requested, it could disclose a composite of information which is more sensitive than its individual parts taken separately.

We are therefore refusing your request under Freedom of Information exemptions, s24 National Security, and s44 Prohibition on Disclosure.

In taking this decision we have taken note of the Centre for Protecting the National Infrastructure Guidance on disclosure of sensitive information, which states

“…. that national security is paramount and should be considered carefully in any government or commercial decision to release or disseminate information to the public”.

This guidance continues to state that careful consideration must be given before disclosing ‘precise information which exposes an organisation’s information or process control systems to the threat of electronic attack’.

Some of these exemptions are subject to the public interest test. This means that we must consider whether the public interest in releasing the information outweighs the public interest in refusing to disclose. We have considered that it is in the interest of the majority of the public to protect our systems from potential harm, in order to support us to ensure public safety. We have also decided that the likelihood of damage to our systems need not be immediate as the impact would, in an emergency situation, be potentially serious.

We also considered whether release of this information is in the public interest in terms of explaining our decisions, ensuring accountability, or providing transparency into our handling of public finances. We have concluded that the detail of this information is not necessary to meet the public interest or reassure public concerns. As a result, we have decided that the public interest is better served by not disclosing this detailed information.”

Request

Contract Description: Please provide me with a brief description of the overall service provided under this contract.

Reply

Support and Maintenance.

Request

Go to Market: How where these services procured, please provide me with either the tender notice or the framework reference number. Please specify if procured through other routes

Reply

On this occasion the contract has been extended.

Request

Contact Detail: Of the person from within the organisation responsible for each contract full Contact details including full name, job title, direct contact number and direct email address.

Reply

With regards for the contact details of ICT Manager, WMFS ICT Department operates a single point of contact policy and callers are directed to the ICT Service Desk via HQ general contacts on 0330 058 9000. The call will be directed to the ICT Service Desk and allocated to the ICT specialist 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.

20047 – Expenses

Ref: FOI/20047

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

What finance system do you currently have in place?

Reply

This information is exempt under section 21 of the Freedom of Information Act 2000 as this information is reasonably accessible to the requestor. Information concerning our finance system can be found on West Midlands Fire Service website at the following link: https://www.wmfs.net/foi-entry/19004/

Request

What processes or solutions do you have in place for employees to submit and reclaim expenses?

Reply

See attached – Travel and Subsistence Expenses

FOI20047
Travel and Subsistence Expenses 1.0 Download

Request

How many expense claims were submitted by employees in the last fiscal year?

Reply

This information is exempt under section 1 of the Freedom of Information Act 2000 as we do not hold this information. We do not keep a record of the number of claims made.

Request

Are employees able to compile, submit and approve expenses remotely?

Reply

West Midlands Fire Service employees are unable to compile, submit and approve expenses remotely for most expenses however they are able to compile, submit and approve expenses remotely for a limited range of expenses

Request

Have there been investigations relating to expense compliance in your organisation in the last 24 months? If so, how many?

Reply

In the last 24 months West Midlands Fire Service has investigated expense compliance as part of wider investigations however there has been no investigations relation solely to relating to expense compliance in the last 24 months.

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.

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