A request for information about telephone maintenance contract – 18027
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 on 7th February 2018.
Please find below a summary of our findings.
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:
Contract Type: Maintenance, Managed, Shared (If so please state orgs)
Telephone system maintenance
Existing Supplier: If there is more than one supplier please split each contract up individually.
Unify Enterprise Communications Limited
Annual Average Spend: The annual average spend for this contract and please provide the average spend over the past 3 years for each provider.
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 spend for the mentioned contract can be found on West Midlands Fire Service website at the following link:
Please choose transparency report.
Number of Users:
Hardware Brand: The primary hardware brand of the organisation’s telephone system.
Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g. Contact Centre, Communication Manager.
Telephone System Type: PBX, VOIP, Lync etc
As a major emergency service provider, you will appreciate that we must ensure that the security of our premises are appropriately protected. Releasing detailed information about our hardware and applications 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 several Freedom of Information exemptions, s24 National Security, s36 Effective conduct of public affairs, 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 an 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 systems from harm, in order to support us to ensure public safety. We have also decided that the likelihood of damage to our hardware and applications 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.”
Contract Duration: please include any extension periods.
3 year. The Agreement will then automatically renew for one year on each anniversary of the expiry of the minimum/initial term.
Contract Expiry Date: Please provide me with the day/month/year.
30th April 2019
Contract Review Date: Please provide me with the day/month/year.
Approx. one month before expiry date
Contract Description: Please provide me with a brief description of the overall service provided under this contract.
Call Desk, 1st Level Support, 2nd Level Support, 3rd Level Support, On-Site Service, Spare Parts Service
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.
This contract was procured +5years ago and at the time there was no mechanism to e-filing the documents. Paper copies could be stored at stored at anyone of sites therefore we anticipate that this request will exceed the appropriate time limit set under the Freedom of Information Act 2000, to locate, retrieve and extract the information.
Before I proceed with a fee notice, please advise if you still require this information and before we release the information the cost we need to be paid in full.
Contact Detail: Of the person from with the organisation responsible for each contract full Contact details including full name, job title, direct contact number and direct email address.
With regards for the contact details of person of the contract, WMFS ICT Department operates a single point of contact policy and callers are directed to the ICT Service Desk via HQ Reception on 0845 5000 900. 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: firstname.lastname@example.org. 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 the service support area has more than one provider for telephone maintenance then can you please split each contract up individually for each provider.
If the contract is a managed service or is a contract that provides more than just telephone maintenance please can you send me all of the information specified above including the person from with the organisation responsible for that particular contract.
If the maintenance for telephone systems is maintained in-house please can you provide me with:
- Number of Users:
- Hardware Brand: The primary hardware brand of the organisation’s telephone system.
- Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g. Contact Centre, Communication Manager.
- Contact Detail: Of the person from with the organisation responsible for telephone
maintenance full Contact details including full name, job title, direct contact number and direct email address.
Also if the contract is due to expire please provide me with the likely outcome of the expiring contract.
If this is a new contract or a new supplier please can you provide me with a short list of suppliers that bid on this service/support contract?
If you have any queries about this email, please contact me. Please remember to quote the reference number above in any future communications. If you are unhappy with the service you have received in relation to your request and wish to make a complaint or request a review of our decision please write to 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.