Contract Cleaning Services including Police Stations and offices

Freedom of information request reference no: 01.FOI.22.026012

I note you seek access to the following information:

I would be most grateful if you would provide me details in respect your Contract Cleaning Services including Police Stations and offices

The details we require are:
1 - Suppliers who applied for inclusion and were successful & not successful at the PQQ & ITT stages*
2 - Copy of the successful suppliers ITT submission
3 - Contract values of each contract year to date
4 - Start date & duration of contract
5 - Scope of services provided under current contract
6 - Is there an extension clause in the contract(s) and, if so, the duration of the extension?
7 - Has a decision been made yet on whether the contract(s) are being either extended or renewed?
8 - Who is the senior officer (outside of procurement) responsible for this contract and what are their contact details?

Decision

Having located and considered the relevant information. I have today decided to disclose some of the requested information. Some information has been withheld as it is exempt from disclosure and therefore this response serves as a Partial Refusal Notice under Section 17 of the Freedom of Information Act 2000 (the Act), by virtue of the following exemptions:

Section 40(2)(3)&(4) - Personal information.
Section 41(1) - Information provided in confidence.
Section 43(2) - Commercial Interest.

Reason for decision

When a request is made under the Freedom of Information Act 2000 (the Act), a public authority must inform you, when permitted, whether the information requested is held. It must then communicate that information to you. If a public authority decides that it is cannot comply with all or part of a request, it must cite the appropriate section or exemption of the Act and provide you with a suitable explanation. It is important to note that the Act is designed to place information into the public domain, that is, once access to information is granted to one person under the Act, it is then considered public information and must be communicated to any individual should a request be received.

I have considered questions 1 and 2 information below:

Q1 - Suppliers who applied for inclusion and were not successful at the PQQ & ITT stages.
Q2 - Copy of the successful suppliers ITT submission.

The above requests for information is exempt under:

Section 41(1)(a)(b) - Information provided in confidence - The Freedom of Information Act provides an exemption for Information provided in confidence and this is known as the section 41 exemption.

Information obtained from any other person if its disclosure would constitute a breach of confidence actionable by that or any other person.

Section 43 (2) - Commercial Interests provides - The information relates to details in respect to the MPS Contract Cleaning Services including Police Stations and offices.

The release of:

1. Suppliers who applied for inclusion and were not successful at the PQQ & ITT stages
2. Copy of the successful suppliers ITT submission.
Into the public domain could compromise the MPS’ ability to achieve best value for money from other Commercial contractor’s in future tenders.

As the ICO Freedom of Information Awareness Guidance states, "there is a public interest in ensuring that companies are able to compete fairly". It is likely that the disclosure of this information would impact the MPS’ ability to achieve best value for money from other Commercial contractor’s in future tenders.

It is not in the public interest for the MPS to be negatively affected.

Having considered your request and having examined the associated risk in release, we have found there is a risk to the commercial interests of the MPS. We believe this risk, as outlined above, is both real and likely.

Therefore, it is our opinion that for these reasons the balance test for disclosure is not made out.

I have also considered question 8 (in parts) information below:

Q8 - The senior officer (outside of procurement) responsible for this contract, contact details.

The above requests for information is exempt under:

Section 40(2)(3)&(4) – Personal Information - The Freedom of Information Act provides an exemption for Personal Data and this is known as the section 40 exemption.

The information sought under your Freedom of Information request includes the following which we consider to be Personal Data:

• The senior officer (outside of procurement) responsible for this contract, contact details.

The exemption provided by Section 40 has been applied, as disclosure of the information you have requested is considered by the MPS to be personal information.

Where the request is seeking access to third party personal data the section 40(2) exemption may be engaged.

In order to apply the Section 40(2) exemption, the disclosure of the requested information must satisfy either the first, second or third conditions as defined by subsections 3A, 3B and 4A of the Freedom of Information Act 2000 (as amended by Section 58 of the Data Protection Act 2018).

The first condition ensures that the exemption would apply in circumstances where the disclosure of the information would breach any of the Data Protection Act 2018 principles.

There are six Data Protection principles set out in the 2018 Act and these can be found at section 34.

In this instance I have decided that the disclosure of the Personal Data would be incompatible with the first Data Protection principle which states that the processing (in this case the disclosure) of the data must be both lawful and fair.

Disclosure

In response to your request:

Q1 - Supplier who applied and were successful.

The successful bidder that was awarded the contract was/is Atalian Servest Ltd.

Q3 - Contract values of each contract year to date.

Total Value: £64m
Value per Annum: £12.8m

Q4 - Start date & duration of contract.

Start 30 April 2018 – Contract duration 5 years with options to extend for tow optional 1 year terms.

Q5 - Scope of services provided under current contract.

One Cleaning Services contract for the provision of a hygienic and supportive environment for all users through the provision of cleaning services. The cleaning services consist of: planned routine cleaning, reactive cleaning, periodic planned cleaning; and provision of cleaning consumables

Q6 - Is there an extension clause in the contract(s) and, if so, the duration of the extension?

Yes – two optional one year periods.

Q7 - Has a decision been made yet on whether the contract(s) are being either extended or renewed?

A decision has been made not to extend the contract.

Q8 - Who is the senior officer (outside of procurement) responsible for this contract?

Head of Facilities Management.