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Commercial Information

2019 Disclosures

Can I please make a request under the Freedom of Information Act and I would like to request the following information about the organisation’s Local Area Network (LAN) environment.

 

Please can you send me the organisation’s Local Area Network (LAN) contract, which may include the following:

  • Support and Maintenance- e.g. switches, router, software etc
  • Managed- If this includes services than just LAN.

 

  1. Contract Type: Managed or Maintenance
  2. Existing Supplier: Who is the current supplier?
  3. Annual Spend for each supplier: What is the annual average spending on the supplier above? If there is more than one supplier please split the annual averages spend for each supplier.
  4. Number of Users: Please can you provide me with the number of users this contract covers. Approximate number of users will also be acceptable.
  5. Number of Sites: The number of sites, where equipment is supported by each contract.
  6. Hardware Brand: What is the hardware brand of the LAN equipment?
  7. Contract Description: Please provide me with a brief description of the overall contract.
  8. Contract Duration: What is the duration of the contract is and can you please also include any extensions this may include.
  9. Contract Expiry Date: When does the contract expire?
  10. Contract Review Date: When will the organisation is planning to review the contract?
  11. Responsible Officer: Contact details including name, job title, contact number and email address?

 

If the LAN maintenance is included in-house please include the following information:

 

  1. Hardware Brand: What is the hardware brand of the LAN equipment?
  2. Number of Users: Please can you provide me with the number of users this contract covers. Approximate number of users will also be acceptable.
  3. Number of Sites: Estimated/Actual number of sites the LAN covers.
  4. Responsible Officer: Who within the organisation is responsible for LAN please provide me with contact details including name, job title, contact number and email address?

 

If the contract is managed by a 3rd party e.g. Can you please provide me with

 

  1. Existing Supplier: Who is the current supplier?
  2. Number of Users: Please can you provide me with the number of users this contract covers. Approximate number of users will also be acceptable.
  3. Number of Sites: Estimated/Actual number of sites the LAN covers.
  4. Contract Type: Managed, Maintenance, Installation, Software
  5. Hardware Brand: What is the hardware brand of the LAN equipment?
  6. Contract Description: Please provide me with a brief description of the overall contract.
  7. Contract Duration: What is the duration of the contract is and can you please also include any extensions this may include.
  8. Contract Expiry Date: When does the contract expire?
  9. Contract Review Date: When will the organisation is planning to review the contract?
  10. Responsible Officer: Who within the organisation is responsible for each of these contract(s) please provide me with contact details including name, job title, contact number and email address?

 

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I require the organisation’s to provide me with the following contract information relating to the following corporate software/enterprise applications:

A. Enterprise Resource Planning Software Solution (ERP) -this is the organisation’s main

ERP system and may include service support, maintenance and upgrades.

B. Primary Customer Relationship Management (CRM) Solution-this is the organisation’s main

CRM system and may include service support, maintenance and upgrades. Example of CRM systems the organisation may use could include Microsoft Dynamics, Front Office, Lagan CRM, Firmstep

C. Primary Human Resources (HR) and Payroll Software Solution-this is the organisation’s main

HR/payroll system and may include service support, maintenance and upgrades. In some cases the HR contract maybe separate to the payroll contract please provide both types of contracts. Example of HR/Payroll systems the organisation may use could include iTrent, Resourcelink.

D. The organisation’s primary corporate Finance Software Solution-this is the organisation’s main

Finance system and may include service support, maintenance and upgrades. Example of finance systems the organisation may use could include E-Business suite, Agresso (Unit4), eFinancials, Integra, SAP

In some cases you may come across contracts that provides service support maintenance and upgrades separate to the main software contract, please also provide this information in the response following the requested data below.

For each of the categories above can you please provide me with the relevant contract information listed below:

1. Software Category: ERP, CRM, HR, Payroll, Finance

2. Name of Supplier: Can you please provide me with the software provider for each contract?

3. The brand of the software: Can you please provide me with the actual name of the software. Please do not provide me with the supplier name again please provide me with the actual software name.

4. Description of the contract: Please do not just state two to three words can you please provide me with detailed information about this contract and please state if upgrade, maintenance and support is included.

Please also include any modules included within the contract as this will support the categories you have selected in question 1.

5. Number of Users/Licenses: What is the total number of user/licenses for this contract?

6. Annual Spend: What is the annual average spend for each contract?


7. Contract Duration: What is the duration of the contract please include any available extensions within the contract.

8. Contract Start Date: What is the start date of this contract? Please include month and year of the contract. DD-MM-YY or MM-YY.

9. Contract Expiry: What is the expiry date of this contract? Please include month and year of the contract. DD-MM-YY or MM-YY.

10. Contract Review Date: What is the review date of this contract? Please include month and year of the contract. If this cannot be provide please provide me estimates of when the contract is likely to be reviewed. DD-MM-YY or MM-YY.

11. Contact Details: I require the full contact details of the person within the organisation responsible for this particular software contract (name, job title, email, contact number).

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  • What procurement system do you use? And is this also where you publish tenders?
  • Do you publish tenders anywhere else, if so where?
  1. For example, your website, Contracts Finder etc
  • How much do you pay per annum for your procurement software?
  • What are the contract start and end dates with the provider and when will the next tender become available?
  • How long have you used this software for in total?
  • What are the purchasing rules of your organisation?
    1. For example - £0-£10,000 (3 quotes), £10,000+ public notification etc.

 

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Adjudication / Traffic Camera offence verification

  1. Please provide the product name of the solution used for Adjudication / Camera offence verification.
  2. What is the name of the software provider of the solution for the Adjudication / Camera offence verification?
  3. What is the Contract term and renewal date?
  4. What is the Contract value?

Mobile Traffic Offence Report

  1. Please provide the product name of the solution used for Mobile Traffic Offence Report.
  2. What is the name of the software provider of the solution for Mobile Traffic Offence?
  3. What is the Contract term and renewal date?
  4. What is the value of the Contract?

Duty / Resource / Rostering Management

  1. Please provide the product name of the solution for Duty / Resource / Rostering Management.
  2. What is the name of the software provider of the solution for Duty / Resource / Rostering Management?
  3. What is the Contract term and renewal date?
  4. What is the value of the Contract?

a). Names of business owners of each of the software services. E.G. Criminal Justice for enforcement, internal resourcing owners etc.

b). Who the ACPO leads are for the areas concerned

 

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Please can you send me the following contract information via email with regards to the organisation’s telephone system maintenance contract (VOIP or PBX, other) for hardware and Software maintenance and support:

  1. Contract Type: Maintenance, Managed, Shared
  2. Existing Supplier: If there is more than one supplier please split each contract up individually.
  3. Annual Average Spend: The annual average spend for this contract and please provide the average spend over the past 3 years for each provider
  4. Hardware Brand: The primary hardware brand of the organisation’s telephone system.
  5. Number of telephone users:
  6. Contract Duration: please include any extension periods.
  7. Contract Expiry Date: Please provide me with the day/month/year.
  8. Contract Review Date: Please provide me with the day/month/year.
  9. Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g. Contact Centre, Communication Manager.
  10. Telephone System Type: PBX, VOIP, Lync etc
  11. Contract Description: Please provide me with a brief description of the overall service provided under this contract.
  12. 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.
  1. 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.
    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?
  2. 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.

 

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  1. Who is your current and previous operator of preparing the vehicles (spanning the last 5 years or existing contract- whichever is longer)?
  2. What is the current contract (s) end date (s) and are there any provision for extensions?
  3. Who or which body would the procurement of your future contract be made by?
  4. Please provide the current Service Speciation’s in place across the contract (s).
  5. How is your current contract operated (in lots or as a whole)? What are the different budgets for these?
  6. What types of vehicles are covered in the purchase/preparation tender?
  7. How many vehicles are covered by the purchase/preparation tender?
  8. What is the value of the purchase/preparation tender?
  9. Please provide KPI and Penalties measure in place across this contract and the most recent performance review of the same.

 

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Please can you provide financial information relating to the:

  • total cost of interpreting services in the last 2 years and the number of requests made
  • total cost of translation services in the last 2 years and the number of requests made
  • total cost of BSL interpreting in the last 2 years and the number of requests made

I would also be grateful if you could provide us with information that includes:

  • Hourly cost of face to face interpreting services
  • Cost per minute of telephone interpreting services
  • Breakdown of the top 10 most popular languages

How many video interpreting sessions were made last year for all languages, including British Sign Language?

Can you please provide details of your current provider(s) (company name, date contract was awarded)? 

When are your current language service contracts with your incumbent(s) due to end?

Please can you provide the name, job title, email address and contact number for the person(s) responsible

  • for awarding any contracts relating to these services
  • For managing the day to day running of the services

 

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All of the following questions relate to desktop printer, Multi-function devices, Large format printers and any Print room facility that you have.
1. Who is the main supplier (s) of print consumables (Toner, spares, etc.)?

2. Is the above supplier, providing you with Manufacturer original Consumables or Reman?

3. What is the approximate spend on printers and consumables during the last year within your organisation?

4. Are these print consumables included in the managed print contract, procured on a transactional basis or through any separate contract?

5. What Framework (if any) do you use for your print consumables (toners, inks)

6. Which procurement route or framework was used to procure this service?

7. The named person and their role in your organization in charge of procurement for Print supplies (toner and ink)

 

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Please supply a copy of your latest IT/IM&T/Digital Strategy?

Does your Force work within a shared services agreement with surrounding public sector organisations? If so which ones?

Does the Force outsource any of their IT Infrastructure services?

Who is the organisations current Chief Information Officer?

Who is the organisations current CIO/ IT Director?

Which member of the Command Team is responsible for IT?

Please provide an organisation chart for your IM&T department?

What proportion of the IM&T Department is made up of interim staff and permanent staff?

Is the organisation looking to migrate to the cloud in the next 2 years?

Is the organisation considering their options of outsourcing their IT and back office services in the next 3 years

Is your Payroll processed in house or outsourced?

If in house, What is cost and structure of internal service?

 If outsourced, what is length and expiration of current contract?

What is the approximate cost per payslip?

 Is the service payroll calculation only/Payroll calculation and BACS/End to end workforce management?

Is your Finance department in house or outsourced?

 If in house, what is cost and structure of internal service?

 If outsourced, what is length and expiration of current contract?

Are your HR services in house or outsourced?

 If in house, what is cost and structure of internal service?

 If outsourced, what is length and expiration of current contract?

Are your Facilities/Estates in house or outsourced?

 If in house, what is cost and structure of internal service?

 If outsourced, what is length and expiration of current contract?

Is your Procurement carried out in house or outsourced?

 If in house, what is cost and structure of internal service?

 If outsourced, what is length and expiration of current contract?

Is your Recruitment carried out in house or outsourced?

If in house, what is cost and structure of internal service?

If outsourced, what is length and expiration of current contract?

Clarification:

IM&T - stands for Information Management & Technology. If possible the request is for a copy of the strategy for the force in the use of information enabled through effective use of IT.

Dorset Police as a whole.  I am informed that Dorset collaborates with Devon as an example and I am keen to understand the landscape where Dorset uses shared services (ie where the processes followed and or the people providing the service are shared with other organisations)

 

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Record 1

Record 2

Record 3

Record 4

Record 5

Record 6

Record 7

Record 8

Record 9

Record 10

Can I please ask the following?

Head of Procurement name

Head of Procurement email

Head of Procurement address

Head of IT name

Head of IT email

Head of IT address

Information and Security Officer

Information and Security Officer email

Contract used for Procurement of MFDs

MFD supplier

Contract term

Contract start date

Contract end date

Amount of MFD

Amount of Printers

Do you use managed print software

if Yes which one

Do you use smart cards for authentication on MFD's

 

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  1. Is the Dorset Police currently under contract for the supply of Custodial Mattresses & Pillows?
  2. When is this contract due to end?
  3. How many mattresses & pillows are in the contract?
  4. Does the contract cover the removal of mattresses & pillows?
  5. Who is the Procurement Manager for Custodial Mattresses & Pillows?

 

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Please confirm the manufacturer of your telephony system(s) that are currently in place?

When was the installation date of your telephony equipment?

Who maintains your telephony system(s)?

Please confirm value of the initial project and value of annual support/maintenance services (in £)?

When is your contract renewal date?

Please confirm the manufacturer of your Contact centre system(s) that are currently in place?

When was the installation date of your contact centre infrastructure?

Who maintains your contact centre system(s)?

Please confirm value of the initial project and value of annual support/maintenance services (in £)?

How many contact centre employees/agents do you have?

When is your contract renewal date?

Do you use Unified Communications or Collaboration tools such as Microsoft Skype for Business/ Cisco/Avaya/Mitel? If yes, what tools are you currently using?

How many employees do you have overall within your organisation?

Who currently provides your calls and lines?

What is your current annual spend on calls and lines?

When is your contract renewal date?

Are you using SIP or ISDN?

Do you use a wide area network?

 

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Please state who is your supplier for:
a) MFDs/ MPS
b) Print room/ reprographics

Please can you confirm the start and expiry dates for your contracts for:
a) MFDs/ MPS
b) Print room/ reprographics

Please can you confirm the number of devices you have for:
a) MFDs/ MPS
b) Print room/ reprographics

Please can you confirm the person and their role who is in charge of the procurement for printing and any managed print contracts?

Please can you confirm the person and their role who is in charge of the MFD's within the IT team

Which procurement route or framework was used to procure this service?

 

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I am currently doing some research into IT Service Management and Desktops ITAM trends in the UK public sector. Could you kindly provide me with the below information about your organisation:

What software product(s) are you using to manage your IT Service Management (e.g. ServiceNow, Cherwell, Hornbill etc.)?

  • Who is your current vendor?
  • When does the contract with your current service desk provider end?
  • How much does your current ITSM service desk tool cost annually?
  • When will you be looking to review your current service desk tool?

What software product(s) are you using to manage your desktops ITAM e.g SCCM, Manage engine etc.)?

  • Who is your current vendor?
  • When does the contract with your current desktop provider end?
  • How much does your current ITAM desktop tool cost annually?
  • When will you be looking to review your current desktop tool?

Who is your primary IT company contact?

 

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Fuel Cards

Are you currently with a Fuel Management supplier for vehicles? If so, who?

If yes to the above, when are the contract expiry dates?

How many sites do you have with Fuel Management systems for vehicles?

The total you spent on Fuel Management (vehicles) from 31st October 2018 - 31st October 2019

The total you spent on (vehicle) fuel from 31st October 2018 - 31st October 2019

Bunkered Fuel

Are you currently with a Fuel Management supplier for vehicles? If so, who?

If yes to the above, when are the contract expiry dates?

How many sites do you have with Fuel Management systems for vehicles?

The total you spent on Fuel Management (vehicles) from 31st October 2018 - 31st October 2019

The total you spent on (vehicle) fuel from 31st October 2018 - 31st October 2019

 

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Contract 1

  1.      Current Lines (Analogue, ISDN VOIP, SIP etc) Provider- Please can you provide me with the name of the supplier for the contract.
  1.      Fixed Line- Contract Renewal Date- please provide day, month and year (month and year are also acceptable). If this is a rolling contract please provide me with the rolling date of the contract. If there is more than one supplier please split the renewal dates up into however many suppliers
  2.      Fixed Line- Contract Duration- the number of years the contract is for each provider
  3.      Type of Lines- Please can you split the type of lines per each supplier? PTSN, Analogue, SIP
  4.      Number of Lines- Please can you split the number of lines per each supplier? SIP trunks, PSN Lines, Analogue Lines 

 Contract 2

  1.      Minutes/Landline Provider- Supplier’s name (NOT Mobiles) if there is no information available please can you provide further insight into why?
  2.      Minutes/Landline Contract Renewal Date- please provide day, month and year (month and year is also acceptable). If this is a rolling contract please provide me with the rolling date of the contract.
  3.      Minutes Landline Monthly Spend- Monthly average spend on calls for each provider. An estimate or average is acceptable.
  4.      Minute’s Landlines Contract Duration: the number of years the contract is with the supplier.
  5.  Number of Extensions- Please state the number of telephone extensions the organisation currently has. An estimate or average is acceptable. 

Contract 3

  1. Fixed Broadband Provider- Supplier’s name  if there is not information available please can you provide further insight into why?
  2. Fixed Broadband Renewal Date- please provide day, month and year (month and year is also acceptable). If this is a rolling contract please provide me with the rolling date of the contract. If there is more than one supplier please split the renewal dates up into however many suppliers
  3. Fixed Broadband Annual Average Spend- Annual average spend for each broadband provider. An estimate or average is acceptable.

Contract 4

  1. WAN Provider- please provide me with the main supplier(s) if there is no information available please can you provide further insight into why?
  2.  WAN Contract Renewal Date- please provide day, month and year (month and year are also acceptable). If this is a rolling contract please provide me with the rolling date of the contract. If there is more than one supplier please split the renewal dates up into however many suppliers
  3. Contract Description: Please can you provide me with a brief description of the contract
  1. The number of sites: Please state the number of sites the WAN covers. Approx. will do.
  2.  WAN Annual Average Spend- Annual average spend for each WAN provider. An estimate or average is acceptable.
  3. Internal Contact: please can you send me there full contact details including contact number and email and job title for all the contract above.

 

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The information that I require relates to a specific telephone maintenance contract.

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 if all the information is still the same besides the contracts dates please send just the new contract dates it would be much appreciated.

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:

  1. Contract Type: Maintenance, Managed, Shared (If so please state orgs)
  2. Existing Supplier: If there is more than one supplier please split each contract up individually.
  3. Annual Average Spend: The annual average spend for this contract and please provide the average spend over the past 3 years for each provider
  4. Hardware Brand: The primary hardware brand of the organisation’s telephone system.
  5. Number of telephone users:
  6. Contract Duration: please include any extension periods.
  7. Contract Expiry Date: Please provide me with the day/month/year.
  8. Contract Review Date: Please provide me with the day/month/year.
  9. Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g. Contact Centre, Communication Manager.
  10. Telephone System Type: PBX, VOIP, Lync etc
  11. Contract Description: Please provide me with a brief description of the overall service provided under this contract.
  12. 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.
  13. 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.

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:

  1. Number of telephone Users:
  2. Hardware Brand: The primary hardware brand of the organisation’s telephone system.
  3. Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g. Contact Centre, Communication Manager.
  4. 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?

 

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Please can you send me the organisation’s Local Area Network (LAN) contract, which may include the following:

  • Support and Maintenance- e.g. switches, router, software etc
  • Managed- If this includes services than just LAN.
  1. Contract Type: Managed or Maintenance
  2. Existing Supplier: Who is the current supplier?
  3. Annual Spend for each supplier: What is the annual average spending on the supplier above? If there is more than one supplier please split the annual averages spend for each supplier.
  4. Number of Users: Please can you provide me with the number of users this contract covers. Approximate number of users will also be acceptable.
  5. Number of Sites: The number of sites, where equipment is supported by each contract.
  6. Hardware Brand: What is the hardware brand of the LAN equipment?
  7. Contract Description: Please provide me with a brief description of the overall contract.
  8. Contract Duration: What is the duration of the contract is and can you please also include any extensions this may include.
  9. Contract Expiry Date: When does the contract expire?
  10. Contract Review Date: When will the organisation is planning to review the contract?
  11. Responsible Officer: Contact details including name, job title, contact number and email address?

If the LAN maintenance is included in-house please include the following information:

  1. Hardware Brand: What is the hardware brand of the LAN equipment?
  2. Number of Users: Please can you provide me with the number of users this contract covers. Approximate number of users will also be acceptable.
  3. Number of Sites: Estimated/Actual number of sites the LAN covers.
  4. Responsible Officer: Who within the organisation is responsible for LAN please provide me with contact details including name, job title, contact number and email address?

If the contract is managed by a 3rd party e.g.

Can you please provide me with

  1. Existing Supplier: Who is the current supplier?
  2. Number of Users: Please can you provide me with the number of users this contract covers. Approximate number of users will also be acceptable.
  3. Number of Sites: Estimated/Actual number of sites the LAN covers.
  4. Contract Type: Managed, Maintenance, Installation, Software
  5. Hardware Brand: What is the hardware brand of the LAN equipment?
  6. Contract Description: Please provide me with a brief description of the overall contract.
  7. Contract Duration: What is the duration of the contract is and can you please also include any extensions this may include.
  8. Contract Expiry Date: When does the contract expire?
  9. Contract Review Date: When will the organisation is planning to review the contract?
  10. Responsible Officer: Who within the organisation is responsible for each of these contract(s) please provide me with contact details including name, job title, contact number and email address?

 

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  • Do you have a Managed Print Service? - if so who is your current supplier, please also share contract status and contract dates
  • What is your total annual spend on MFD's and Printers - including details such as consumables, break-fix and new device spend?
  • What is your annual page volume - split between Mono and Colour?
  • How many print devices have you got - MFD's and Printers?

 

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Is a catering restaurant or café provided on the premises? –

What are the addresses of the buildings in which the restaurants or cafés are located? –

Who is the current catering incumbent of the catering contract?

What is the catering value? (Or is it nil subsidy?) –

Are the catering facilities shared with other departments?-

When is the catering service contract due for re-tender? –

How will it be re-tendered?-

Is the contract part of a PFI? –

Is it part of an FM contract? (and if so, what services are also included in the contract?) –

Who provides the other soft FM services? –

Who will be the main person leading on the tender during the formal tender process? –

When will the tender notice be issued? –

Where will the tender notice be issued?-

When is the tender due for release? 

Is it on CCS framework?-

Who in the department is responsible for the management of the contract? –

How many people are there on site per day? –

 

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2020 Disclosures

Please can you provide the following information for your custody healthcare contract:

  1. The name of the current incumbent service provider
  2. The vehicle/portal that you will use to procure this opportunity in the future (e.g. Bluelight)
  3. The contract start and end date of the initial term for this contract
  4. The extension options available on this contract
  5. If any extension has been agreed with the incumbent and when the agreed end date is
  6. Current annual contract value.

 

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