FOI 0073-2024/25- Cost of office supplies
Request:
Please can you respond to the following request for Information.
The details I require are:
Q1. Spend on Office supplies and associated products for the below financial years.
- 1st April 2022 – 31st March 2023
Q2. 1st April 2023 – 31st March 2024
Q3. Start date & duration of Contract?
Q4. Is there an extension clause in the contract and, if so, the duration of the extension?
Q5. Has a decision been made yet on whether the contract is to be either extended or renewed?
Q6. Who is the senior officer (outside of procurement) responsible for the contract?
Q7. Name of Incumbent Supplier?
Q8. How long have you traded with them?
Q9. If you publish your register of contracts and purchasing, can you please provide a website link.
Q10. In addition, can you confirm if you have a contract in place for Tail End Spend.
Response:
Extent and Result of Searches to Locate Information
To locate the information relevant to your request searches were conducted within North Yorkshire Police.
I can confirm that the information you have requested is held by North Yorkshire Police.
Decision
I have today decided to disclose the located information to you.
Q1. £30,624.18
Q2. £45,650.15
Q3. 06 August 2021, initial duration 2 years.
Q4. 2 x 12 month extension options. 1 taken so far, current end date 05 August 2024.
Q5. 2nd extension option will be taken until 05 August 2025.
Q6. Front Counter & Exhibits Lead. I am exempting the specific name of this individual pursuant to Section 40(2) of the Freedom of Information Act 2000 (the Act). Please see the exemption explanation below.
Any enquires to North Yorkshire Police, or staff, can be sent via the contact forms on the North Yorkshire Police website Contact us | North Yorkshire Police
Q7. ACS Business Supplies Ltd.
Q8. Since 06 August 2021.
Q9. Contracts are published at Sell2 (in-tend.co.uk) Expenditure is published at Expenditure over £500 | North Yorkshire Police
Q10. No
Exemption Explanation
Section 40 – Personal Information
Where an individual can be identified by such data, releasing it would clearly breach the first data protection principle of being ‘fair’ to the data subject.
Section 17 of the Act requires North Yorkshire Police, when refusing to provide such information (because the information is exempt) to provide you the applicant with a notice which: (a) states that fact, (b) specifies the exemption in question and (c) states (if that would not otherwise be apparent) why the exemption applies.
Section 40(2) is an absolute class based exemption, which does not require a public interest test, but requires the balancing of the legitimate interests of the public against the interests of the individual under the first Data Protection Principle; in that processing of personal data must be lawful and fair (DPA 2018 35(1), EUGDPR Article 5(1)).
This exemption applies because the right given under the FOI Act to request official information held by public authorities does not apply to the personal data of third parties where disclosure of that information would not be fair to the individual, and where there is no legitimate public interest in disclosure.
In all the circumstances of the case it has been determined that the duty to the individual under the Data Protection Act 2018 & EU General Data Protection Regulations, and the public interest in maintaining the exemption from disclosure of personal information held by the force in such instances, outweighs the public interest in disclosure. In this instance, personal information can only be disclosed to the individual concerned.
Releasing personal details to a person other than the data subject would not only breach the data subject’s Data Protection rights it may also breach the obligations placed on an authority under the European Convention on Human Rights
Pursuant to Section 17(1) of the Act this letter acts as a refusal notice under the Freedom of Information Act 2000 in relation to your request.
Please note that systems used for recording information are not generic, nor are the procedures used locally in capturing the data. It should be noted therefore that this force’s response to your questions should not be used for comparison purposes with any other responses you may receive.