FOI ICT Contracts (0639-2022/23)

Request

This is a request for information that relates to the organisation’s contracts around ICT contract(s) for Server Hardware Maintenance, Server Virtualisation Licenses and Maintenance and Storage Area Network (SAN) Maintenance/Support, which may include:
• Server Hardware Maintenance- contracts relating to the support and maintenance of the organisation’s physical servers.
• Virtualisation Maintenance/Support/ Licensing  (VMware, Solaris, Unix, Linux, Windows Server)
• Storage Area Network Maintenance/Support  (EMC, NetApp etc)
 
For each of the types of contract described above, please can you provide me with the following data. If there is more than one contract please split the information for each separate supplier this includes annual spend
1. Contract Title: Please provide me with the contract title.
2. Type of Contracts (ABOVE): Please can you provide me with one or more contract types the contract relates to: Server Hardware, Virtualisation, SAN (Storage Area Network)
3. Existing/Current Supplier:  Please provide me with the supplier name for each contract.
4. Brand:  Please state the brand of hardware or software
5. Operating System / Software (Platform): (Windows, Linux, Unix, Vsphere, AIX, Solaris etc.) Please state the operating system used by the organisation.
6. Annual Average Spend: Please provide me with the most recent annual spend for this contract?
7. Contract Duration: (Please can you also include notes if the contract includes any contract Extension periods.)

8. Contract Expiry Date: Please can you provide me with the date of when the contract expires.
9. Contract Review Date: (An approximate date of when the organisation is planning to review this particular contract.)
10. Purchase of Servers: Could you please provide me with the month and year in which most/bulk of servers were purchased.
11. Number of Physical Server: Please can you provide me with the number of physical servers.
12. Number of Virtual Servers: Please can you provide me with the number of Virtual servers
13. Brief Contract Description: I require a brief description of the service provided under this contract. Please do not just put maintenance. I need at least a sentence.
14.Contract Owner: (The person from within the organisation that is responsible for reviewing and renewing this particular contract. Please include their full name, job title, direct contact number and direct email address.)

If this service is part of a managed contract, please can you send me the contract information for this managed service including Hardware Brand, Number of Users, Operating System, and contact details of the internal contact responsible for this contract

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.

Please see the below table which details information for your request.

	Contract 1	Contract 2	Contract 3	Contract 4
Q1	Compute and Electronic Data Storage for VSAN	Compute and Electronic Data Storage for VSAN	Compute and Electronic Data Storage for VSAN	Compute and Electronic Data Storage for VSAN
Q2	Support and Maintenance	Support and Maintenance	Support and Maintenance	Support and Maintenance
Q3	Phoenix	Phoenix	Phoenix	Phoenix
Q4	VMware	VMware	VMware	VMware
Q5	vSphere & vSAN	vSphere & vSAN	vSphere & vSAN	vSphere & vSAN
Q6	£69,162.24	£69,162.24	£69,162.24	£69,162.24
Q7	2 years	2 years	2 years	2 years
Q8	03/02/2024	03/02/2024	03/02/2024	03/02/2024
Q9	02/02/2023	02/02/2023	02/02/2023	02/02/2023
Q10	2017	2017	2017	2017
Q11	n/a	n/a	n/a	n/a
Q12	n/a	n/a	n/a	n/a
Q13	Compute and Electronic Data storage for vSAN Solution	Compute and Electronic Data storage for vSAN Solution	Compute and Electronic Data storage for vSAN Solution	Compute and Electronic Data storage for vSAN Solution
Q14	Exempt S40(2)	Exempt S40(2)	Exempt S40(2)	Exempt S40(2)

Section 40 – Personal Information

I am exempting the name and contact information for the contract owner pursuant to Section 40(2) of the Freedom of Information Act 2000 (the Act).

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.