Request ID: FOI-0648-2122 Date published: 13 July 2021
You asked
Afternoon Data/FOI Officer,
I want to submit a request for some information from the organisation, in relation to their contract’s register.
The FULL contract register should display all the organisations existing/live contracts I would like the register to display the following columns/headings:
1. Contract Reference -Unique reference number associated with the contract.
2. Contract Title
3. Procurement Category –Please state the category name of the contract, I wish to know the category the contract is under.
4. Supplier Name
5. Spend (Total or Annual)
6. Contract Duration
7. Contract Extensions
8. Contract Starting Date
9. Expiration Date
10. Contract Description [Please provide me with as much detail as possible.]
11. Contact Owner (Full contact details if possible.)
12. CPV codes/ProClass
IMPORTANT
1. For those organisations planning to make an exemption around spend, the spend information I have requested is an overall figure and I am not requesting a complete breakdown of services relating to the spend.
2. If the organisation has a CRM system or a similar system, there should be a facility to download and extract contract data.
3. You may forward me a Weblink to a portal to download the contract register, please make sure all of the organisation’s contracts are provided as doing prior research I have found that most organisations have only uploaded a small portion of all of their contracts.
Please do not think that this is the only information I require if you could provide me with more information that would be great.
Contract Data/API Contact Details
13. Can you also provide me with contact details of the person responsible for the actual contract’s register or someone responsible for API? [Name, Job Title, Telephone, Email Address] At the very least provide me with their actual job title.
(Meaning of API “a set of functions and procedures that allow the creation of applications which access the features or data of an operating system, application, or other service.”)
Please provide me with the contract’s register file in an excel format.
We answered
TfL Ref 0648-2122
Thank you for your request received by Transport for London (TfL) on 28 June2021 asking for information about our contracts register. Your request has been considered in accordance with the requirements of the Freedom of Information Act and our information access policy. I can confirm that we hold the information you require.
Attached is a spreadsheet which is an extract of our contracts register filtered on live contract only containing the information you have requested. Please note that TfL does not use CPV codes.To work out the contract length you should look at the contract award date, contract expiry date and latest expiry date (all of these are in the copy of the contract register we provided). Often contracts are let for a defined period of time with an option to extend.
With regard to the contract owner details you have asked for,please note that in accordance with TfL’s obligations under Data Protection legislation we would not give out this information as required by section 40(2) of the FOI Act. This is because disclosure of this personal data would be a breach of the legislation, specifically the first principle which requires all processing of personal data to be fair and lawful. It would not be fair to disclose this personal information when the individuals have no expectation it would be disclosed and TfL has not satisfied one of the conditions which would make the processing ‘fair’.
The team responsible for the management of the contracts register is Commercial Strategy and Performance and the contact email is [email protected]. The manager responsible is the Senior Commercial Manager – Systems and Process. We do not have an API.
Please do not hesitate to contact me should you have any further questions.
Please see the attached information sheet for details of your right to appeal as well as information on copyright and what to do if you would like to re-use any of the information we have disclosed.
Yours sincerely
Sara Thomas FOI Case Management Team General Counsel Transport for London