Contracts Register 2024

Request

1. Contract Register Request:

I am seeking the full and entirety of the organisation's contract register or database. The register should include the following columns/headings or something similar:

• Contract Title: The title of the contract, e.g., "IT Services Contract".
• Supplier Name: The name of the organisation providing the goods or services.
• Estimated Spend (Total or Annual): Whether the estimated spend is for the entire contract period or annually.
• Contract Duration: The initial term of the contract in months.
• Total Contract Period: The total duration of the contract, including any potential extensions.
• Contract Extensions: The number of months for any potential extensions.
• Contract Start Date: The date the contract officially begins.
• Contract Expiry Date: The date the initial contract period ends.
• Contract Review Date: The date on which the contract should be reviewed for renewal or extension.
• Contract Description: A detailed description of the contract, this could include the purpose, scope, and key terms and conditions.
• Contract Owner: The name, job title, main contact number, and email address of the individual responsible for the contract.
• Contract Notes: Any additional relevant information, such as specific terms and conditions, risk assessments, or performance metrics.
• Department: The department within your organisation that the contract is associated with.
• Contract Award Date: The date the contract was awarded.
• Participating Organisations: Other organisations involved in the procurement process.
• Procurement Category: The category of the procurement, e.g., IT, Facilities, or Professional Services. [I will send you a list of categories]
• Framework Reference: The reference number of procurement framework.
• Central Purchasing Body: The organisation responsible for the overall procurement.
• Tender Reference: The reference number of the tender notice.
• CPV Codes/Pro-Class/eClass: Standard classification codes used to categorise public procurement. On select they should be able to select the classes.

If any of the headings within your contract register has not been provided, please state this within your response. Please provide the contract's register file in Excel format.

2. Procurement Strategy Document Request:

• Can the organisation provide a full version of their Procurement Strategy for the fiscal year 2024-2025?
• If the Procurement Strategy is a strategic direction (2022-2025) instead of an annual plan, please provide an update document for 2023-2024. If an update cannot be provided, please provide information on when an update is planned to be published. We require the full document. If any parts of this document have been removed, please state this within your response.

3. Contact Details Request:

• Provide contact details of the person responsible for API or data sharing, including [Name, Job Title, Telephone, Email Address].
• Provide contact details of the person responsible for the actual contract's register, including [Name, Job Title, Telephone, Email Address].

IMPORTANT:

1. If the organisation has a CRM system or a similar system, ensure there is a facility to download and extract contract data.
2. If providing a weblink to a portal, ensure that all contracts are included, as some organisations may only upload a small portion of their contracts.
3. For organisations planning to make an exemption around spend, clarify that the spend information requested is an overall figure, and a complete breakdown is not required.

Response

Thank you for your request which has been processed under the Freedom of Information Act 2000 (FOIA).

Question 1:

Please see attached our register of contracts containing the recorded information we hold within the scope of your request.

It should be noted that we do not hold information on the following fields that have been requested:

• Contract Description - This is covered by the ‘Contract Title’.
• Contract Owner - We don’t share personal information
• Contract Notes - The only contract note we make on the register is the ‘Procurement Route’
• Procurement Category - This is covered by ‘Department’
• CPV Codes – We don’t keep a log of CPV codes that we have used
• Participating Organisations – Not applicable.

We have also removed from this spreadsheet any contract values which have been awarded to a particular individual or position as this could constitute personal data.

The Data Protection Act 2018 requires the processing of personal data to be fair and lawful. It would be disproportionate for us to publicly disclose these details unless there is a strong public interest in doing so. These individuals have a legitimate expectation that their personal details will not be disclosed in the context in which they were held. On balance, there is no legitimate public interest in disclosing this information and it would not be fair to do so.

This information is therefore exempt under section 40(2) of the Freedom of Information Act 2000.

Question 2:

The Gambling Commission do not have a Procurement Strategy Document. We have a Procurement Policy which can be found here on our website: Procurement policy.

Question 3:

Finally, the job title of the person within the organisation responsible for the contracts register is - Procurement Manager. Any enquiries can be directed to: procurement@gamblingcommission.gov.uk.

Review of the decision

If you are unhappy with the service you have received in relation to your Freedom of Information request you are entitled to an internal review of our decision. You should write to FOI Team, Gambling Commission, 4th floor, Victoria Square House, Victoria Square, Birmingham, B2 4BP or by reply to this email. 

Please note, internal review requests should be made within 40 working days of the initial response. Requests made outside this timeframe will not be processed.

If you are not content with the outcome of our review, you may then apply directly to the Information Commissioner (ICO) for a decision. Generally, the ICO cannot make a decision unless you have already exhausted the review procedure provided by the Gambling Commission. 

It should be noted that if you wish to raise a complaint with the ICO about the Commission’s handling of your request for information, then you are required to do so within six weeks of receiving your final response or last substantive contact with us.

The ICO can be contacted at: The Information Commissioner’s Office (opens in a new tab), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Information Management Team
Gambling Commission

Files

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