The Gambling Commission’s approach to facilities management

Request

I would be most grateful if you would provide me, under the Freedom of Information Act, the following information regarding your facilities management approach:

1. How are facilities management services (hard FM, soft FM or TFM) handled across your estates?
2. If any services are outsourced, which services and to which suppliers?
3. What are the start dates and durations of these contracts, including the end date, and which services are included in each?
4. What are the values of the contracts?
5. Is there an extension clause in the contract(s) and if so, what is the duration of the extension?
6. Has a decision been made yet on whether the contract(s) are being either extended or renewed?
7. What is the job title of the senior officer (outside of procurement) responsible for the contract(s)?
8. Do you utilise any outsourced helpdesk or FM integrator services? If so, with which supplier(s)?
9. Which software solution(s) are used to manage your corporate property/assets including facilities management (CAFM)?

Response

Thank you for your request regarding the Gambling Commission’s approach to facilities management. This request has been processed under the Freedom of Information Act 2000 (FOIA).

Firstly it should be noted that the Gambling Commission have one office located in an office building. where we are a tenant.

The Gambling Commissions responses to your enquiries are as follows:

1. How are facilities management services (hard FM, soft FM or TFM) handled across your estates?

The Gambling Commission have one office located in an office building, where we are a tenant. As such our requirement for facility management services is limited.

2. If any services are outsourced, which services and to which suppliers?
3. What are the start dates and durations of these contracts, including the end date, and which services are included in each?
4. What are the values of the contracts?
5. Is there an extension clause in the contract(s) and if so, what is the duration of the extension?

The following table contains information falling within scope of questions 2 – 5 of your request:

Contractor details

Contract number (CN)	Description	Contractor	Start date	Initial expiry date	Extension option (years)	Maximum contract end date	Estimated annual contract value (including VAT)
20-001	Office supplies	Banner Business Supplies	4 January 2021	3 January 2024	1	3 January 2025	£25,000
22-019	Confidential waste collection	Restore Datashred	1 March 2013	1 March 2024	1	1 March 2025	£3,744
21-022	Planned and reactive maintenance	Phosters	4 January 2022	12 December 2024	0	12 December 2024	£10,000
21-031	Cleaning services	Ideal cleaning	1 July 2021	30 June 2024	0	30 June 2024	£61,000

6. Has a decision been made yet on whether the contract(s) are being either extended or renewed?

• The Cleaning Contract has recently been retendered. We are in the process of evaluating the bids we have received.
• The Reactive Maintenance contract will be retendered later this year.
• The Stationery Contract will likely to be a Direct Award under the CSS Framework Agreement RM6299 (Office Solutions).
• The Confidential waste contract will likely be extended.

7. What is the job title of the senior officer (outside of procurement) responsible for the contract(s)?

The job title of the person from within the organisation responsible for these contracts is - Head of IT & Facilities alongside our Procurement Manager. Any enquiries can be directed to: procurement@gamblingcommission.gov.uk

8. Do you utilise any outsourced helpdesk or FM integrator services? If so, with which supplier(s)?

No. As such there is no information held falling within the scope of this part of your request.

9. Which software solution(s) are used to manage your corporate property/assets including facilities management (CAFM)?

We do not use a software solution, as such there is no information held within the scope of this part of your request.

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