Contracts

Every month the Councils receive a number of Freedom of Information Requests regarding our ICT Support and Maintenance contracts. The list below details all our current contracts, and includes:

• The supplier name
• A description of the product or service
• The start and end date of the contract
• The cost of the product or service

This list will be updated regularly as contracts change.

For more information, please contact mike.ward@swdevon.gov.uk.

You can also see our ICT FOI Library.

The costs below relate to the overall cost which is shared between South Hams and West Devon Councils.

1. Office and building cleaning - Service contract that is focused around office, commercial and building cleaning services 

• a) Supplier/provider of the services: Devon Cleaning South Hams Ltd
• b) Total annual spend: £62,202.40
• c) Description of services provided: Office Cleaning
• d) Number of sites the contract covers: 2 sites
• e) Contract start date: 01 April 2024
• f) Contract expiry date: 31 March 2027
• g) Contract duration: 3 year contract, with possible 2 year extensions 

2. Lift service and maintenance - Service contract for lift service and maintenance 

• a) Supplier/provider of the services: Kone
• b) Total annual spend: £3,500
• c) Description of services provided: Service quarterly two passenger lifts
• d) Number of sites the contract covers: 1 site
• e) Contract start date: 01 Nov 2022
• f) Contract expiry date: 31 Oct 2025
• g) Contract duration: 3 years 

3. Food - Service contract that is focused around catering services: No contract in place.
 
4. General waste services contracts - Undertaken in-house. No contract in place.

5. Laundry services - Where clothes and linen can be washed and ironed:

• a) Supplier/provider of the services: Johnsons Apperalmasters
• b) Total annual spend: £1,837.13
• c) Description of services provided: Provision of weekly replacement of roller towels and tea towels
• d) Number of sites the contract covers: 1 site
• e) Contract start date: 01 Apr 2011
• f) Contract expiry date: N/A
• g) Contract duration: 2 yearly rolling contract

6. Fire equipment services - Providing fire safety equipment, servicing and risk assessments 

• a) Supplier/provider of the services:
  • (i) Fire and EML: Fullstop Fire and Security
  • (ii) Fire Risk Assessment: In-house
• b) Total regular annual spend: £3,993
  • (i) Annual Servicing: £3,993
  • (ii) Fire Risk Assessment: N/A
• c) Description of services provided: Fullstop Fire and Security- Providing and maintaining fire safety equipment
• d) Number of sites the contract covers: 6 sites
• e) Contract start date:
  • (i) Fullstop Fire and Security: 24 Jun 2024
• f) Contract expiry date:
  • (i) Fullstop Fire and Security: 23 Jun 2027
• g) Contract duration:
  • (i) Fullstop Fire and Security: 3 years
• h) Contract:
  • (i) Fullstop Fire and Security: Quotes

7. HVAC - Heating, ventilation and air conditioning 

• a) Supplier/provider of the services:
  • (i) Heating: Cannings, KK Controls, DR Hambly, Blue Flame Services and Treco
  • (ii) Ventilation and air conditioning: Bartletts, KK Controls and Five Star Maintenance
• b) Total regular annual spend: Approx. £8,000.
  • (i) Annual Servicing: £3,000.
  • (ii) Annual Servicing: £5,000.
• c) Description of services provided:
  • (i) Providing and maintaining heating systems
  • (ii) Providing and maintaining ventilation and air conditioning systems
• d) Number of sites the contracts cover: 4 sites
• e) Contract start date:
  • (i) Treco: 3 Aug 2024; Cannings, KK Controls, DR Hambly, Blue Flame Services: No fixed contract
  • (ii) Bartletts: 18 Feb 2014; KK Controls, Five Star Maintenance: No fixed contract
• f) Contract expiry date:
  • (i) Treco: 2 Aug 2029
  • (ii) Bartletts: Oct and Mar 2025
• g) Contract duration:
  • (i) Treco: 5 years
  • (ii) Bartletts: 1 year rolling contract
• h) Contract:
  • (i) Treco: Quotes
  • (ii) Bartletts: Quotes

Contact Details

Responsible Officer:
Gavin Priest,
Principal Building & Facilities Officer,
01803 861529, gavin.priest@swdevon.gov.uk

South Hams District Council and FCC Environment have mutually agreed that the contract for waste, recycling, street and toilet cleaning services has ended from the beginning of October 2022. From 3 October 2022, the council now operates these services in-house.

The Council holds information in relation to financial payments and contractual deductions to FCC, but has deemed that this information should not be disclosed pursuant to Regulation 12(5)(e) Commercial or industrial information of the Environmental Information Regulations 2004.

A Public Interest Test was undertaken to determine whether the information should be released and the conclusion of this can be found below:

Reasons for disclosure:

• Disclosure of this information would promote general openness and transparency by the Council
• Allow the public to understand the Council's decision-making processes
• Allow the public and council tax payers to understand how finances are spent
• Allow the public a better understanding in relation to the contract for Waste Collection and Recycling, Street Cleansing, Toilet Cleaning Service

Reasons for non-disclosure:

The public interest in not disclosing the information relating to financial payments and contractual deductions within the contract for Waste Collection and Recycling, Street Cleansing, Toilet Cleaning Service. The disclosure of this information will adversely affect the commercial interests of the Council at a time when Council resources are under pressure.

In order for Regulation 12(5)(e) to be applicable, the ICO states that a number of conditions must be met. These are:

• Is the information commercial or industrial in nature?
• Is the information subject to confidentiality provided by law? Is the confidentiality provided to protect a legitimate economic interest?
• Would the confidentiality be adversely affected by disclosure?

Is the information commercial or industrial in nature?

The information is commercial in nature as it relates to the commercial activity relating to delivering a contract for Waste Collection and Recycling, Street Cleansing, Toilet Cleaning Service. This is a provision of goods and services. Releasing information relating to financial payments and contractual deductions within the contract would place these figures into the public domain.

Is the information subject to confidentiality provided by law and is the confidentiality provided to protect a legitimate economic interest?

The financial payments and contractual deductions within the contract were negotiated with the contractor on the understanding that they would remain confidential. The contract was signed between the two parties on this basis. This can be found under Schedule 12 3.4, Form 4: Commercially Sensitive Information, of the contract. This would have been the same for any company tendering for the contract. These tender competitions are extremely competitive, with extremely tight margins between being successful in winning a contract and not.

The information relating to financial payments and contractual deductions agreed between the contractor and council is neither trivial, nor in the public domain. The Council believe that it is subject to a common law duty of confidence in relation to the figures agreed during the competitive tender process.

Would the confidentiality be adversely affected by disclosure?

As the first three elements of this exception are established, the Council consider that it is inevitable that this element is also met. Disclosure of the truly confidential information into the public domain would inevitably harm the confidential nature of the information by making it publicly available. It would also harm the legitimate economic interests that have been identified.