Request for information - Ref No: FOI211008
Request
Thank you for your email of 29 April 2021, requesting information from Ordnance Survey in accordance with the Freedom of Information Act (FOIA) 2000, as set out in the extract below:
“Please can you assist me through the Freedom of Information in providing an update on the information:
- Please state the number of printers currently within the organization, including a breakdown of number MFD´s, printers & photocopiers.
- Please state the number of devices that are A3 compatible.
- What percentage of your fleet is printed in colour vs mono?
- In terms of usage, what is your monthly page volumes?
- Who are the main manufacturers for the printers (hardware)?
- Who is your preferred supplier for Hardware?
- Who are the main supplier(s) of print consumables (Toner, spares, etc)?
- What is the approximate spend on printers and consumables during the last year?
- What Framework (if any) do you use for your print consumables (toners, inks)
- What are the start and end dates for the managed print contract in your organization (if applicable to the MFD´s)?
- Which procurement route or framework was used to procure this service?
- The named person and their role in your organization in charge of the procurement for Print Hardware
- The named person and their role in your organization in charge of any managed print contracts.
- The named person and their role in your organization in charge of procurement for Print supplies (toner and ink)”
Our response
I confirm that Ordnance Survey does hold some of the information you have requested.  Where the information is not held or exempt from disclosure this is stated. 
Taking each request in turn, I confirm the following:
1. Please state the number of printers currently within the organisation, including a breakdown of number MFD´s, printers & photocopiers.
Printers: 18
Photocopies: 21 (built into devices)
Print room / reprographics: 3
2. Please state the number of devices that are A3 compatible.
All 21 photocopiers
3. What percentage of your fleet is printed in colour vs mono?
We do not hold this information. Please note that mono is default setting
4. In terms of usage, what is your monthly page volumes?
Monthly page volume for April is 86,236 (this figure will change month to month depending on requirements).
5. Who are the main manufacturers for the printers (hardware)?
Canon / Konica Minolta
6. Who is your preferred supplier for Hardware?
Printers: Canon UK Ltd
Print room / reprographics: Konica Minolta
7. Who are the main supplier(s) of print consumables (Toner, spares, etc)?
We procure our consumables through CBRE Managed Services Ltd.
8. What is the approximate spend on printers and consumables during the last year?
Printers: Approximately £32,427.04
Print room / reprographics: Approximately £96,440 (Rent and Service)
9. What Framework (if any) do you use for your print consumables (toners, inks)
Under the Facilities Management contract
10. What are the start and end dates for the managed print contract in your organization (if applicable to the MFD´s)?
Printers: March 2016 - March 2022
Printroom: September 2018 - April 2024
11. Which procurement route or framework was used to procure this service?
Printers: CCS Framework RM1599
Printroom: CCS Framework RM3781
12. The named person and their role in your organisation in charge of the procurement for Print Hardware
The role is the Procurement & Contract Manager
The information relating to the named person is held by Ordnance Survey but is exempt from disclosure under section 40(2) (personal information) of the FOI Act, as the information constitutes personal data. Section 40(2) provides that personal data is exempt information if one of the conditions set out in section 40(3) is satisfied. In our view, disclosure of this information would breach the data protection principles contained in the General Data Protection Regulations and Data Protection Act 2018.
In reaching this decision, we have particularly considered:
- the reasonable expectations of the employees: given their positions, Ordnance Survey considered that none of the individuals would have a reasonable expectation that their personal data would be disclosed;
- the consequences of disclosure; and
- any legitimate public interest in disclosure.
Section 40(2) is an absolute exemption and therefore not subject to the public interest test.
However, under the duty to provide information and assistance in accordance with section 16 of FOIA, we can provide the following information which may assist you in this matter.
You can find out information in relation to our procurement process on our website in our procurement pages, there is a ‘contact us’ form.
13. The named person and their role in your organisation in charge of any managed print contracts.
See our response to question 12
14. The named person and their role in your organisation in charge of procurement for Print supplies (toner and ink)
See our response to question 12
Internal review
Your enquiry has been processed according to the Freedom of Information Act (FOIA) 2000. If you are unhappy with our response, you may request an internal review with our Internal Review Officer by contacting them, within two months of receipt of our final response to your Freedom of Information (FOI) request, as follows:
Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS
Please include the reference number above. You may request an internal review where you believe Ordnance Survey has:
- Failed to respond to your request within the time limits (normally 20 working days)
- Failed to tell you whether or not we hold the information
- Failed to provide the information you have requested
- Failed to explain the reasons for refusing a request
- Failed to correctly apply an exemption or exception
The Internal Review Officer will not have been involved in the original decision. They will conduct an independent internal review and will inform you of the outcome of the review normally within 20 working days, but exceptionally within 40 working days, in line with the Information Commissioner’s guidance.
The Internal Review Officer will either: uphold the original decision, provide an additional explanation of the exemption/s applied or release further information, if it is considered appropriate to do so.
Appeal to Information Commissioner’s Office (ICO)
If, following the outcome of the internal review you remain unhappy with our response, you may raise an appeal, within three months of receiving our response, with the Information Commissioner’s Office.
Further information can be found on the ICO website (ico.org.uk) under ‘Report a concern’ or you may wish to call the ICO helpline on 0303 123 1113.