I am writing in respect of your recent application of 11 February 2013, for the release of information held by the Civil Aviation Authority (CAA).

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1 Finance and Corporate Services Information Management 11 March 2013 FOIA reference: F Dear XXXX I am writing in respect of your recent application of 11 February 2013, for the release of information held by the Civil Aviation Authority (CAA). Your request: Could you please send me the following information with regards to the organisation s Mobile Phone contract(s): 1. Existing Supplier(s) - If there is more than one supplier please split the contract up including the contract value, number of users, duration, contract dates and internal contact details. 2. Total contract value- If there isn t a total contract value please cans you provide me with the latest annual spend on mobile phone for each network provider. 3. Number of Users- Number of connections for each network provider. 4. Duration of the contract- please state if the contract also include contract extensions for each provider. 5. Call off Contract/Framework Agreement Start Date- please provide me with information on when the framework commenced and include the month and year and day if possible for each network provider. 6. Call off Contract/Framework Agreement Expiry Date- please provide me with information on when the framework expires and include the month and year and day if possible for each network provider. 7. Contract/Framework Agreement Review Date- please provide me with the month and year and day if possible of when the organisation plans to review it mobile phone contracts for each network provider. 8. The person within the organisation responsible for this particular contract. Can you send me the full contact details Contact Name, Job Title, Contact Number and direct address for each network provider. Civil Aviation Authority Aviation House GW Gatwick Airport South Crawley West Sussex England RH6 0YR Telephone

2 9. If the has more than one supplier can you please split the contract into to so they show information for both supplier including, total contract value, users, duration, and the other dates. Can you also send me the organisation's telephone maintenance contracts for both PBX and VOIP maintenance: 1. Supplier(s) Name(s),Total Contract Value 2. Hardware Brand 3. Application(s) running on PBX/VOIP 4. Duration- including any extension periods. 5. Expiry Date 6. Number of Users 7. Contract Review Date 8. Contact/job title responsible for this contract (Full Contact Details contact name, actual job title, direct contact number and direct address. 9. If there is more than one provider for telephone maintenance can you please provide me all the individual contract information for each supplier. 10. If this is a new contract or a new supplier please can you provide me with a short list of suppliers that bid on this service/support contract. Our response: Page 2 In assessing your request in line with the provisions of the Freedom of Information Act 2000 (FOIA), we are able to provide the information below. Regarding your request for information relating to Mobile phone contracts: 1. The CAA has two mobile phone providers; principally Vodafone and secondly O2. 2. Vodafone Contract The CAA uses Government Procurement Service ( GPS ) mobile phone framework for a majority of its CAA mobile phone requirements. The estimated value per annum is 480,000. The CAA will shortly be moving to an alternative GPS framework (PSN) which will significantly reduce spend as tariffs will be fixed and all encompassing of calls and texts. The impact on spend is not currently confirmed, however variable spend (e.g. calls and text charges likely to significantly reduce, with a slight reduction on some tariffs). O2 Contract The CAA holds a business account with an estimated annual spend of 2, In relation to the Vodafone Contract, currently there are 539 connections to multiple devices used by CAA employees. The O2 contract includes 8 connections.

3 Page 3 4. Every connection is subject to a 24 month contract, therefore, all of these contracts have different expiry dates. Thereafter, the CAA has right to renew contracts for a further 24 month period until the expiry of the GPS framework. The latest expiry date is estimated to be February 2015 in relation to the Vodafone contract and November 2014 in relation to the O2 contract. 5. The Vodafone contract has always been with GPS and began in approximately August The CAA is currently moving to the GPS PSN framework for all Vodafone connections which expires in July The O2 contract commenced in January 2012, taking the latest connection addition into account, this contract will expire in November See answer 5 above 7. The Vodafone contract is currently being reviewed. As stated above the CAA will be moving to the GPS PSN framework, the O2 contract will be reviewed in November Kerry Simmons, Head of Procurement, 9. Answered in response to questions above. Regarding your request for information relating to telephone maintenance contracts for both PBX and VOIP maintenance: 1. The CAA has a contract with NEC UK which has a total value of 40k per annum. 2. The hardware brands used are NEC is3000 series + Contact Centre Professional. 3. The CAA uses the traditional (TDM). 4. The duration of this contract is 01/04/ /03/2013 renewed on an annual basis. 5. The expiry date is 31/03/2013 and is automatically renewed. 6. Currently there are 1,000 users within the CAA. 7. The contract review date is 01/04/ Steve Lay, Telecoms & Environment Manager, 9. N/A. 10. N/A.

4 Page 4 If you are not satisfied with how we have dealt with your request in the first instance you should approach the CAA in writing at:- Mark Stevens External Response Manager Civil Aviation Authority Aviation House Gatwick Airport South West Sussex RH6 0YR The CAA has a formal internal review process for dealing with appeals or complaints in connection with Freedom of Information requests. The key steps in this process are set in the attachment. Should you remain dissatisfied with the outcome you have a right under Section 50 of the Freedom of Information Act to appeal against the decision by contacting the Information Commissioner at:- Information Commissioner s Office FOI/EIR Complaints Resolution Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Should you wish to make further Freedom of Information requests, please use the e-form at Yours sincerely Rick Chatfield Information Rights and Enquiries Officer

5 Page 5 CAA INTERNAL REVIEW & COMPLAINTS PROCEDURE The original case to which the appeal or complaint relates is identified and the case file is made available; The appeal or complaint is allocated to an Appeal Manager, the appeal is acknowledged and the details of the Appeal Manager are provided to the applicant; The Appeal Manager reviews the case to understand the nature of the appeal or complaint, reviews the actions and decisions taken in connection with the original case and takes account of any new information that may have been received. This will typically require contact with those persons involved in the original case and consultation with the CAA Legal Department; The Appeal Manager concludes the review and, after consultation with those involved with the case, and with the CAA Legal Department, agrees on the course of action to be taken; The Appeal Manager prepares the necessary response and collates any information to be provided to the applicant; The response and any necessary information is sent to the applicant, together with information about further rights of appeal to the Information Commissioners Office, including full contact details.

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