Mobile Device Useage

 

1) Please confirm the number of mobile phones or smartphones that are in use by the organisation. 

The current number of mobile phones and smartphones in use by the organisation is circa 3,300.

2) The Name of the Organisation who acts as your mobile airtime service provider. (If multiple contracts are set up please confirm each specific provider).

EE for the majority of requirements.  Vodafone & O2 where there is no EE reception.

(a) the date the aforementioned contract(s) started.  2012.

(b) the date the aforementioned contract(s) ends.

Devon County Council (DCC) are on a rolling contract and there is the intention to go out to tender.  However, a number of factors need to be concluded before this takes place as it will have an impact on this contract.  Considerations include ‘bring your own device’, the introduction of calls made by Skype and Window’s mobile phone hardware.  All these raise questions over future needs, platform and volumes.

(c) the date the contract(s) will be reviewed (prior to termination / new contract).

Based on 2(b) (above), it is our intention to go out to tender.  However, these factors need to be considered and strategic direction set before going to the market.

3) Are mobile phones and smart phones purchased separately or ‘bundled’ as part of the airtime agreement (via a technology fund for example)?

Currently separate, but under the new contract will be bundled.

3.1) If handsets are procured separately, please provide details of how many mobile phones or smart phones have been purchased during the previous three years. (Please detail physical number of devices acquired.) 

Unfortunately, DCC is unable to supply you with this data under Section 12 of the Freedom of Information Act.  Under the Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulations 2004 public authorities are not obliged to comply with requests which exceed the cost limit of £450 (equating to 18 hours of time).

Although the phones are currently purchased under two separate contracts, all data is stored on one report and also includes other non-phone devices such as i.pads, Windows 10 and Data Sims.  In addition, for phones, the model number is provided rather than an indication of whether or not it is a smart phone.

To extract the requested information would therefore entail reviewing each entry individually to identify whether or not it relates to a smart phone.  We estimate that there are in the region of 3,600 entries on each monthly report, so to review a month’s worth of entries at roughly 2 minutes per entry would take in the region of 120 hours.  For the three years in question, all 36 reports, each containing a similar number of entries, would all need to be individually reviewed – 36 x 120 = 4,320 hours.

Clearly this takes us well in excess of the 18 hours which public authorities are required to spend responding to FOI requests.

However, should you wish to refine your request to enable it to sit within the cost limit as defined above, we would be happy to review your request.

3.2) If Handsets are procured separately please could you confirm if the devices are leased, rented or purchased outright. 

Leased, rented and purchased outright.

3.3) Does the organisation make ad-hoc purchases for Handsets during the normal contractual term.    

Yes.
3.4) Is the procurement process under a specific framework or does the organisation work independently of such a framework? Please provide details of framework if necessary. 

All options will be considered before going out to the market.

4) What happens to mobile devices (Phones and Tablets) at the end of the contract term, or alternatively at the point of retirement?

Phones and tablets are normally retired when they are end of life and of little or no value.  They are then recycled.

5) Please provide full details of the person who is ultimately responsible for the Airtime Contact. (Please include: Name, Position, E-mail address, Contact Phone Number. Office Location).

Gavin Punchard MCIPS

Procurement Category Manager

Technology & communications

Digital Transformation and Business Support

Devon County Council, Room 120,

County Hall, Topsham Road, Exeter, EX2 4QD

(01392) 383000

6) Please provide full details of the person who is ultimately responsible for the Procurement of Mobile Devices. (Please include: Name, Position, E-mail address, Contact Phone Number. Office Location.

Gavin Punchard MCIPS

Procurement Category Manager

Technology & communications

Digital Transformation and Business Support

Devon County Council, Room 120,

County Hall, Topsham Road, Exeter, EX2 4QD

(01392) 383000

7) What is the current method for Insuring your mobile devices in the event of loss, damage or theft?

Phones are not insured, and are replaced as and when required.