Fleet maintenance contact 643/2025

FOI Reference: 643/2025

Request

1. Please provide the name, job title, email address, and phone number of the person(s) responsible for procurement or contracts for vehicle fleet maintenance and / or vehicle glass replacement?
2. Please can you advise the number of cars, LCV's and HGV's on your fleet?
3. Please also provide the annual volume of glass items that you; replace or repair, and also the number of ADAS recalibrations that you undertake each year?
4. Please provide the £ value that you spent on vehicle glass replacement, repair and recalibration over the past 12 months?
5. Please can you advise when you will be looking to go to tender for vehicle glass replacement, repair and recalibration services?

Response

Section 1 of the Freedom of Information Act 2000 places two duties on public authorities. Unless exemptions apply, the first duty at Section 1(1) (a) is to confirm or deny whether the information specified in a request is held. The second duty at Section 1(1) (b) is to disclose information that has been confirmed as being held.

Where exemptions are relied upon Section 17 of the Freedom of Information Act 2000 requires Dyfed Powys Police, when refusing to provide such information (because the information is exempt) to provide you the applicant with a notice which:   (a) states that fact, (b) specifies the exemption in question and (c) states (if that would not otherwise be apparent) why the exemption applies.

I can confirm that Dyfed-Powys Police does hold the information you have requested. However, we are withholding the whole of the requested information since we consider that the Section 12(1) exemption the Cost of Compliance exceeds the Appropriate Limit applies to it.

Section 12 (1) – The cost of compliance exceeds the Appropriate Limit

Section 12(1) states: “…Section 1 (1) does not oblige a public authority to comply with a request for information if the authority estimates that the cost of complying with the request would exceed the appropriate limit.”

The cost of providing you with the information requested in respect of your request is above the amount to which we are legally required to respond i.e. the cost of locating and retrieving the information exceeds the “appropriate level” as stated in the Freedom of Information (Fees and Appropriate Limit) Regulations 2004. It is estimated that it would exceed 18 hours (i.e. minimum of 24 hours) to comply with this part of your request. The regulations can be located @ https://www.legislation.gov.uk/uksi/2004/3244

The Freedom of Information department has been advised that the information in respect of part of Question 3 of your request is not held in an easily retrievable format. In light of this and in order to accurately obtain the information relative to your request for the time frame stipulated would involve Dyfed Powys Police accessing and manually reviewing 32 records, in order to establish the number of ADAS recalibrations that have been undertaken.

It has also been established that it would take a minimum of 45 minutes to review and obtain the information for a single record in respect of your request. 

The process outlined results in the below time estimate.

32 records x 45 minutes = 24 hours

Time estimate to complete task = 24 hours

In accordance therefore with the Freedom of Information Act 2000, this letter acts as a Refusal Notice for the Whole of this request under Section 17(5) A public authority which, in relation to any request for information, is relying on a claim that section 12 or section 14 applies must, within the time for complying with section 1(1), give the applicant a notice stating that fact.

You may wish to refine and resubmit your request so that it reduces the time shown above to fall within the 18 hours, should you require any further advice in relation to this matter please don’t hesitate to contact the Freedom of Information Unit. Please also be advised that should the request be refined, it does not remove the public authorities right to cite exemptions if relevant.

Although excess cost removes the forces obligations under the Freedom of Information Act to provide any further information, as a gesture of goodwill, I have provided information, relative to question Q1, Q2, part of Q3, Q4 and Q5 of your request which has been easily retrievable and outlined below. I trust this is helpful, but it does not affect our legal right to rely on the fees regulations for the remainder of your request.

Response Q1

Catherine Moore

Fleet Data Analyst and Admin Supervisor

[email protected]

01267 617189

John Gardner

Workshop Supervisor

[email protected]

07970730192

Response Q2

417

Response Q3

In 2024 we repaired 32 windscreens

Sec.12(1) exemption applied to part of this question in relation to the number of ADAS recalibrations that are undertaken each year.

Please note: We have changed our processes so used to do ADAS externally but from April 2025 we now do it internally.

Response Q4

In 2024 this cost £18,804

Response Q5

Call-off start date:                     30th August 2024

Call-off expiry date:                   30th April 2028

Call-off initial period:                 3 Years 8 Months

It should be noted that as a result of the systems adopted by Dyfed-Powys Police in relation to the recording of such information that the information released may or may not be accurate.

(This is a response under the Freedom of Information Act 2000 and disclosed on 11/07/2025)