Contract Register 646/2025
FOI Reference: 646/2025
Request:
1. Contract Register
Please provide a complete and current extract of your organisation’s contract register or equivalent database. We are not asking you to compile new information or manually populate missing fields – we simply request the register in its existing form, preferably in Excel or CSV format. Where available, we are particularly interested in the following fields (though this is not a strict requirement):
- Contract Title
- Supplier Name
- Estimated Spend (Total or Annual)
- Contract Duration and Total Period (including extensions)
- Contract Start and Expiry Dates
- Review Date
- Contract Description
- Contract Owner (Name, Job Title, Contact Details if available)
- Contract Notes
- Managing Department
- Award Date
- Participating Organisations
- Procurement Category
- Framework or Tender References
- Central Purchasing Body
- Classification Codes (CPV, Pro-Class, etc.)
Please don’t spend time populating these fields if they aren’t readily available – we welcome receiving the raw register as it exists in your system.
2. Total Number of Active Contracts
Please confirm the total number of contracts currently listed as active.
3. Procurement Strategy (2025/2026)
Please provide your organisation’s Procurement Strategy for 2025/2026.
- If this is part of a multi-year strategy (e.g., 2024–2028), please provide the most recent version covering 2025/2026 or indicate when this will be available.
- If any parts are redacted, please identify the redacted sections and the reason.
4. Contact Information
If possible, please provide the name, job title, phone number, and email address for the following roles:
- Responsible officer for API access or data sharing (if applicable)
- Individual managing the contract register
- Finance Director
- Head/Director of Procurement or Purchasing
- Head/Director of ICT
- Head of Estates and Facilities
- Relevant Committee Member, Councillor, or Board Member for Procurement/Finance
If direct contact details are restricted due to GDPR, please indicate the best department or method of contact.
5. Additional Notes
- If your contract register is available via an online portal, please ensure all records are accessible (as some portals may only show summary data).
- If your organisation uses a contract management system or CRM, please confirm whether it allows for data exports.
- If you intend to withhold spend figures, please note that we are requesting n overall total or indicative spend only – not a line-by-line financial breakdown.
Response 1:
In regards to question 1, I have determined that in relation to question 1 of your request the following exemption applies:
Section 14(1) – Vexatious Requests:
Section 1(1) does not oblige a public authority to comply with a request for information if the request is vexatious. Under S.14 (1) there is no requirement to conduct a public interest test and no requirement to provide any information or to confirm or deny whether the information is held.
I have taken cognisance of the Information Commissioners guidance on Vexatious requests which can be found at:
https://ico.org.uk/for-organisations/foi/freedom-of-information-and-environmental-information-regulations/section-14-dealing-with-vexatious-requests/
ICO guidance on the subject states:
‘Section 14(1) may be used in a variety of circumstances where a request, or its impact on a public authority, cannot be justified. Whilst public authorities should think carefully before refusing a request as vexatious, they should not regard section 14(1) as something which is only to be applied in the most extreme of circumstances.
In cases where the issue is not clear-cut, the key question to ask is whether the request is likely to cause a disproportionate or unjustified level of disruption, irritation or distress. This will usually be a matter of objectively judging the evidence of the impact on the authority and weighing this against any evidence about the purpose and value of the request. The public authority may also take into account the context and history of the request, where this is relevant.’
One of the indicators for identifying potentially vexatious requests is:
“Burden on the authority - The effort required to meet the request will be so grossly oppressive in terms of the strain on time and resources, that the authority cannot reasonably be expected to comply, no matter how legitimate the subject matter or valid the intentions of the requester”
Accordingly, I have classified your request as vexatious under section 14(1).
Our evidence and considerations in applying S14, against this backdrop is as follows:
Firstly, Freedom of Information legislation is designed to provide opportunities whereby the public can shine a torch on the decision making and workings of a public authority. However, this does not mean that information has to automatically be disclosed. To do so without significant thought process would be reckless and, in this case, could lead to the disclosure of exempt information.
In relation to question 1, each and every of the 421 logged entries in the Contracts Register would need to be manually reviewed with careful consideration with a view to identifying harm in disclosure and redacting the exempt information accordingly. Any potentially exempt information cannot easily be isolated because it is scattered throughout the requested material. The Freedom of Information team would have to carefully examine each entry to identify the harm, if any, and apply redactions accordingly. The information would need to be reviewed by a member of the Freedom of Information Team with various internal Departments, so that the correct exemptions could be applied, and the public interest test carried out, where applicable.
It is impossible to quantify the length of time this task would take but we can safely say that it would be in excess of what could be reasonably expected to complete the initial review alone. It is not in the public interest to detract resources from a small team (2.5 Full Time Employees) with a high workload whose main function is the core policing purpose of adhering to the Freedom of Information legislation. Such an abstraction would negatively affect this purpose. I have identified that question 1 of this request would require an unreasonable amount of time to complete.
By way of assistance, the Procurement Manager has asked me to provide you with the following link which you may find useful:
https://sell2.in-tend.co.uk/blpd/contracts
Response 2:
I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.
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Response 3:
I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.
Please see attachment - Southern Wales Police Forces Collaborative Commercial and Procurement Strategy 2020-2025
Response 4:
I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.
Responsible officer for API access or data sharing (if applicable)
Debby Jones, Information Manager/Data Protection Officer
Tel: 01267 617132
e-mail: [email protected] or [email protected]
Individual managing the contract register
Faye Ryan, Head of Procurement and Contracts Procurement
email: [email protected]
Telephone Symudo/Mobile: 07989155594 | Rhif ffôn +44 1267 617211 x67211
Head/Director of Procurement or Purchasing
Faye Ryan, Head of Procurement and Contracts Procurement
email: [email protected]
Telephone Symudo/Mobile: 07989155594 | Rhif ffôn +44 1267 617211 x67211
Finance Director
Edwin Harries, Director of Finance- ACPO
email: [email protected]
Telephone +44 1267 617211 x23003
Head/Director of ICT
Stephen Havard, Head of ICT
email: [email protected]
Telephone +44 1267 617211 x23400
Head of Estates and Facilities
Heddwyn Thomas, Head of Estates
email: [email protected]
Telephone Mobile: 07815 911516
Relevant Committee Member, Councillor, or Board Member for Procurement/Finance
Not within Dyfed-Powys Police.
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 06/08/2025)
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