Dear Mr Parker
FREEDOM OF INFORMATION ACT 2000
I refer to your email of 13th May 2014. We are dealing with this under the terms of the Freedom of Information Act 2000. I have reproduced the contents of that e-mail below for ease of reference.
The DfT publication at https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/285101/dft-gpc-spend-201312.csv/preview shows that £2,564.73 was spent on 27 Sat Navs and carry cases in December 2013.
I would like you to provide me with the following information:
1) The VOSA/DVSA policy on where and how this type of equipment should be bought.
2) All recorded information on why the decision was chosen to buy from Halfords.
3) All recorded information on the make/model of the sat navs.
4) All recorded information on what cheaper alternatives were considered and why these were not suitable.
Currently the Driver and Vehicle Standards Agency (DVSA) is engaging on the Next Generation Testing Project (NGT). This will provide an enhanced and flexible testing service for lorries and buses in the UK. A trial of the NGT Project started in South Wales and parts of Herefordshire and the West Midlands in April 2014. For the trial, a limited amount of equipment was purchased including the sat navs. These are for the use of the Vehicle Standards Assessors, to ensure they can travel quickly and efficiently to and between the various Authorised Test Facilities.
A basic specification for the sat navs had been developed, including life time map updates. After extensive internet research and using the experiences of colleagues who travel extensively, the most suitable equipment was identified.
Attempts were made to use the government e-market place to make this purchase, which is our normal procurement route. However, it was not possible to purchase the equipment this way, and alternative procurement methods were investigated. After further internet research, it was found that the most effective procurement method, in terms of cost and staff time was Halfords. They were able to supply the full quantity required the next day, and offered the most competitive purchase price.
Therefore, due to the trial requiring a limited amount of sat navs, and Halfords offering the most suitable procurement method and price, the decision was taken on this occasion to purchase 27 Garmin Nuvi 42 LM sat navs from Halfords.
The individuals that require these satellite navigation devices are mobile travelling to various disparate locations to support the NGT pilot activity. The NGT pilot was to launch in January 2014 and the requirement was for all individual equipment to be available for this date.
Former VOSA has a published Procurement policy (see attached) in line with the DfT Procurement Manual. Please see following extract and link. DfT(C) Procurement Manual
This manual is made available as a reference point and although VOSA’s procurement policy is based on this manual there are areas where VOSA differs from DfT(C), i.e. sub EU purchasing thresholds, financial and contractual delegations, Government Procurement Cards (GPC/Visa) and disposals.
Listed below are VOSA’s purchasing thresholds;
Below / £50 / No quotes requiredBetween / £50 / - / £1,000 / 1 verbal quote
Between / £1,000 / - / £2,000 / 3 verbal quotes
Between / £2,000 / - / £3,000 / 3 written quotes
Over / £3,000 / Procurement Unit
Over / £90,000 / Procurement Unit (OJEU)
Please note that these figures are for the whole life value of the purchase, including purchase, consumables, maintenance and disposal.
This policy permits purchases below £3000 to proceed without the systematic involvement of the Procurement team with 3 written quotations.
Notwithstanding the above, securing products from the e market place (hosted by Procserve) or via framework agreements is the default preferred procurement method. Previous purchases of similar items in 2012 using the Sprint ii framework had cost approx. £130 per unit for greater quantities than were now required.
Upon investigation it was determined there were no suitable items available by the required timescale hence the framework route were not pursued. Other sources were therefore investigated consistent with our Procurement Policy including using the internet to seek local prices and availability. The available quotations and offers were reviewed and the devices from Halfords (c/w a lifetime mapping update and carry cases) at £94.99 per unit were considered to offer the best value for money.
These were purchased using a GPC card in December 2013 and made available in time for the NGT pilot project launch in January 2014.
If you are unhappy with the response provided, you may ask for an internal review. To request an internal review, please write within two calendar months from the date of this letter to:
DVSA Corporate Office,
Berkeley House,
Croydon Street,
Bristol,
BS5 0DA
or email
giving the reasons for your dissatisfaction. It will help us if you quote the reference number for your case.
If you do not agree with the outcome of the internal review, you may lodge an appeal with the Information Commissioner (www.informationcommissioner.gov.uk). The Information Commissioner is an independent official appointed by the Crown to oversee the Data Protection Act 1998, the Freedom of Information Act 2000 and the Environmental Information Regulations 2004.
The Information Commissioner can consider complaints about any aspect of the way in which requests for information have been handled. Please note: the Information Commissioner would be unlikely to consider your complaint if you have not first requested an internal review.
You can write to the Information Commissioner at:
The Information Commissioner’s Office
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire
SK9 5AF
DVSA publishes responses to requests made under the Freedom of Information Act 2000 which may be of wider interest in a disclosure log on our website. This runs from 1st January 2012, and can be found by clicking on the following link
http://www.dft.gov.uk/vosa/contactus/freedomofinformationdisclosures/freedomofinformationdisclosures.htm. Disclosures made before this date (from 2005 onwards) have been archived, but can still be accessed by clicking on the following link http://webarchive.nationalarchives.gov.uk/20121205171206/http://www.dft.gov.uk/vosa/contactus/freedomofinformationdisclosures/freedomofinformationdisclosures.htm
If you have any queries about this letter, please contact us, quoting reference F0005656.
Yours sincerely
DVSA Information Access Team