MS Victoria Ferry being used to house Ukrainian refugees: FOI release

Information requested

Q1 - Q27 below, in respect to the Estonian Victoria Ferry currently being used to house Ukrainian refugees in Leith docks.

1. Was there a debate in Parliament to acquire the Estonian Victoria Ferry and / or to provide a safe haven for Ukrainian refugees, if not, how was the decision taken to acquire it and by whom?
2. Was there a tender process used in the selection of a company to supply a ferry for this purpose, if so, what was it?
3. What other companies were considered and why were the others rejected?
4. Which company was it hired from after the tender process?
5. What previous or other ongoing relationship/s does the Scottish Government have with this company?
6. How much did it cost to hire the Estonian Victoria Ferry to house Ukrainian refugees?
7. How long is the lease of the ferry?
8. What are the ongoing monthly costs to hire the ferry?
9. Is the lease and length of the lease contingent on any specific circumstance, if so, what are they?
10. How many berths are there on the ferry?
11. What is the makeup of the cabins?
12. How many Ukrainian refugees are on board the ferry?
13. What are the demographics of the refugees on board?
14. Are the children attending local schools and if so, how many and how is this funded?
15. Were the refugees fully vetted before being allowed into the country, if so, what did these background checks entail?
16. Are there any convicted criminals listed among the refugees? 
17. How many refugee men are of “fighting age”?
18. Is there security provided for entry / exit to the ferry, if so, who provides it and how much does it cost per month?
19. How many meals are provided per person per day and what do they consist of?
20. What is the cost per person and the total cost of these meals per day / month?
21. Do the refugees receive any daily financial allowances, subventions, “pocket money” or other financial funding, if so, what is the value per person per day / month?
22. Are there any restrictions as to how this money can be spent?
23. Have the refugees been given free bus / rail / travels passes, if so, what are they and what are the costs per person?
24. Are any of the refugees working or allowed to work, if so, how many have jobs?
25. There was a report in the media that the ferry was going to be moved to a different location, is this going to happen, if so, where is it being moved to and when?
26. Where has the money to fund each part of this project come from, which government departments and/or which budgets specifically?
27. What will happen to the refugees when the hostilities in Ukraine are finally over?

Response

Q1. Was there a debate in Parliament to acquire the Estonian Victoria Ferry and / or to provide a safe haven for Ukrainian refugees, if not, how was the decision taken to acquire it and by whom?

In response to question 1, there was no debate in Parliament to acquire the M/S Victoria. This decision was made by Scottish Government Ministers.

The Scottish Government has sourced suitable temporary accommodation for displaced people from Ukraine including hotels, apartments, student accommodation and passenger ships.

Before the first guests boarded the M/S Victoria, a full Joint Assurance Review was undertaken with City of Edinburgh Council and other stakeholders, covering issues like safeguarding and security.

The Scottish Refugee Council and the Ukrainian Consul General were both consulted as part of preparations for displaced people to live aboard the ship. Local health partners were also closely involved in preparations for opening the ship as temporary accommodation. Additionally, in partnership with the City of Edinburgh Council, the Scottish Government engaged with key stakeholders, community groups and third sector partners, including Public Health Scotland, Edinburgh Voluntary Organisations' Council, Volunteer Edinburgh, Scottish Chambers of Commerce, and Capital City Partnership.

Q2. Was there a tender process used in the selection of a company to supply a ferry for this purpose, if so, what was it?

Q3. What other companies were considered and why were the others rejected?

Q4. Which company was it hired from after the tender process?

Q5. What previous or other ongoing relationship/s does the Scottish Government have with this company?

The information you have requested is available from Public Contracts Scotland. Under section 25(1) of FOISA, we do not have to give you information which is already reasonably accessible to you. If, however, you do not have internet access to obtain this information from the website listed, then please contact me again and I will send you a paper copy.

Further to the above, the charter of the ship was contracted by Corporate Travel Management (North) Ltd (CTM) on behalf of Scottish Government. CTM were awarded a contract with a value of up to £100 million with a start date of 8 July 2022 and an end date of 12 December 2024.

CTM are the single source supplier on the Crown Commercial Services (CCS) framework (Travel and Venue Solutions). CCS provide the Scottish Government with access to the procurement framework to contract services which the Scottish Government pays for.

The contract with CTM, which is in the public domain, published on 9 August 2022, is to source and provide travel-related services for displaced people from Ukraine which includes accommodation in hotels and on the M/S Victoria.

Q6. How much did it cost to hire the Estonian Victoria Ferry to house Ukrainian refugees?

Q8. What are the ongoing monthly costs to hire the ferry?

Current costs for the M/S Victoria are £22,498,139.38. These figures are based on invoices paid up to and including 20/10/2022. Some additional service costs (including fuel, laundry, wi-fi etc) are not yet available and will be calculated and paid at the end of the charter.

The ships are comparable per room to the cost of hotels. The costs of the scheme are being responsibly managed in line with the Scottish Government’s normal financial procedures.

Q7. How long is the lease of the ferry?

The M/S Victoria contract started on the 8th July 2022 and is set to end on the 10th January 2023.

Q9. Is the lease and length of the lease contingent on any specific circumstance, if so, what are they?

The length of the lease is contingent on upon approval of visas for the international crew through the UKG visa waiver scheme.

The associated services for the vessel negotiated by CTM are contingent on the lease length. These services include Port Authority, Port Agent, hotel services, coach services and security services.

Q10. How many berths are there on the ferry?

There are a total of 739 cabins available on board the M/S Victoria.

Q11. What is the makeup of the cabins?

There are 340 cabins for 1-2 people, 15 cabins for 3 people and 384 cabins for 4 people.

Q12. How many Ukrainian refugees are on board the ferry?

Q13. What are the demographics of the refugees on board?

In response to questions 12 and 13, as of 12 October, 1319 displaced people from Ukraine were accommodated on board the M/S Victoria. 931 of these were adults and 388 were children under the age of 18.

Q14. Are the children attending local schools and if so, how many and how is this funded?

Local authorities are responsible for the delivery of education and are working hard to ensure they meet the educational and other needs of children arriving into Scotland from Ukraine.

The City of Edinburgh Council has an Education Officer and Education drop in sessions are arranged for the ship as well as signposting to education provision from on-board colleagues and the Council webpage.

As of 12 October, there were 388 children on board the MS Victoria, 297 of whom are aged 6 to 17. These children have been registered at local schools and school buses have been put in place, in addition to the standard shuttle bus that runs throughout the day.

Published statistics of Ukrainian children in education can be found via: Pupils displaced from Ukraine | Tableau Public

Q15. Were the refugees fully vetted before being allowed into the country, if so, what did these background checks entail?

Q16. Are there any convicted criminals listed among the refugees?

Q17. How many refugee men are of “fighting age”?

In response to questions 15-17, while our aim is to provide information whenever possible, an exemption under section 17(1) of FOISA applies as the Scottish Government does not have the information you have requested.

This is because under the current constitutional arrangements in the United Kingdom the application process for all immigration routes is fully reserved to the UK Government and is dealt with by the Home Office.

The UK Governments Department for Levelling Up, Housing and Communities has published Visa data by age and sex of applicant for the Homes for Ukraine Sponsorship Scheme and Ukraine Family Scheme. This can be found on their website: https://www.gov.uk/government/publications/homes-forukraine- sponsorship-scheme-and-ukraine-family-scheme-visa-data-by-age-and-sex-of-applicant

The following link contains visa data and arrivals for the four nations of the UK, and includes a breakdown of data relating to visas sponsored by the Scottish Government: https://www.gov.uk/guidance/ukraine-sponsorship-scheme-visa-data-by-country-upper-and-lower-tierlocal- authority.

Q18. Is there security provided for entry / exit to the ferry, if so, who provides it and how much does it cost per month?

There is proportionate security and identification checks for people moving on and off the ship. There is an access system which is always in force for the vessel.

Port Security conduct checks on Ship Access Cards (guest, crew, and visitors) and photographic identification prior to allowing access to the vessel at both the Port Access Entrance and entrance to the Restricted Area.

The Ship has a detailed Security Plan which lays out the protective measures for related activity.

The M/S Victoria, in conjunction with the Port Facility Security Officer, have agreed a Security Protocol for the interface between the Port and Vessel.

The Charter has engaged the services of Isca Maritime Security Services Ltd to enhance the security function onboard. Their job is to protect the guests, but this is done so in the friendly and welcoming manner that the Ukrainian refugees deserve. In addition, all onboard crew members hold a Security Awareness Certificate and can assist and complement the current Security Department in the onboard security. The vessel is also complemented by a dedicated Police Scotland Liaison Team who regularly attend the vessel to engage with the Ukrainian guests regarding any security concerns they may have.

Please see response to question 2-9 for cost details.

Q19. How many meals are provided per person per day and what do they consist of?

Q20. What is the cost per person and the total cost of these meals per day / month?

Three meals are currently provided each day to our guests – breakfast, lunch, and dinner, with snacks available during the day. Ship management coordinate the menu for our guests and this is not managed by the Scottish Government.

The price of the food is included in the overall contract with ship management via CTM and an exemption under section 33(1)(b) of FOISA (commercial interests) applies to the information requested. This exemption applies because disclosure of this particular information would, or would be likely to, prejudice substantially the commercial interests of Corporate Travel Management (CTM). The requested information could compromise the supplier’s (CTM) future negotiating power if released in the public domain. All services for the ship are a result of a subcontract by CTM and the operational service providers, therefore costs in order to provide services are a result of a negotiation by CTM and their subcontractor.

This exemption is subject to the ‘public interest test’. Therefore, taking account of all the circumstances of this case, we have considered if the public interest in disclosing the information outweighs the public interest in applying the exemption. We have found that, on balance, the public interest lies in favour of upholding the exemption. We recognise that there is a public interest in disclosing information as part of open and transparent government, and to help account for the expenditure of public money.

However, there is a greater public interest in protecting the commercial interests of companies which tender for, Scottish Government contracts, to ensure that we are always able to obtain the best value for public money.

Q21. Do the refugees receive any daily financial allowances, subventions, “pocket money” or other financial funding, if so, what is the value per person per day / month?

Q22. Are there any restrictions as to how this money can be spent?

Q24. Are any of the refugees working or allowed to work, if so, how many have jobs?

In response to Q21, Q22 and Q24, while our aim is to provide information whenever possible, an exemption under section 17(1) of FOISA applies as the Scottish Government does not have the information you have requested. This is because under the current constitutional arrangements in the United Kingdom the application process for benefits and employment is fully reserved to the UK Government and is dealt with by the Department of Work and Pensions.

However, it is vital that displaced people are afforded the dignity of being able to work to support their families and contribute to their new communities whilst in the UK. People who have come to Scotland because they need a place of safety are supported and accommodated within our communities, particularly at this time of crisis. People arriving from Ukraine are entitled to the same employees’ rights as everyone else in the UK. Further details can be found at: https://www.gov.uk/guidance/homes-forukraine- scheme-frequently-asked-questions

The Office of National Statistics has also published data from Visa holders entering the UK under the Ukraine Humanitarian Schemes, which includes employment statistics.

Additionally, it is for Local Authorities and supporting voluntary sector organisations to determine what payments they wish to make to displace people from Ukraine until they are in receipt of benefits or remuneration for employment.

Guests have access to benefits and employment services on board the ship.

Q23. Have the refugees been given free bus / rail / travels passes, if so, what are they and what are the costs per person?

While our aim is to provide information whenever possible, an exemption under section 17(1) of FOISA applies as the Scottish Government does not have the information you have requested. This is because local authorities decide if assistance is given to those displaced by the conflict in Ukraine. We would suggest you contact the relevant local authority for this information.

Displaced people who are under 22, aged 60 or over, or who are disabled, are eligible for free bus travel across Scotland through the national concessionary travel schemes and we encourage people to apply for these concessionary passes through their local authority, or online at www.getyournec.scot.

The ship will be docked 24/7 to allow for freedom of movement, and guests will be able to get on and off at any time. Guests who are staying on the ship will be able to transit to and from the dock via shuttle buses, available 24/7 which will drop guests off at The Shore.

Q25. There was a report in the media that the ferry was going to be moved to a different location, is this going to happen, if so, where is it being moved to and when?

No, there are currently no plans to move the ship to a different location.

Q26. Where has the money to fund each part of this project come from, which government departments and/or which budgets specifically?

The Scottish Government’s response to the Ukraine crisis is primarily delivered through the Ukraine Resettlement directorate.

The Scottish Government budget for financial year 2022-23 was published on the 9 December 2021 and passed by the Scottish Parliament on the 10 February. Consequently, it did not envisage war in Ukraine and no provision was made for the resulting costs which the Scottish Government is now incurring to support Ukrainian displaced people as part of its super sponsor scheme.

Once the Budget Act has been approved by the Scottish Parliament, there are two opportunities to amend the budget as the year progresses: the Autumn and Spring Budget Revisions. The ABR and SBR are routine Parliamentary Business that propose amendments to better align the Government’s budget with its planned spending profile. It is through these mechanisms, alongside rigorous in-year financial management that the Scottish Government will formally establish the budget for the Ukraine Resettlement Directorate.

Q27. What will happen to the refugees when the hostilities in Ukraine are finally over?

While our aim is to provide information whenever possible, an exemption under section 17(1) of FOISA applies as the Scottish Government does not have the information you have requested.

This is because under the current constitutional arrangements in the United Kingdom the application process for all immigration routes is fully reserved to the UK Government and is dealt with by the Home Office. You may wish to contact the Home Office to provide an answer to this question.

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