Our latest Print Management Framework is now live

It is ideal for organisations with complex print requirements and who therefore require the support and expertise of a print management partner. 

Services such as bulk printing and secure print and distribution are available, in addition to more specialist solutions such as printing in alternative formats. The framework also provides access to associated services such as scanning and shredding.

The framework has 2 lots: 

  • Lot 1 is a single supplier agreement suitable for strategic and transformational requirements. HH Global is the supplier. 
  • Lot 2 caters to organisations that wish to engage in further market competition. It consists of 6 suppliers: 
    • Allied Publicity Services (Manchester) Limited
    • Corporate Document Services Ltd
    • Cubiquity Ltd
    • Harlow Printing Limited
    • PSL Print Management Ltd
    • Williams Lea Ltd

Suppliers have been chosen for their value and flexibility. This means you can be sure the suppliers on this framework can service a wide range of print requirements in a cost-effective way, demonstrating value for the public sector. 

The framework agreement runs for 4 years. 

Let us bring power to your printing needs

For further information about how to engage either lot, or advice on which lot may be the most appropriate for your requirements, please contact our team of experts. 

Any buyers with call-off contacts on the framework’s previous iteration, RM3785, are advised to contact us as soon as possible so that the most appropriate route to market is engaged well before contract expiration.

For more information on the new framework – visit the framework page.

 

Help shape our new Estate Management Services agreement

At CCS, we’re committed to developing agreements that add power to your procurement. Whether that’s simplifying the process to give you more time to focus on your priorities, maximising your contract to buy more consciously or helping you achieve better value. 

As such, we are looking for volunteers to support the evaluation of the new Estate Management Services agreement. This will replace the current Estate Professional Services agreement that expires later this year.

The agreement includes 7 lots and we have a total of 8 questions to evaluate. We are looking for 3 evaluators for each lot

  1. Total Estate Management
  2. Estate (Property) Management
  3. Agency & Lease Management
  4. Surveying and Strategic Advice
  5. Valuation and Compulsory Purchase Orders
  6. Business Rating Services
  7. Integrated Workplace Management

If you have commercial experience, and/or knowledge of this category, please let us know if you are interested in getting involved.

What is involved?

Evaluation will run from March 2021 through to mid-April, but you will not be required for the whole of this period. Training will be provided (session lasting 2 hours max), along with all the tools and information required to take part. 

  • You will need to evaluate at least 1 question within a lot. 
  • We are expecting 20-45 bidders per lot, so the evaluation may take around 1-2 weeks to complete (depending on which lot and question(s) you’re supporting). 
  • We anticipate that you will need up to 30 minutes to evaluate each bidder response, depending upon the requirement for each question.
  • You will need to attend a consensus meeting with the other evaluators scoring the same question or lot to agree scores at the end of the evaluation stage.

If you are interested in getting involved or have any questions please email ems-cps@crowncommercial.gov.uk

Digital Outcomes and Specialists 5 agreement opens for business

3,340 suppliers have been awarded places on the latest iteration of Crown Commercial Service’s (CCS) agreement for digital specialists, it has been announced.

CCS has launched the Digital Outcomes and Specialists 5 (DOS 5) framework today, as it revealed that a third of spend through previous iterations of the agreement went directly to small and medium-sized businesses. 

The DOS 5 framework is designed to help the public sector buy, design, build and deliver bespoke digital solutions and services. 94% of the 3,340 suppliers on the new agreement are SMEs.

The public sector has spent more than £2.5bn through Crown Commercial Service’s DOS agreements since 2016, with 34% of that spend – more than £800m – going directly to SMEs. 

Patrick Nolan, Technology Director at Crown Commercial Service said:

‘Our Digital Outcomes and Specialists agreement continues to facilitate our customers’ digital transformation while also creating opportunities for suppliers of all sizes. By simplifying the application process as much as possible we are reducing the barriers that SMEs can face when seeking to supply to the public sector.’

Paper, a Sheffield-based SME, are working with the Department for Education to design a service, provide programme strategy, and conduct user research to support schools buying goods and services like computer equipment and energy more efficiently and at best value.

Paper’s studios

Mark Goddard, Company Director and Service Designer at Paper said:

‘The framework is accessible for us in many ways. It reduces the time taken to work through requirements by making the structure of opportunities consistent, and its focus on users and the problem at hand suits the way we approach projects and qualify work. 

‘Organisations such as the DfE get to see us on a level playing field. Without the Digital Marketplace, being seen by the DfE or competing with larger competitors would be a lot harder.’

DOS 5 is accessed through the Digital Marketplace, created in 2014 by CCS and Government Digital Service (GDS) to make government procurement easier and more transparent.

There are four solutions available to customers: digital outcomes, digital specialists, user research studios and user research participants.

The Government is working to build back fairer by levelling the playing field for suppliers of all sizes. This supports the Government’s aspiration that 33% of central government spending will go to SMEs by 2022.

National Institute for Health and Care Excellence save over £250,000 on laptops and docking stations

The requirement

The National Institute for Health and Care Excellence (NICE) wanted to buy a large volume of laptops and docking stations for their staff. The equipment was needed to facilitate a move to smarter working and relocation to an office in London, which was being shared with 4 other arm’s length bodies of the Department for Health and Social Care.

NICE needed to move from their existing zero clients (a server-based computing model in which the end user’s computing device has no local storage) to laptops. This would mean desks in the office could be shared between all 5 organisations, each with a separate network to accommodate their different needs. Having laptops with the camera, microphone and speakers needed for virtual meetings would also mean staff could work from home during the COVID-19 lockdowns. NICE had selected the equipment models they wanted and was looking to buy them at the best available price.

The solution

NICE identified lot 2, Hardware and Associated Services, on the TePAS framework as the best route to market to achieve this. TePAS offers competitive prices on products and services from a wide range of specialist suppliers.

Using the framework they ran a simplified further competition, evaluated on price only, inviting all of the suppliers on lot 2 of the framework to bid.

The results

After evaluating a number of bids, Specialist Computer Centres (SCC) provided the best quote. Even though COVID-19 drastically delayed the delivery, SCC kept NICE updated with the order’s progress through one of the most challenging times ever experienced for technology supply.

NICE achieved a saving of just over £250,000 against list price by using the TePAS framework, and SCC ensured timely delivery of the equipment.

For further information

Our TePAS framework offers you a flexible way to buy IT hardware, off-the-shelf software and associated services to suit your organisation’s technology needs.

To find out how we can help you:

Northumberland County Council saves £3.8 million on new fibre network

The requirement

Northumberland County Council, acting on behalf of the North of Tyne Combined Authority, was awarded funding for a local full fibre network (LFFN) project by Building Digital UK (BDUK). A key outcome of the project was to provide gigabit capable fibre broadband to approximately 270 public sector buildings and sites in Northumberland.

North of Tyne Combined Authority submitted their business case to BDUK – part of the Department for Digital, Culture, Media and Sport (DCMS) – who helped them further refine it. The outcome was a project to deliver a solution that was both compliant with the key commercial principles of the grant and met the fibre build timeline. The contract needed to be awarded by 31 March 2020.

The solution

Our Gigabit Capable Connectivity Dynamic Purchasing System (DPS) was established in partnership with BDUK in late 2019. It offers standard terms for gigabit communication infrastructure and a rapid, compliant, flexible route to market.

We worked closely with Northumberland County Council to support their procurement activity by becoming an extension of their project team. Throughout the project we provided procurement support and technical advice through category team lead, Tim Orton. Phil Hodgson from our regional customer experience team delivered local on the ground project support. 

We also worked closely with BDUK to ensure effective commercial assurance and delivery of the DCMS/BDUK grant funding agreement.

As the DPS was relatively new at the start of the project, we actively promoted it to potential new suppliers with regional capability, providing assistance as they navigated the onboarding process. This approach ensured the right supplier mix was available. Dominique Volante from the sourcing team attended a market engagement day to advise local and national suppliers how to join the DPS and gave follow-on support throughout the application process.

The results

BT Enterprise was awarded a contract for £8.2 million for a fixed price commitment, within the required timescale. The collaborative project led to a successful outcome in just 3 months, achieving £3.8 million of savings against the original estimated cost of £12 million – a 30% saving. 

Public sector sites across Northumberland can now look forward to a better connected experience, opening the door to transformation of the way services are delivered. Additionally, the increase of fibre infrastructure means more rural areas are being reached, making it easier for suppliers to offer fibre broadband services to the wider community. This creates a more inclusive community and increases the potential for economic growth. 

Paul Armstrong, Chief Digital Officer at North of Tyne Combined Authority, said:

The Gigabit Capable Connectivity DPS provided us with a fast and effective route to market allowing us to achieve a successful award for our very complex requirements in 2 months. The flexibility allowed us to open this opportunity to a wider range of suppliers who could easily join at any point and bid for this work whilst maintaining a standard set of terms and conditions which ensured best value. We received fantastic support from Phil, Tim, Dominique and the team throughout the process and have since used the DPS for other connectivity procurements and will continue to do so in the future to further widen the reach of fibre connectivity throughout our region.

Justin Leese, Programme Director, The UK Fibre Programme, BDUK, added:

The Gigabit Capable Connectivity DPS has now proved an effective procurement portal for delivery of fibre infrastructure (both dark fibre and lit services) to standard terms to a fixed price, providing the contract certainty and safeguards required. I am further reassured that North of Tyne Combined Authority continues to use this DPS portal and capability for fibre build using their own funding to increase gigabit capable infrastructure.

The DPS now has 30 suppliers (August 2020) registered and I look forward to seeing more suppliers competing in these procurements as the public sector pipeline develops. Creating a competitive market for regional fibre build of public sector hub sites, whilst ensuring timely delivery and value for money, is key to the delivery of our DCMS strategy.

The DPS establishes standard terms that favour the customer and align with DCMS commercial requirements. This award in Northumberland confirmed that the market is prepared to accept these terms. These include the option for suppliers to bid either a fixed price or a price subject to survey. On this occasion the market decided to accept the risks associated with survey outcomes and chose to bid a firm price. This represents a substantial change in supplier behaviour which benefits all parties. This ensured all deployment risk is managed by the supplier with no ‘subject to survey’ clause. 

Help keep your communities connected

Make smart buying decisions for the supply of gigabit capable network services with our Gigabit Capable Connectivity DPS (RM6095).

To learn how the DPS can support your initiative, view the web page or complete our online form and our team of commercial experts will be in touch.

Housing maintenance and management services – creating a contract that works for you

Purchasing housing services through CCS has never been easier. Modular in design, you can build your own specification and buy the following services from the above lot:

Planned maintenance services e.g. Mechanical and electrical engineering, fire detection and fire fighting systems, air conditioning, lifts, security, access systems and building fabric maintenance.

Responsive services e.g. Repair of mechanical and electrical systems, gas or water leaks, roofing, cctv system, fire detection and fire-fighting equipment, access control systems, lift faults, lighting, roads and pathways, glazing and replacement locks, including lock-outs.

Statutory services e.g. Gas systems servicing and certification, asbestos management, water hygiene, electrical testing, portable appliance testing (PAT), fire risk assessments, energy performance certification (EPC), lifts and buyer premise condition surveys.

Void property maintenance; suppliers will be responsible for maintaining and repairing void properties, and will also work in collaboration to minimise the period the premises remain vacant, minimising the loss of rental income and maintaining lettable standards.

Miscellaneous services; adaptations and disabled access equipment, insurance claims service, concierge, caretaker and security services, graffiti removal, refuse collection, window cleaning, pest control, redecoration and grounds maintenance.

Customers can add their own social value and community benefit requirements at call off providing the opportunity to align with your own organisational social value aims. All our suppliers are also actively mitigating modern slavery within their supply chains enabling customers to meet their own commitments. 

We have four suppliers on our framework, all with an established footprint within the housing sector and all with national reach:

Bell Decorating Services

Engie Regeneration

Mears

Wates Living Space

This framework runs until 24/01/2023 and is accessible via self-service call off. The call off documents and full specification can be found in the ‘documents’ tab on our web page.

Our expert procurement team at CCS can also offer an assisted service if needed. To find out more, please get in touch via our online form. 

New, improved apprenticeship training marketplace coming soon

About the marketplace

The marketplace will help you use your apprenticeship levy funds to access training solutions and meet your statutory apprenticeship targets. 

The electronic filtering system makes it simple to find suitable Education and Skills Funding Agency (ESFA) registered apprenticeship training and end-point assessment suppliers. Suppliers can join or update their service offering at any time.

You will also be safe in the knowledge that you are compliant with both public procurement and ESFA funding rules.

Coming soon

We’ll soon be launching a more intuitive system to help users that don’t have procurement experience. You will find guidance and workflow prompts to help you at each stage of the buying process.

The system will tell you how many suppliers meet your criteria as you add filters, helping you refine your search accordingly. 

You will have the option to conduct a fully digitised end to end transaction, including desktop evaluation of suppliers, completing the order form and contract terms, digitally signing contracts and sending them to the supplier.

The system’s flexibility will mean you can also take the process offline at any stage, if you prefer. For example, you might want to run your further competition offline and / or complete the contract documents offline, if that suits your governance requirements better.  

Whichever option you choose, you can automatically publish your contract awards to Contract Finder. This is a requirement for all contracts over £10,000 for transparency.

You can also assign users different roles, so that activities can be completed by specific individuals based on their role in the procurement process. This can be useful if, for example, you need sign-off before you put the contract in place. 

Empowering you to make better buying decisions

These enhancements have all been designed to make buying apprenticeship training quicker and simpler.

We’re creating a recorded webinar to walk you through using the marketplace to help you get started. 

 Fill in our online form mentioning ‘apprenticeship training webinar’ in the subject box, if you would like to be updated when the improvements are live and be sent a copy of the recorded webinar,

You can also call us on 0345 410 2222 or email info@crowncommercial.gov.uk 

Harlow College secures speedy rollout of IT for staff and students through CCS

The college wanted to expand its existing estate of Apple devices for staff and students. However, they found that what they needed could not be supplied and supported through their usual purchasing route.

When they reached out to us for advice, our team of technology education experts recommended our TePAS framework, as it could help them find a solution to meet their needs.

Delivering outstanding service as standard

Using TePAS, the college was assured that all suppliers were pre-vetted by us and due diligence had been conducted. 

In addition, having access to the framework’s standard terms and conditions and pricing structure meant the college could spend less time researching vendors and negotiating contracts – without being exposed to any additional risk.

The college ran a further competition under lot 2 of the framework to find a reseller that could provide the devices, consolidate their device management solutions for mobile and desktop devices, and provide logistical support to ensure a cross-college rollout. 

Delivering a seamless rollout

Jigsaw24 who are a highly qualified supplier of Apple products in the UK and recognised as an Apple Authorised Enterprise Reseller, Apple Premium Service Provider and Apple Education Specialist, were awarded the contract. 

They worked with the college to ensure that all devices were delivered on time and to spec by an Apple-approved partner, and that there were sufficient staff present to support a speedy delivery and rollout. 

UK stock of the latest Apple devices was limited at the time as a direct result of COVID-19, but close ties with Apple and a strong stock position meant the supplier could source the devices within a week of winning the further competition, and pair with licences for Jamf Pro, the leading device management solution for Apple. 

We love working with Jigsaw24 as they always do a great job with solution delivery and support with Jamf and training. We are really pleased with the results for both our teaching staff and our learners.

David Higgs, IT Manager, Harlow College.

Let us add power to your procurement

Our TePAS framework offers you a flexible way to buy IT hardware, off-the-shelf software and associated services to suit your organisation’s technology needs.

To find out how we can help you:

Sustainable IT hardware explained: what it is and how you can buy it

Sustainable IT is based on the circular economy model. This is a positive move away from the old linear product creation style of ‘take-make-dispose’, to a more sustainable ‘make-use-recycle’ route, making the most of our planet’s limiting resources. 

If you’re looking to buy your IT hardware such as laptops or tablets sustainably, there are a number of options that can help you. The main 2 options are buying remanufactured or refurbished, and leasing or buy-back, both of which can be done using our Technology Products and Associated Services (TePAS) framework.

1. Buying remanufactured or refurbished

Both of these options offer you assurance that you will pay an overall reduced price and the IT equipment will be recycled and disposed of compliantly. With leasing, high-end technology products such as servers and laptops, where the lease is put in place for 2 to 3 years, are usually the best value. To use TePAS for leasing or buy-back, you would need to put this requirement under the special terms when running a further competition..

Remanufactured means to rebuild a product, which uses both recycled and new components to replace the older parts. Refurbishing is for products returned to the manufacturer to be rebuilt and quality checked before resale. For ease of mind, purchasing either type of equipment will come with a full warranty. 

Buying remanufactured or refurbished products has many sustainability benefits, such as:  

  • reduces carbon footprint in relation to the supply of equipment, compared to the purchasing of new products
  • reduces toxins from seeping into the environment though disposal of equipment
  • lower electronic waste (estimated at 45 million tonnes per year) 
  • reduces the impact of labour and production including waste, air pollutants, and water pollutants
  • more cost effective – a customer of ours has previously purchased refurbished hardware and made a saving of 76% when compared with buying new equipment

To buy remanufactured products through TePAS, all you need to do is put this requirement under the special terms when running a further competition.

2. Lease or buy-back

Leasing IT equipment is an ideal option if you have a short term requirement. This gives you the required equipment for a set period of time, which could be as little as 3 months. 

Buy-back is an increasingly attractive option as it takes product disposal into account. The customer buys and owns the technology but there is a clause in the contract stating the supplier is to buy-back all or part of the purchased equipment after a certain period of time. That equipment can then be remanufactured and reused, in turn assisting the circular economy.

Empowering you to make sustainable buying decisions

You can find more information on the purchasing options in our TePAS buyer guidance, available in the document section on our website. 

Our experts are here to support you to make sustainable choices in your next procurement. Complete our online form to let us know your requirements and a member of our team will be in touch.

Secure and easy access to Facilities Management services online

The digital portal significantly simplifies the procurement of Facilities Management services for public and third sector organisations.

What is it?

The Facilities Management (FM) digital portal is an online tool that has been developed for public and third sector organisations, to securely and efficiently procure FM services online. The portal provides a simplified procurement route, removing the need for excessive paperwork and saving you time to focus on the priorities that matter most to your organisation. 

What can I buy?

The digital portal provides access to an extensive range of FM services, including but not limited to:

  • maintenance
  • catering services
  • cleaning services
  • security services
  • waste services
  • miscellaneous FM services
  • computer-aided facilities management (CAFM)
  • helpdesk services

How can I benefit?

Users of the portal can benefit from: 

  • a compliant route to market for both further competition and direct award (where applicable)
  • easy-to-use system that guides you through the process
  • ability to shortlist suppliers, by specific location, ready for further competition 
  • obtain an estimated contract cost 
  • ability to bulk upload your service requirements via smart spreadsheet tool 
  • storage of key information about your buildings, enabling easy updates for future procurements

If at any point you require further assistance, our dedicated FM team is on hand to help via phone or email. 

Next steps

Start seeing the benefits today – visit the portal to get started or register for our upcoming webinar which takes place on 25 March.