Temporary classrooms and school facilities – response to COVID-19

Summary

The Modular Building Solutions framework provides public sector organisations with a range of modular building solutions, which can provide the most cost-effective and time-efficient way to add capacity – making them ideal for addressing social distancing requirements, and provide added safety in the learning environment.

Modular buildings can be configured for a full range of educational applications.  Lots 1 and 3 have 15 suppliers who specialise in providing education related modular buildings.

Suppliers can provide buildings such as (but not limited to):

  • Classrooms – single and/or double with varying hygiene facilities as required
  • Special needs facilities
  • Toilets
  • Showers
  • Changing rooms
  • Art and music departments
  • IT suites
  • Technology & design buildings
  • Science laboratories
  • Lots 5, 6 and 7 do not provide education specific buildings, but can provide large spaces quickly that can be fitted out to any specification.

Modular buildings can be hired or purchased and fabricated to your particular specification and both direct award or further competition is available.

There is extremely high demand for modular buildings due to the COVID-19 outbreak and we are working closely with our suppliers to manage the supply chain and reduce disruption.

Direct Award

There is the ability to direct award under our framework and full guidance on how to do this can be found in this guidance document. 

As per Cabinet Office Procurement Policy Note (PPN) 01/20, there is functionality under the Public Contract Regulations (Reg32 (2)(c)) to Direct Award in circumstances calling for extreme urgency due to threat to life – please refer to this PPN for full details.

Current supplier availability

We are working closely with our suppliers to manage heightened demand in consideration of the COVID-19 outbreak, and liaising with them on a daily basis to get the most up to date information concerning product availability. 

Subject to requirements, if suppliers have units in stock that you require, a lead time of as little as 4 weeks can be achieved. For projects that require new units, typical lead times of 10-12 weeks will apply which includes site survey, delivery and installation. 

Our team can offer advice on how to use the framework and contract with our suppliers, as well as the latest healthcare product availability. 

 

How to use the Framework

Full guidance is available here.

Please send your initial queries to info@crowncommercial.gov.uk indicating the type of assistance you will require from CCS throughout this procurement so we can best help you meet your needs and respond appropriately.  

Once we’ve discussed your requirement we’ll invite you to fill out a Registration Document and an Additional Client User Agreement and return to modular.buildings@crowncommercial.gov.uk. This will enable you to engage with our suppliers to directly award works via the framework.

COVID-19 cleaning requirements: a step by step guide

You may require a contractor to undertake a one off deep clean before reopening or if you’ve had a confirmed case of coronavirus. You may be considering your current cleaning contract and want to introduce a routine cleaning service that will meet your changing demands following the COVID-19 pandemic. 

BEIS released new ‘COVID-19 secure’ guidelines to UK employers to help them get their businesses back up and running and workplaces operating as safely as possible. We have created a step by step guide to help you navigate the type of service requirements you will need.

How we can help

We have easy to access commercial agreements and industry expertise you can use to arrange these services to meet both your short term and longer term cleaning requirements.

Step 1 – route to buy

We have 2 agreements in place which have approved suppliers who will be able to provide the services to the standards set out in your specification: Facilities Management  Marketplace and Buildings Cleaning Services.

The simple decision tree below will guide you to the best solution depending upon your requirements.

cleaning framework decision tree

Step 2 – direct award or further competition

Where the requirement is urgent, we have amended our FM Marketplace agreement to allow you to direct award where it is in response to a pandemic. This does not affect the existing direct award option based on contract value and length. 

Please note: the direct award option can only be used if the service you require is an urgent response due to the COVID-19 pandemic and your circumstances meet the criteria set out in the Public Procurement Notice (PPN) PPN 01/20. You must satisfy yourself and ensure you follow your organisation’s approval process before progressing using this method.

Where the requirement is not classed as urgent and you are ready to run a further competition yourself then we have a customer guidance pack and additional documentation, along with some templates which you can use if you wish to. These can be found on our Building Cleaning Services web page under the documents tab.

Step 3 – specification

We have put together a draft specification for deep cleaning which can be accessed here. This can be used as a guide to build upon to make sure you have compliance with the government guidance on cleaning as a minimum. Further guidance can be accessed under the documents tab on the framework page. 

We may be able to offer additional support and undertake a further competition on your behalf.  

For more information on how we can support you, please send any initial queries to info@crowncommercial.gov.uk with ‘cleaning’ in the subject field. Please indicate the type of assistance you may require from us so we can best help you meet your needs and respond appropriately.  

Reopening workplaces: what to consider in response to COVID-19

BEIS has released new ‘COVID-19 secure’ guidelines to UK employers to help them get their businesses back up and running and workplaces operating as safely as possible.

The new guidance covers 8 workplace settings which are allowed to be open, including outdoor environments, construction sites and factories.

Some of the key considerations from this guidance are shared below, along with examples of how we can help customers across the public sector take practical steps to enable staff to continue and return to the workplace safely. 

COVID-19 risk assessments and compliance checks

Employers have been advised to carry out COVID-19 risk assessments in consultation with their workers or trade unions, to establish what controls and guidelines to put in place, and to publish the results on their websites where possible. For the built environment this may include areas such as ensuring any necessary inspections or recommissioning of assets whether these be mechanical (including heating, cooling, ventilation and exhaustion), electrical, plumbing or building fabric related, undertaking repairs, additional FM services or communications with any landlords are assessed before reopening. 

Our Estates Professional Services (EPS) and Facilities Management Marketplace agreements can support in helping you to identify and manage risk, against your own timelines, to current guidance for a compliant and safe reoccupation of your buildings.

Maintain 2 metres social distancing, wherever possible

You may need to think about re-designing workspaces to maintain 2 metre distances between people by staggering start times, creating one way walk-throughs, opening more entrances and exits, or changing seating layouts in break rooms.

Our EPS, Furniture and Fit Out frameworks can help you understand the current usage of buildings from deliveries to office traffic, develop control of access measures and deliver occupational solutions to comply with relevant guidelines.

Where people cannot be 2 metres apart, manage transmission risk

Employers should look into putting barriers or screens in shared spaces, creating workplace shift patterns or fixed teams minimising the number of people in contact with one another, or ensuring colleagues are facing away from each other.

EPS and the Furniture agreement can help plan social distancing planning, redesign spaces, monitor space usage and provide solutions to meet current guidance and enable future planning to update your Estate Strategy.

Reinforcing cleaning processes

Whether you require a deep clean before re-opening premises, or you need to consider changing or introducing a new cleaning regime in response to changes in working patterns, ensuring risk of transmission is minimised is essential.

Workplaces should be cleaned more frequently, paying close attention to high-contact touch points like door handles and keyboards. Employers should provide handwashing facilities or hand sanitisers at entry and exit points.

Our new Buildings Cleaning dynamic purchasing system (DPS) provides easy access to this, and we have created guidance on how to navigate your way through the additional requirements you may face.

We are working closely with all of our experienced suppliers, across all relevant frameworks, so that they are set up to offer you the best solutions to ensure your workplace is COVID-19 secure.

To find out how we can support you, please send any initial queries to info@crowncommercial.gov.uk indicating the type of assistance you need from CCS, so we can best help you meet your needs and respond appropriately.  

Please note, the current situation requires continual review, therefore any plans for reopening buildings or updating strategies should take into account current guidance, this article provides insight to the services CCS can provide and is not intended to supersede any official guidelines.

Other useful information: Procurement Policy Note 01/20: Responding to COVID-19: buying goods and services urgently.

 

Crown Commercial Service and Microsoft Azure agree new pricing arrangement for public sector

This new pricing arrangement may be of particular interest to those organisations needing to use Microsoft technologies that use Azure Cloud Services, such as Windows Virtual Desktop, as part of their response to coronavirus (COVID-19).

The Azure pricing arrangement has been agreed as an addendum to the existing Digital Transformation Arrangement (DTA) MoU between Microsoft and the Crown Commercial Service, which was signed in 2018 and runs until April 2021.

It is now available to all eligible DTA public sector organisations, including existing and new Microsoft Azure customers, allowing them to secure preferential commercial terms for up to 3 years through an existing or new Enterprise Agreement.

The Azure platform supports business solutions that need artificial intelligence, analytics, blockchain, big data and more. The new pricing arrangement covers products such as the Azure Cognitive Services and AI, Azure Analytics, Azure Synapse, Azure Arc and Azure Hybrid Benefits.

For further information, please contact your Microsoft channel partner (license solution provider/value-added reseller) directly or to speak to one of the CCS team, please email info@crowncommercial.gov.uk.

New Linen and Laundry Services framework – Response to COVID-19

The framework has been developed to replace 2 previous frameworks and we have made a number of improvements based on feedback from both customers and suppliers: 

  • the lot structure has been revised to allow customers to run one procurement for all their linen and laundry needs  
  • a specific lot for cleanroom services which is a new offering unique to CCS  
  • revised evaluation and pricing methodology that promotes value for money
  • introduction of a direct award option (providing the requirement meets the criteria)

By using the framework and working with CCS you can access a range of benefits,  including: 

  • supplier assurance –  all suppliers must meet a minimum set of criteria before they are awarded a place on the framework. Suppliers are also invited to take CCS’ modern slavery assessment.
  • key performance indicators (KPIs) – buyers have the flexibility to add their own KPIs to satisfy their requirements and ensure effective long term contract management
  • small and medium enterprises (SMEs) – 41.7% of suppliers are categorised as SMEs; this supports the Government’s aspiration for £1 in every £3 to be spent with SMEs by 2022
  • commercial benefits – maximum item price rate for product list items excluding transport costs; suppliers can offer best price to buyer at call off stage based on requirements and location
  • environmental sustainability – to reduce the usage of single use plastics, the supplier can price finishing options that use less plastic more keenly for example bulk wrap rather than individually wrapped packs
  • expertise – CCS buyers have access to a wide range of knowledge and category experts

The framework is available for use by all public sector organisations including central government, wider public sector, charities and third sector.   

There are 3 lots to choose from: 

  • Lot 1a: Linen hire with standard wash linen and laundry services  
  • Lot 1b: Standard wash linen and laundry services
  • Lot 2: Specialist laundry services (theatre packs)  
  • Lot 3: Specialist cleanroom laundry services 

With 13 suppliers active across 3 lots and coverage across all 7 uk regions, a solution to your laundry needs is sure to be found in this framework.  

To find out more visit our framework page or contact info@crowncommercial.gov.uk

 

Extended and paused frameworks (COVID-19)

Because of the coronavirus COVID-19 outbreak, we have called on Regulation 72 (1) (c) to extend some of our agreements for up to 12 months. This will help businesses continue to deliver services and goods to customers, and reduce pressure on the supply chain.

We have also paused some of our upcoming deals.

Extended frameworks

We have extended these existing agreements:

12 month extensions

6 and 9 month extensions

Take a look at the individual agreement pages for their new end date.

Paused upcoming deals

We have paused these upcoming deals:

We will award these paused agreements as soon as we can after the initial impact of the coronavirus COVID-19 outbreak.

If you would like more information about the agreements affected, email info@crowncommercial.gov.uk.

Sign up to our newsletter

We have launched a weekly coronavirus (COVID-19) email newsletter for customers to share the latest updates from CCS in response to the virus. If you don’t already receive newsletters from us and would like to, complete our form.

Help local businesses maintain jobs and achieve social value through your procurement activities

Updated: August 2023

Smaller suppliers serve your community and drive local economies across the UK. They need fair and easy access to government and public sector business. There are a number of ways that CCS can help you support your local supply chain. These include: 

We encourage all our customers to talk with their local supply chain and show them the range of opportunities now available to them through CCS.

By registering on a suitable DPS, your suppliers may win new contracts, further boosting your local economy and helping to strengthen supply chains across the UK.

And don’t forget, guidance on public procurement regulations and responding to the coronavirus outbreak, including paying contingent workers, supplier relief and model interim payment terms, is available in procurement policy note 02/20: Supplier relief due to COVID-19.

Tackling modern slavery in our supply chains

Stamping out modern slavery in supply chains is one of the UK government’s top priorities. We have a key national role to play in order to help public and third sector organisations play their part. Watch our webinar to find out more. You can also view questions and answers from the session.

Learn more about social value

Visit our social value webpage or get in touch with our expert team to find out more about social value and how it’s embedded into our agreements.

More: You can now find all of our Procurement Essentials articles in one place on our website.

Decontaminating your organisation – response to coronavirus

As we now move to the recovery stage of the coronavirus (COVID-19) pandemic, we understand that your organisation will have additional cleaning needs to ensure your workplace is COVID-secure. In line with recently published guidance from BEIs, our new Building Cleaning Services dynamic purchasing system (DPS) provides easy access to a range of internal, external and ad hoc deep cleaning services to ensure that your organisation is safe for reopening and thereafter.

The DPS has been designed to provide flexibility for both customers and suppliers and is available for use by all public sector organisations, including central government, wider public sector, charities and third sector.

The advantage of using the DPS and working with CCS means customers have the opportunity to benefit from:

  • a simpler, quicker process for suppliers means CCS maximise the opportunity for local suppliers to bid for public sector business
  • a quick and easy automated selection process matches a list of qualifying suppliers that meet the customers’ requirements
  • as suppliers can join at any time, customers benefit from a constantly updated supplier list
    creating their own specifications, in a way that suits their needs, giving flexibility based on the customers individual requirements.
  • pre-agreed core terms established in line with best commercial practice to provide legal protection for customers and suppliers
  • access to category expertise and a range of support functions for the life of any contract awarded under the DPS

To find out how you can access the DPS, visit our agreement page or get in touch via info@crowncommercial.gov.uk.

We’d also encourage you to get your current suppliers, across the UK, onboard the Building Cleaning Services Dynamic Purchasing System (DPS).

The importance of maintaining good procurement practice

We know that one of the challenges for our customers is ensuring that you continue to buy compliantly, in line with current procurement regulations. When buying common goods and services we would always recommend that you use our existing commercial agreements. This will ensure your procurement is compliant and that you benefit from our supplier management and pre-agreed terms, while continuing to achieve great commercial outcomes. We can support you with this through our offer of commercial support.

We’re also working with key suppliers to provide clarity on their business resilience plans, and we would encourage you to make sure you are as well to ensure resilience in your supply chain.

We also understand that your COVID-19 related requirements may be urgent, and there are thousands of suppliers who want to help – that’s why we’ve created the catalogue of supplier offers. 

Whatever your procurement needs, take the time to prepare and plan accordingly. Don’t lose sight of your existing good procurement practice as it will protect you now and in the future.

Take a look at a list of our existing commercial agreements and a summary of those that have been extended or paused in response to COVID-19 to help you with this.

Managing your health workforce: the importance of staying on framework

To support NHS England and NHS Improvement’s recent publication expecting NHS trusts to continue using approved frameworks to ensure they are staying on framework, the NHS Workforce Alliance has summarised the advantages of using framework agencies during the current response to coronavirus (COVID-19) response. This includes an open invitation from the alliance to further support you. 

Why use framework agencies? 

Framework agencies are proven to fill shifts in a time of national response

The NHS Workforce Alliance recently supported one of the NHS Nightingale hospitals to source 50 clinical staff. They needed to be fully compliant and available for induction training on specific dates. Alliance team members worked over the Easter weekend to support this effort by:

  • identifying suitable agencies using framework management information 
  • using established supplier relationships to liaise with senior representatives from the agencies 
  • managing all clarification queries 
  • ensuring that rate caps were adhered to
  • issuing confirmation of induction invitations to the agencies for their accepted workers
  • liaising with agencies regarding the compliance checklist
  • collating evidence relating to worker compliance, as required
  • managing post induction queries 

Framework owners provide assurance that workers placed at your trust have been checked against NHS employment standards   

All agencies are required to carry out checks on their candidates to ensure that they have a right to work in the UK and have the correct qualifications and experience to work in NHS clinical environments. 

Approved framework owners, such as the NHS Workforce Alliance, independently audit their agencies, checking candidate files to assure themselves these checks are taking place. If agencies fail the on-site audit they can be suspended from the framework until remedial actions have taken place.

The NHS Workforce Alliance provides this assurance saving NHS trusts time independently verifying this.

Approved framework terms protect your trust against excess charges and hidden costs

Operating under approved framework terms protects your trust against excess transfer fees, extended hire periods and other hidden charges typically found in standard terms of business. It also ensures that all workers are engaged on consistent terms and conditions and key performance indicators, making it easier to manage supplier performance. 

Approved frameworks support NHS Improvement agency rules, helping trusts to adhere to price caps and control expenditure

Approved framework owners support trusts to reduce agency spend and improve price transparency. All framework pricing is fully transparent and aligns to national pay scales, to enable trusts to immediately identify how much of the total charge rate goes to the worker, National Insurance, Working Time Regulations or agency commission. This is useful for managing market behaviours around inappropriate escalation. 

Approved frameworks facilitate overrides where necessary for patient safety

Under NHS Workforce Alliance frameworks there is no financial incentive for agencies to escalate rates as commission rates remain constant, with only the worker rate being escalated. Any additional money goes straight to the worker.

Further support 

If you would like further information on framework agency capacity in your region, or if your trust would like some support during this time, please contact any of the alliance partners: