CCS aggregation helps 5 customers make big savings of almost £497,000 on IT Hardware

The requirement

Many organisations routinely purchase the same commodity goods such as laptops, desktops, servers and peripherals, as and when they need them. However, some customers experience issues pulling together their specifications to ensure their technical requirements are fully met.

A group of 5 fire and rescue service customers were seeking to replace their in-vehicle Mobile Data Terminal (MDT) devices as support contracts were near end of life.

All of the services had a requirement for MDT devices with comprehensive warranty cover. In addition to this, some of the customers also required installation of the MDT devices into their emergency vehicle fleet and various device accessories.

We wanted to help the fire and rescue services achieve greater savings by standardising their requirements and aggregating volume, which would in turn increase buying power as larger volumes would be taken to market.

The solution

One of our national further competitions, which are based on a standardised specification, was created  for this group of customers, as the aggregated value of this requirement was expected to attract more interest from suppliers.

Using the Crown Commercial Service Technology Products 2 framework agreement (RM3733) lot 1, a further competition was run and the most economically advantageous offer in the market was found by taking into consideration both price and non-price factors. The further competition was concluded with sealed bids.

The customers worked together to agree a common, agnostic, technical specification which met each of their requirements. Emergency services required a reliable, robust device with upgraded technology to operate flexibly and efficiently in a range of differing environments and to effectively handle any emergency incident.

The results

The competition, which happened in July 2019, brought together a common technical specification for 428 MDT devices on behalf of 5 fire and rescue services. It achieved on average an indicative 30% saving compared to a blend of current market prices where available and average bid price. This is the equivalent of a total saving of £497,868 for the customers who took part. These results clearly demonstrate that with aggregated volumes and the adoption of a common technical specification for a product or service, significant cost savings can quickly be realised.

For further information

National aggregated further competitions are a tried and tested approach which has delivered significant savings to the public sector.

This is a fully managed service provided and funded by us. We will draft all documents, build the specification and run the procurement.

Customers only need to complete a form to express their interest, provide the final volume of services required before we go to market, and sign a contract with the successful supplier.

We would like to hear from customers who are interested in securing savings by aggregating their requirements with other customers for commodity goods and services.

You have until September 2019 to take part in our latest IT Hardware aggregation. To express an interest or speak to a member of our team, please get in touch quoting ‘NFC114 IT hardware aggregation’ in the comments box.

Communications Services and Campaign Solutions are extended

We’re extending the Campaign Solutions and Communication Services frameworks for up to 12 months.

This decision is in response to the ongoing coronavirus outbreak and follows careful consideration and engagement with stakeholders.

Government communications and campaigns have a vital role to play in tackling coronavirus, and this must be our primary focus.

The extensions will ensure campaign continuity for this vital period while ensuring we are able to get the best outcomes from the future procurements.

We’re updating the website with information about rescheduled engagement activity for both framework replacements soon.

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.

Microsoft and Java support cost increase – how CCS can help

What is happening?

In 2019 and 2020 the cost to support Windows 7, Windows Server 2008, SQL Server 2008, and Java SE 8 are significantly increasing. CCS has identified that public sector organisations may still have a substantial dependency on some of these software products and we are looking to work with Microsoft and Oracle (Java) to mitigate their commercial exposure.

How does this affect me?

Using Windows Server 2008 as an example, Extended Support ends in January 2020 and customers are being moved to Extended Security Updates (ESU). This will involve significant increases in costs for patching (around 75% of the license cost plus Software Assurance (roughly 25% of the license cost)). Windows Server 2008 is the most widely used Windows instance and a significant portion of business-critical applications depend directly or indirectly on the Windows Server 2008 operating system. There is estimated to be a significant security incident related to this by 2022 if systems are left unpatched.

What can you do about it?

Please complete the below surveys so that CCS can understand the public sectors consumption of these software products. CCS is looking to negotiate with software vendors to reduce the likelihood of public sector estates running unpatched. Our customers input and cooperation is essential in undertaking these tasks.

Microsoft survey
Java survey

In the meantime

The options for actions you can take vary by product and customers are advised to draw up mitigation plans. Using Windows Server 2008 as an example, the options are as follows:

  • upgrade – upgrade the operating system/applications to a supported version of Windows (on-premises or in Azure) or refactor to leverage containers
  • move workloads onto Azure – move Windows Server 2008 workload Virtual Machines to Azure and receive 36 months of ‘free’ extended security updates
    • for this option you must have Software Assurance in place and existing licenses can be leveraged through Microsoft Azure Hybrid Benefit to reduce costs
  • pay for ESU – purchase up to 36 months of extended security updates for applications that cannot quickly be moved to a supported version of Windows
    • note: this will incur significant cost to your organisation and to qualify for extended security updates, Microsoft will require a migration plan
  • isolate/retire — retire or isolate and protect applications

Complete the survey

The CCS software category team are on hand to assist public sector customers with end of support concerns however we would ask that in the first instance you complete the short Microsoft survey and / or Java survey as applicable to allow us to understand your circumstances.

Visit the Microsoft website for a full list of products reaching end of support.

Transport & Technology | CCS & ITS UK in new partnership

CCS and Intelligent Transport Society United Kingdom announce partnership

ITS (UK) is a not-for-profit membership association working to bring the benefits that Intelligent Transport Systems can offer to the UK while expanding the market. Some of the benefits  include economic efficiency, transport safety, and environmental benefits.

Intelligent Transport Systems are a combination of information technology and telecommunications, allowing the provision of online information in all areas of public and private administration. For example, they can improve the efficiency of transport through the use of electronic systems to improve traffic control and enforcement of traffic regulations or through electronic ticketing (for example Smartcards) to enable faster, easier travel by public transport.

The work that ITS (UK) does aligns with CCS’ Traffic Management Technology 2 framework and work currently being undertaken to develop its replacement.

ITS (UK) Secretary General Jennie Martin said,

By working with CCS, ITS (UK) can further support our remit to help private and public sector transport technology-related members facilitate excellent networking, knowledge sharing and PR opportunities. Transport Technology can be difficult to understand and therefore people shy away from it. CCS’s assistance will mean public sector organisations can have greater confidence when using ITS solutions, and they will discover that using our members’ technology delivers results quicker, cheaper and more effectively than traditional infrastructure projects alone.

Look out for content from CCS and ITS (UK) over the coming months to find out how you can get involved.

How can modular help address the housing crisis?

With a shortage of labour and rise in cost of materials, modular housing is not only cheaper to build, but can take up to half the time of traditional construction methods. And with the shift in trend moving towards the use of greener materials in construction, modular buildings help minimise waste whilst using recycled and sustainable materials.

Modular is by no means a new form of construction

After the second world war, modular construction emerged in the 1950s as a quick way to build homes. With many houses either damaged or destroyed, modular construction provided a quick alternative to solve the housing crisis. Although this was planned as a temporary measure, many of these houses are still lived in today.

So for many, when we hear the term modular, this often conjures up images of pre-fabricated homes, erected to address the post second world war housing shortage.

Building a more affordable future – the next generation of housing

Today’s modular homes use construction methods which are more sustainable than traditional methods. Not only are they cheaper, greener and easier to build, but with eco features such as solar panels and ground source heating, they have added environmentally friendly benefits and are cheaper to run.

Tackling the UK housing shortage

As the UK faces challenges of housing shortages, modular will play a crucial role with the potential to ease the housing crisis; providing new builds which are quick to build and more importantly, affordable.

The housing sector is set to change. With huge demands on housing, traditional building methods will not be enough to meet demand. The uptake of modern construction methods are rising with the main benefits being high quality, reliable, energy efficiency and affordability.

And with many councils investing in modular, this form of construction could provide the solution to the growing social housing waiting list. From the first pop-up village in London, created to house homeless families, to regeneration schemes in Manchester, modular is set to be the home of the future.

Our Modular Building Solutions framework is now live, developed to provide the housing sector with a low cost solution to their building requirements.

Next steps

For more information, please visit the web page or use our contact form to get in touch with our modular experts quoting “Modular” in the comments box.

Vehicle lease, fleet management and flexible rental solutions launches to support public sector fleets

You can continue to support social value and localism through your fleet management, contract hire and flexible rental solutions by working with the suppliers in a way that suits you. You can opt for supply and after sales services from your suitable local dealership or build in added value features into your call off contract.

There is a wide range of vehicles available from cars, 4x4s and motorcycles to vans, light and heavy commercial vehicles, minibuses and coaches. Availability of electric, alternatively fuelled and other ultra-low emission vehicles too. The framework includes everything from standard production vehicles and their options, to specialist modified or fully converted vehicles.

Opt for standard contract hire and lease management, or choose more enhanced fleet management services in a “sole supply” arrangement. Vehicles can be accessed for either operational purposes or as part of an employee benefits scheme, with convenient financial options to suit every need.

This new framework offers you the ability to lease a range of vehicles for 2 years or more, access to fleet management services and options for vehicles hired for 28 days or more, known as flexible rental

What is flexible rental?

Flexible rental describes a way in which you can acquire vehicles and use them within a fleet. In essence, it is the hiring of a vehicle with more flexible terms

Flexible rental offers solutions from 28 days and more, all the way up to 2 years plus. This solution can be used to bridge the gap between vehicles taken onto the fleet for longer periods of time, and those spot hired for short periods.

What are the benefits of using the new framework?

  • competitive discounts – using an average market rate comparator, CCS discounts are currently 11.3% better than the average of the top 10 leasing companies in the market
  • direct award – customers can make a direct award for standard cars and light commercial vehicles via the Fleet Portal
  • online fleet portal – obtain real-time quotations and a full breakdown of costs allowing you to compare options and whole life costs
  • local dealer options – option to use a local dealership for delivery, supporting SMEs
  • environmental and social value – access vehicles of all fuel trains to make available ultra-low emission vehicles, helping you achieve air quality targets.

Total fleet solutions

Our fleet solutions cover the purchase, lease and hire of a wide range of vehicles in fuel trains of all types. This is supported by a range of additional services including vehicle conversions, fleet management and maintenance, tyres and telematics. This helps fleet managers cover the whole vehicle life cycle from vehicle hire to fuel cards and insurance to traffic management technology solutions – we have got all of your fleet needs covered, however big or small.

If you would like to find out more about any of the CCS fleet solutions and how they can support you please get in touch and quote ‘flexible rental’.

Register for access to the CCS fleet portal.

Buying conferencing services to host virtual council meetings in response to COVID-19

New regulations came into force on 4 April 2020 allowing local authorities to hold public meetings using audio or video conferencing. Many local authorities will now be considering how to hold virtual council meetings during the current coronavirus (COVID-19) lockdown.

If you don’t already have this capability in your council, then it’s possible to procure audio and video conferencing services quickly and easily through Crown Commercial Service frameworks. Both Network Services 2 and G-Cloud 11 offer straightforward routes to market. 

We’ve outlined a few common queries to help you get started.

Do my existing licenses provide this capability?

Some organisations have existing license investments enabling them to hold audio and video conferencing as well as virtual council meetings. 

Microsoft

Many Microsoft customers already qualify to use Microsoft Teams and Microsoft Stream through their existing Office365 licenses. You are advised to talk to your Microsoft account team if you require further information.

If you are a Microsoft customer but do not have Office 365, you may qualify for Microsoft’s offer of a free 6 month Office 365 E1 Trial, which includes Microsoft Teams and Microsoft Stream. A Microsoft account and/or organisational account is required for taking advantage of this free trial license. Again, you are advised to talk to your Microsoft account team if you require further information.

Google

All existing G Suite customers can use advanced Google Meet video conference features, such as larger meetings (up to 250 participants) and live streaming for an audience up to 100,000 until 30 September 2020.

How can I purchase audio or video conferencing?

Lot 8 (video conferencing services) and Lot 9 (audio conferencing services) on Network Services 2 are both ideal routes to market for this requirement. Both direct award (catalogue purchasing) and further competition are available for both lots. The documents section of the Network Services 2 web page has buyer guidance for both procurement routes.

If you’re considering using Zoom, a quick to implement route to market is available on G-Cloud 11 through the Digital Marketplace. Please email WFHProjectTaskForce@crowncommercial.gov.uk with ‘G-Cloud 11 / Zoom’ in the subject line for further information. There is a minimum order level of 10 licenses.

Should we offer the meeting as audio only, or audio and visual?

It can often be easier to follow who’s speaking if you have video as well as audio, but this decision is entirely up to your organisation. Both options can be procured easily and quickly through Network Services 2 (Lots 9 and 8 respectively) and G-Cloud 11. 

Should we cap the number of attendees?

This is at your council’s discretion. If you wish, you could cap the number of attendees at the capacity of the room the meeting would normally have been held in. But moving to a virtual platform also offers a good opportunity for increased accessibility, transparency and openness.

How do we moderate the meeting?

Many conferencing facilities give the host admin rights, which allows them to do things like holding attendees in a virtual lobby before admitting them to the meeting, and muting and unmuting participants.

How quickly could we implement a solution?

Procuring a solution through either Network Services 2 or G-Cloud 11 can be done quickly if your requirements are clear and straightforward. For Network Services 2, a speedy award is also reliant on product listings (‘Service Offers’) that meet your requirements already being published on the eMarketplace, which is the catalogue used for direct awards through this framework

We’re here to help

If you need further guidance or advice on purchasing a conferencing service for council meetings, please email WFHProjectTaskForce@crowncommercial.gov.uk.

Temporary patient and staff units – response to COVID-19

In response to urgent coronavirus (COVID-19) related requirements in the Health sector for wards, accommodation, testing pods and other temporary accommodation requirements, below is a guide on how to easily and quickly access solutions under our RM6014 Modular Building Solutions agreement.

Summary

The RM6014 Modular Building Solutions framework provides public sector organisations (NHS, emergency services, central government departments, charities and wider public sector) with a range of modular building solutions.

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

Healthcare buildings are all built in line with all Health Technical Memoranda (HTMs) and Health Building Notes (HBNs) from the Department of Health and Social care (DHSC).

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

Direct award

You can direct award to a supplier under RM6014. full guidance on how to do so can be found in the guidance document available on our web page.

Following the Cabinet Office Procurement Policy Note (PPN) 01/20, under the Public Contract Regulations (Reg32 (2)(c) to you can direct award in circumstances calling for extreme urgency due to threat to life. Please refer to this PPN for full details.

Healthcare products

Lots 2 and 4 of RM6014 have 13 suppliers who specialise in providing healthcare related modular buildings.

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

  • wards (6,12 and 18+ beds)
  • isolation units
  • testing pods
  • small surgeries (GP and dental)

Refer to our Specification for the HTMs and HBNs that cover healthcare buildings manufactured by our suppliers.

Lots 5, 6 and 7 do not provide healthcare specific buildings, but can provide large spaces quickly, that can be fitted out to any specification.

Current supplier availability

We are working closely with our suppliers to manage heightened demand in light of the coronavirus COVID-19 outbreak, and getting the most up to date information concerning product availability, daily. 

Subject to requirements, RM6014 suppliers have buildings in stock ready to be used, or typical lead times may be 3 to 10 weeks 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

Take a look at the customer guidance and ordering procedure.

Send your initial queries to info@crowncommercial.gov.uk with the subject COVID-19 URGENT PROCUREMENT and give us as much detail as possible about what you need from CCS so we can best help you meet your needs and respond appropriately.  

We’ll get in touch and talk about your requirements. You will then need to fill out a registration document and an additional client user agreement and return it by email to modular.buildings@crowncommercial.gov.uk. This will help you to contact the right suppliers to directly award works using the framework. 

Accessing essential household items – response to COVID-19

To support the public sector and in addition to any existing arrangements that you may already have, in response to coronavirus (COVID-19), we have an agreement with two large wholesalers giving you access to their Cash and Carry depots across the country: Bestway and Booker/Makro.

Access is available to government departments, local authorities and other public and third sector organisations working in social care that are struggling to get supplies of household items such as baby supplies (nappies, formula, wipes) or ambient foods (tins).

Please note, this does NOT include Personal Protective Equipment.

The suppliers can make no guarantees on availability of products, as some are restricted and supplies change daily. 

How to get access to the Cash and Carry:

1. Public sector departments operating in the care sector need to email   info@crowncommercial.gov.uk including:

  • COVID-19 URGENT PROCUREMENT as the subject line 
  • that you need access to the CCS wholesale arrangement 
  • confirmation that you need to supply your local operating sites with household supplies and can collect them locally from the Cash and Carry

2. CCS will send you a validation letter that gives you access to your local depot.

3. You will need to complete customer registration in person at the local depot when you arrive (you need to keep hold of the validation letter for other visits). You will be given a day pass by the Cash and Carry. When you’ve registered you get immediate access to Bestway, Booker and Makro branches on a collection only basis. 

Note:  You will always need to bring the letter of validation issued by Crown Commercial Service and your government/organisation identification. Payment will need to be made using a government credit or debit card.

You can find your local branch on the Cash and Carry websites:

Bestway  www.bestwaywholesale.co.uk/depot-locator 

Booker www.booker.co.uk

Makro www.makro.co.uk

 

 

Supporting your logistics needs during COVID-19

In response to huge demand, we have set up a dedicated Logistics Task Force to support urgent COVID-19 related needs. Whatever you need to move and however often you need to do it – from a one-off movement of medical equipment to the movement of IT equipment to support colleagues working from home – we are here to help you find the right solution. 

Our dedicated team is available to offer advice, guidance and support to make sure your requirements are matched with the appropriate solution, either through an existing framework or our wider supplier offers database. 

The team is also actively engaging with the market to ensure we have the most up-to-date information on capacity, supply chain solutions and other factors that are impacting the movement of goods at this current time.

CCS are already engaged with, and supporting, key customers with immediate demands in this market. We now want to coordinate this effort across government and the wider public sector to ensure supply and demand can be matched during this difficult and unprecedented time.

Get in touch

To contact our Logistics Task Force please email logisticsandwarehousing@crowncommercial.gov.uk. If you need to get in touch with one of the team you can contact:

Claire Murray claire.murray@crowncommercial.gov.uk: 07833 620645

Neil Hall neil.hall@crowncommercial.gov.uk: 07738 112594

Vicky Tordoff vicky.tordoff@crowncommercial.gov.uk : 07802 878705