The Buying Digital Community – a virtual success

American author and public speaker, Scott Berkun once said:

“Most people doubt that online meetings can work, but they somehow overlook that most in-person meetings don’t work either”. 

This view led me to think about ways in which we could plan and prepare for a community gathering online, without losing the ‘community spirit’ we achieve when we all come together in one room for our regular meet-ups. 

Identifying ‘virtual’ challenges 

We decided to use Zoom to host our meeting, but there were a number of factors to take into consideration when it came to planning for this new way of working. Firstly, we’ve probably all experienced ‘death by powerpoint’ and in an in-person setting you are somewhat trapped – a captive audience. In a virtual setting you can simply close out of Zoom and go and do something more interesting. So, our challenge was to figure out how we could run an engaging event within the limitations of online conferencing.

Collaboration and creation

Content was key to getting this right, and given that we are currently living through a worldwide pandemic, we decided we would like to support our community by talking about topics which would resonate with them during this testing time. We collaborated with some fantastic guest speakers to deliver hour long sessions across the 4 days, which touched on a wide range of topics including engaging with SMEs and making the most of commercial during the COVID-19 pandemic, an update on IR35 and its implications within the DOS framework, and a more ‘pastoral’ session on the power of introverts, led by the renowned brand consultant, Richard Etienne.  

Using screen-sharing, virtual rooms, and real-time messaging enabled discussions to flow, ideas to be exchanged, and challenges to be debated. We were also aware that the silence of a newly formed breakout group could feel doubly uncomfortable without visual cues, so we ensured that each group included someone who did not experience  ‘stage fright’  to get the ball rolling. Having relevant, timely topics that you know people will have an opinion on also helps, as does the text messaging feature, so that people can raise their comment or question without interruption.  

On average, our sessions were attended by around 60 members of the Buying Digital Community which we felt was a huge success, and in contrast to planning a face to face meet-up, virtual conferencing was a breeze logistically.

How to get involved

This first step into online events has certainly fired up the Enhancing Capability team and our focus now is to expand this to a wider audience, with a wider range of topics that the Buying Digital Community needs. If you want to find out more or get involved you can contact me by email on simon.smith@crowncommercial.gov.uk. For more general questions, please contact our customer service centre at info@crowncomercial.gov.uk.

Simon Smith
Enhancing Capability Team

First North East, Yorkshire and Humber Skills Academy event is a hit

Prior to the COVID-19 emergency, our regional team for the North East, Yorkshire and Humber, led by David Bemrose, were exploring different ways of engaging with customers across the region to improve Crown Commercial Service’s (CCS) presence and to better support their needs.

After identifying a number of key customer stakeholders, we began to develop a new programme with them to establish regional networks and harness and build a series of learning and development opportunities. Phil Hodgson, strategic business manager for the region, set up a customer board to help us develop appropriate and valuable topics for discussion, with sessions which would benefit the public and third sector community across the region. 

The first of these sessions were scheduled to take place in 2 venues in Leeds and Newcastle, delivered by our partner colleagues at DAC Beachcroft. We were delighted at the time that both sessions were fully subscribed – only to then hit the lockdown, meaning the postponement of both of the sessions.

Getting innovative during lockdown

Not to be defeated though, the regional team and customer board started to explore alternative options using the available technology to plan for virtual engagement events that could maintain customer engagement through the period of disruption.

Working with our colleagues in CCS and DAC Beachcroft, we created a session titled ‘What contract changes are permitted by procurement law’ which took place on 28 May. This focused on Procurement Policy Note (PPN) guidance and Regulation 72 aspects and was a timely subject given the current pandemic.

The result

We were astounded by the response we received from customers in the region, reaching the maximum number of virtual delegates within 72 hours of releasing the event, showing us that we had selected a key topic of interest for customers.

We have already had some great customer feedback from both of these events. 

Stacey Speakman, Senior Category Manager at North Yorkshire Council said:

The feedback has been really positive on the recent regional skills academy webinar. The team have been attending various webinars recently which have all mainly been a glorified sales pitch for products or services, whereas this one they will be able to apply the knowledge and importantly use it in this current time!

Get involved

If your organisation is based in the North East, Yorkshire and Humber region and you’re interested in attending upcoming Skills Academy events focused on ‘How to identify and manage risks in IT procurement’ please contact David Bemrose at david.bemrose@crowncommercial.gov.uk for more information.

How we can help you

This is just one example of the type of work we are doing with many customers across the UK. If you are not part of such a group and would like to discuss establishing or joining a group in your region to support local recovery, please get in touch with your regional lead:

Technology to support the education sector

Following the government guidance on the wider opening of schools from 1 June, and enquiries we’ve had from customers across the education sector about technology requirements for the new term in September, we wanted to let you know how we can support you moving forward. 

We can help you put the right technology systems in place to support students remotely for those remaining at home and in the learning environment, including using technology to enable social distancing. Below we’ve outlined the areas we can help you with.

Broadband connectivity

Is your broadband slow or struggling to maintain a good connection when joining online conference calls? Lot 3 for Broadband Services on the Education Technology framework can help you to ensure you have a good connection speed, and also help ensure your students are safe online with broadband solutions tailored to the sector. You will need to run a further competition for this, guidance for which can be found in the documents section on the framework page.

Remote learning platforms for schools

Did you know that you might be eligible for a grant from the Department of Education (DfE) for a remote learning platform?

Schools who are either partially provisioned or who don’t have access to a learning platform may be eligible for funding to help implement one. This can be either Microsoft Office 365 Education or Google Suite for Education. The procurement is being led by DfE using Education Technology, which means you can use your preferred supplier from the framework. Find out more and confirm if you are eligible.

IT hardware (including audio visual equipment for video conferencing)

With some students returning and others remaining at home, you may want to consider:

  • Do you have enough IT hardware? 
  • Are you looking at replacing/upgrading your existing IT ready for the new school term in September? 
  • Do you still require IT for disadvantaged pupils whilst at home?

If you need IT with a quick turnaround you can use our online catalogue which covers lot 4 for Hardware lot 5 for Audio Visual on the Education Technology framework. The online catalogue can help you buy products such as laptops, Chromebooks, tablets, IT accessories, networking, interactive whiteboards, digital signage, video conferencing equipment and much more. To use this route, simply register as a buyer, then you can search for your IT product (including stock levels from each supplier), click and buy in 3 simple steps. 

If you have a larger project, you can conduct a further competition to ensure you are getting value for money and products that are fit for the school, colleges or university’s requirements. We have a dedicated commercial agreement manager that can help and support you on your journey. To get in touch, email info@crowncommercial.gov.uk.

Further guidance for using the online catalogue and for running a further competition can be found in the documents section on the framework page.

In addition to the above, Education Technology agreement can also support you if you need managed services.

Buying software and hardware?

If you need a full solution including hardware and software, for video conferencing for example, you will need to use lot 1 for Hardware, Software and Associated Services on the Technology Products and Associated Services framework. You can either run a further competition (inclusive of price and quality weightings) or a simplified further competition (price only weightings) for this. Guidance on both buying processes can be found in our customer guidance document.

We’re here to help

For more information on Education Technology, or any of our technology frameworks, you can visit the framework page or email info@crowncommercial.gov.uk to speak to one of our team.

Cyber security now and in the future

Cyber security is an evolving landscape, with cyber attacks increasing and affecting more and more organisations across the public sector every single day. New data protection regulation (GDPR) came into force in 2018 and organisations responded by improving security procedures and systems. But the threats still remain, with cyber criminals developing more sophisticated ways to infiltrate and harm our systems and misuse data.

Due to the coronavirus (COVID-19) pandemic, more of us are now working from home and are adapting to new ways of working. This experience often involves finding somewhere quiet and secure to work, using laptops and mobile devices and online tools to aid team working. Security remains a key consideration and your IT departments will have been working hard to address the risks posed by home working.  

Top tips to mitigate the risk

Many of these risks are not new, but may have increased as we work in a possibly less secure environment during a time of heightened anxieties. The good news is that plenty of advice is available, both from your security teams and from national experts. The National Cyber Security Centre (NCSC) has a wealth of information on its website, including specific advice about working at home and dealing with more email scams, as cyber criminals try to take advantage of the current emergency.  

Look further and you will find advice about strengthening passwords. Many of us now suffer from “password overload” and can be tempted to reuse passwords, note them down in an easily accessible place, or include familiar names. Using a password manager can address this issue by creating random, unique passwords and saving them securely. 

Finally, for those of you tasked with buying on-line conferencing services, NCSC offers advice about performing a risk assessment on what providers can offer.

We’re here to help

At CCS, we have a dedicated commercial agreement for cyber security services. The current version is a dynamic purchasing system (DPS), which offers a comprehensive range of services needed by our customers to manage and protect systems and data. More information about our DPS can be found on our website.

We are also working more and more to understand the supplier landscape and put the customer at the heart of our plans to help us to develop future commercial agreements. 

Talking to customers in the current COVID-19 pandemic is not as easy as it used to be, as customers have other priorities to focus on. However, customer insight is still crucial to us, so we have designed a simple, online survey which should take about fifteen minutes to complete.

Please take the survey and help us to make our commercial agreements work for you. If you want to talk to us, give us more information or find out about our plans, our contact details are at the end of the survey, or to speak to us about using the current DPS, please email info@crowncommercial.gov.uk.      

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.

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