Embed Size (px)
Citation preview
Framework Y17038 Issue No.1
USER GUIDE ISSUE NO.1
Contract Period: 4 years – 20th March 2017 to 19th March 2021
Copyright in this material vests in Commercial Services (on behalf of CBC) and must not be copied or otherwise
reproduced without the prior written permission of Commercial Services (on behalf of CBC)
Commercial Services disclaim any liability for any loss or damage that may arise as a consequence of the misuse or
abuse of this material. Users of the material do so, on the basis that they will seek their own independent advice on
the relevance of the material for their particular requirements.
Software Products and Associated Services
Y17038
Framework Y17038 Issue No.1
CONTENTS
SECTION 1 – SCOPE AND CONTEXT SECTION 2 – USING THE FRAMEWORK SECTION 3 – SUPPLIER CONTACT DETAILS SECTION 4 – MONITORING FORM SECTION 5 – TERMS AND CONDITIONS
LEAD AUTHORITY CONTACT DETAILS Stefanie Manley (Contract Manager) [email protected] Tel: 01622 236662 Jenny Ware (Contract Manager) [email protected] Tel: 01622 236971
KCS (Kent County Supplies) Unit 1, Aylesford Commercial Park, New Hythe Lane, Aylesford, Kent. ME20 7FE
Original OJEU contract ref: 2016/S 225-410678 OJEU Award Notice ref: TBC
Framework Y17038 Issue No.1
Section One - Scope and Context In accordance with best procurement practice, EU and UK Procurement Directives and Regulations, Kent County Council via KCS Professional Services have created a National Framework Agreement (the Agreement) for the supply and delivery of Software Products & Associated Services. The Framework period is 48 months – 20th March 2017 to 19th March 2021. Kent County Council (the Council) is the largest local authority in England covering an area of 3,500 square kilometres. It has an annual expenditure of circa £1bn on goods and services and a population of 1.5m. The Council provides a wide range of personal and strategic services on behalf of its residents, operating in partnership with 12 district councils and 289 parish/town councils. KCS Professional Services, is a trading unit of Commercial Services and provides a purchasing, warehousing and distribution service to a wide ranging customer base within local government and associated public bodies in Kent, neighbouring counties and across the UK. Commercial Services is one of the largest trading organisations of its kind in Europe with a turnover in excess of £600 million and employing over 700 people from its base in Kent. Tracing its roots back to 1902, as an education stores department for Kent County Council, Commercial Services has subsequently grown organically to supply an ever-increasing range of best value goods and services to other publicly funded organisations. These include local government, education establishments, the care sector and the emergency services. The Central Buying Consortium (CBC) is a group of County, Borough and City Councils, including Kent County Council. The purpose of which is to improve the effectiveness, by co-ordination, of local authority purchasing with the object of effecting savings in public expenditure for the benefit of its members. CBC procures approximately £750m goods and services per annum. Those Authorities or buying organisations that will be using the Agreement from the outset are: Hertfordshire County Council Hampshire County Council Kent County Council (via KCS Professional Services) Milton Keynes Council Oxfordshire County Council Suffolk County Council West Sussex County Council Dorset County Council All public bodies have access to this Agreement but may only do so with the agreement of the Contracting Authority. Those organisations who may wish to access this Agreement will be members, affiliates and associates of the CBC Group, the Police Service, the Fire Service, the NHS & NHS Trusts, third sector organisations, academic centres (including Academies), publicly funded organisations and publicly owned private companies, operating within the geographic boundaries of the United Kingdom, Channel Islands and Northern Ireland. The Agreement is also open for use by all other local authorities and public sector bodies. Full details of the classification of potential Contracting Bodies and End User’s geographical areas and organisation classifications are detailed as follows:
Framework Y17038 Issue No.1
Regions in England: Main Regions:- East Midlands; West Midlands; East of England; South East; South West; North West; North East; Yorkshire & Humber; London or to individual administering Councils. See link: http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm Northern Ireland: Administered across 26 Districts of Northern Ireland. See link: http://www.nidirect.gov.uk/local-councils-in-northern-ireland Scotland: Administered across 32 Council areas. See link: http://www.cosla.gov.uk/scottish-local-government Wales: Administered across 22 Council areas. See link: http://wales.gov.uk/topics/localgovernment/?skip=1&lang=en
Classification of End User Organisations Local Authority Councils: County, Unitary, District, Borough, and Metropolitan Councils. (Parish and Community Councils are also permissible users). See link: http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm Educational Establishments: Nursery School, Primary School, Middle or High School, Secondary School, Academy, Special School, Pupil Referral Unit (PRU), Further Education College, University. See links: http://www.schoolswebdirectory.co.uk/index.php http://www.ukschoolsdirectory.net/ www.education.gov.uk/edubase
www.hefce.ac.uk
http://www.universitiesuk.ac.uk/aboutus/members/Pages/default.aspx
Police, Fire & Rescue & Maritime & Coastguard Agency Emergency Services: See links: http://www.police.uk/forces.htm http://www.fireservice.co.uk/ http://www.nifrs.org/ http://www.mcga.gov.uk/c4mca/mcga07-home.htm
NHS Bodies, the HSC (Northern Ireland) and Ambulance Services: See links: http://www.nhs.uk/ServiceDirectories/Pages/AcuteTrustListing.aspx http://www.hscni.net/index.php?link=trusts http://www.show.scot.nhs.uk/organisations/index.aspx http://www.scottishambulance.com/AboutUs/HowWeOrganised.aspx http://www.wales.nhs.uk/nhswalesaboutus/structure
Framework Y17038 Issue No.1
Central Government Departments & their Agencies: See link: http://www.direct.gov.uk/en/Dl1/Directories/A-ZOfCentralGovernment/index.htm Registered Charities: See links: http://www.charitycommission.gov.uk/About_us/Regulation/Registering_charities_index.aspx http://www.oscr.org.uk/ http://www.nidirect.gov.uk/index/contacts/contacts-az.htm/housing-associations-contact Registered Social Landlords: Government-funded, not-for-profit organisations that provide affordable housing. They include housing associations, trusts and cooperatives. See link: http://www.idea.gov.uk/idk/core/page.do?pageId=7175736 http://www.nhfdirectory.co.uk http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm Northern Ireland: Administered across 11 Council areas. See link: http://www.nidirect.gov.uk/local-councils-in-northern-ireland Scotland: Administered across 32 Council areas. See link: http://www.cosla.gov.uk/scottish-local-government Wales: Administered across 22 Council areas. See link: http://wales.gov.uk/topics/localgovernment/?skip=1&lang=en
Framework Y17038 Issue No.1
Section 2 – Using the Framework Benefits of using the Framework
• This framework is fully compliant with the Public Contracts Regulations 2015
• Authorised Participants can re-open competition within the framework, removing the need for a full tender exercise or lengthy supplier evaluation each time they have a Software or Associated Service requirement, saving time and costs associated with procurement exercises.
• Direct Award capability giving you a quick, easy and OJEU compliant route to procurement.
• The terms and conditions are safe and designed to protect you (see section 5)
• Free and full support on using the framework through the KCS Professional Services
team.
• You are able to benefit from aggregated spend and lower pricing based on the value of the overall contract, even on low spend orders.
• The Framework will be managed and monitored by KCS Professional Services (acting for Kent County Council) on behalf of our customers and your views and requirements will be taken into account when reviewing and developing the contract.
• The Framework has been established with a maximum percentage on cost price (Supplier’s basic cost plus percentage mark-up) for each organisation.
The framework has been divided and awarded as 3 (three) individual lots: LOT 1 – Microsoft Relates to products licenced and distributed by Microsoft & approved resellers. This lot will also cover future Microsoft releases and any associated Professional Services that are required by the Authorised Authority such as auditing. LOT 2 – Security Relates to products used for Security purposes, including, but not limited to, Antivirus, Anti-malware, Firewall, Access Control, Security Information Management and Anti-spyware Software. This lot will also cover future releases and any associated Professional Services that are required by the Authorised Authority such as auditing. LOT 3 – Commercial off the Shelf (COTS) Commercial Off the Shelf (COTS) is manufactured standard Software products, including, but not limited to Operating Systems, Databases, Graphic Packages and Patient Management Systems Software. This lot will also cover future releases, customising and configuring existing software to specific requirements (as long as the coding is not changed) and any associated Professional Services that are required by the Authorised Authority such as auditing.
Framework Y17038 Issue No.1
Awarded Suppliers: The following table sets out the suppliers in each lot appointed to the framework.
Supplier Lot 1 Lot 2 Lot 3 Microsoft Security COTS Agilisys Bytes Software Services Ltd CDW Civica Comparex Insight Direct UK Phoenix Software Softcat Plc Software Box Trustmarque
Contract Award
The Agreement allows the Authorised Participant to either conduct a further competition (mini-tender) or direct award with any of the Suppliers award on the relevant Lot. The Authorised Participant must determine the most suitable option for their organisation and award based on the Most Economically Advantageous Tender.
Direct Award/Call-Off – Ability to meet the need as determined by the Participating Authority and/or Authorised Participant by means of selecting the most appropriate Supplier based on one of the following criteria (not in any particular order):
• Ability to supply the required service • Total value of order below £10,000 • Product or service required is unique/exclusive to one supplier • Continuity of existing services or goods • Authorised Participants own procurement policy value threshold
Further Competition or mini tender – a competition with the capable Suppliers in the specific Lot in the Agreement from time to time to determine the most appropriate supplier for a defined period of time or project. In order to adhere to ‘The Public Contracts Regulations 2015’ when re-opening competition under this Agreement the Participating Authority should follow the steps below:
1. The Participating Authority must invite all Suppliers on the Framework who are deemed capable of delivering the particular requirement.
2. The Participating Authority shall be responsible for formulating a specification/product brief containing full details of the work/products required.
3. The Participating Authority will send the specification/product brief to all Suppliers quoting the Framework Agreement reference number. A time limit should be set for the submission of fully completed tender responses.
4. Responses received must be kept in a secure place, unopened, until the designated closing date and time for final submissions has passed. Responses received after the specified date and time should be rejected.
Framework Y17038 Issue No.1
5. The submitted response shall be evaluated in accordance with the criteria stated in the
original specification/product brief. The headline criteria used must be the same as the headline criteria used for the original Agreement or part thereof, but the Participating Authority may change the weightings and add their own sub-criteria to apply.
6. The tenderers must be advised of the result in writing including brief details on where they scored points and where they did not
A mini tender template is available on the KCS Professional Services website www.kcs4ps.co.uk or by contacting us on 0808 281 9439
The Contracting Authority takes no responsibility for the chosen contracting method of any Participating Authority or Authorised Participants.
Framework Y17038 Issue No.1
Tender Evaluation
The following table details the product specific assessment criteria and weightings used when evaluating the Framework responses. These heading must be used when conducting a mini tender but the weightings can be changed.
LOT 1 – Microsoft Assessment Criteria % Weighting
Price 45 • On-Cost 45 Quality of Service/Added Value 55 1.1 • Pre-Sales Service 20 1.2 • Service & Support 20 1.4 • Minimising Disruption 10 1.4 • Subcontractors 5
LOT 2 - Security Assessment Criteria % Weighting
Price 45 • On-Cost 45 Quality of Service/Added Value 55 1.1 • Pre-Sales Service 20 1.2 • Service & Support 20 1.3 • Minimising Disruption 5 1.4 • Subcontractors 5 1.5 • Accreditations 5
LOT 3 – Commercial of the Shelf Software Assessment Criteria % Weighting
Price 45 • On-Cost 45 Quality of Service/Added Value 55 1.1 • Pre-Sales Service 20 1.2 • Service & Support 20 1.3 • Minimising Disruption 5 1.4 • Subcontractors 5 1.5 • Accreditations 5
Framework Y17038 Issue No.1
SECTION 3 – SUPPLIER CONTACT DETAILS
AGILISYS 26-28 Hammersmith Grove Hammersmith London W6 7AW Tel: 0845 450 1131
CONTACT: Steven Rodwell – Alliances Director Tel: 07540 200 617 Email: [email protected] WEBSITE: www.agilisys.co.uk Agilisys is an employee owned business with 1,800 staff, 20 sites across the UK and over 15 years experience in the Public Sector.
Order Value On-Cost Any Value 0% - 5%
AWARDED LOT 2 – SECURITY
Framework Y17038 Issue No.1
BYTES SOFTWARE SERVICES Bytes House Randalls Way Leatherhead Surrey KT22 7TW CONTACT: Chris Swani – Divisional Director Tel: 07951 326815 Email: [email protected]
WEBSITE: www.bytes.co.uk
Order Value On-Cost Any Value 0% - 5%
AWARDED LOT 1 – MICROSOFT LOT 2 – SECURITY LOT 3 – COTS
Framework Y17038 Issue No.1
CDW LTD
10 Fleet Place, London. EC4M 7RB
CONTACT: Andy Wood Public Sector Frameworks Manager Tel: 0207 791 6000 Email: [email protected]
WEBSITE:
http://www.uk.cdw.com
Order Value On-Cost Any Value 0% - 5%
AWARDED LOT 1 – MICROSOFT LOT 2 – SECURITY LOT 3 - COTS
Framework Y17038 Issue No.1
CIVICA LTD
2 Burston Road,
London
SW15 6AR
CONTACT:
Thoraya El Khawad – Bid Manager Tel: 020 7760 2873 Email: [email protected]
WEBSITE:
www.civica.co.uk/software-infrastructure-services
Order Value On-Cost Any Value 0% - 5%
AWARDED LOT 1 – MICROSOFT LOT 2 – SECURITY LOT 3 - COTS
Framework Y17038 Issue No.1
COMPAREX LTD The Hawk Creative Business Park The Hawkhills Estate Easingwold York YO61 3FE CONTACT: John Manning – Public Sector Account Manager Tel: 01347 825296 Email: [email protected] WEBSITE: www.comparex.co.uk
Order Value On-Cost Any Value 0% - 5%
AWARDED LOT 1 – MICROSOFT LOT 2 – SECURITY LOT 3 – COTS
Framework Y17038 Issue No.1
INSIGHT DIRECT LTD The Atrium 1 Harefield Road Uxbridge UB8 1PH Tel 0844 692 5301 Fax 0114 219 5301 CONTACT: Guy Beaudin – Contract Manager Tel: 0844 692 5301 Email: [email protected] WEBSITE: http://uk.insight.com
Order Value On-Cost Any Value 0% - 5%
AWARDED LOT 1 – MICROSOFT LOT 2 – SECURITY LOT 3 – COTS
Framework Y17038 Issue No.1
PHOENIX SOFTWARE LTD Blenheim House York Road Pocklington Yorkshire YO42 1NS Tel: 01904 562265 CONTACT: Keith Martin – Public Sector Sales Manager Tel: 01904 562233 Email: [email protected] WEBSITE: www.phoenixs.co.uk
Order Value On-Cost Any Value 0% - 5%
AWARDED LOT 1 – MICROSOFT LOT 2 – SECURITY LOT 3 – COTS
Framework Y17038 Issue No.1
SOFTCAT PLC Fieldhouse Lane Marlow Buckinghamshire SL7 1LW Tel: 01628 403 403
CONTACT:
Andy Bruen – Framework Contract Manager
Tel: 0161 272 3133
Email: [email protected]
WEBSITE:
www.softcat.com
Order Value On-Cost Any Value 0% - 5%
AWARDED LOT 1 – MICROSOFT LOT 2 – SECURITY LOT 3 – COTS
Framework Y17038 Issue No.1
SOFTWARE BOX LTD East Moor House Green Park Business Centre Goose Lane Sutton on the Forest York North Yorkshire Y061 1ET
Tel: 01347 812100
CONTACT:
Benjamin Jackson
Tel: 01347 812100
Email: [email protected]
WEBSITE:
www.softbox.co.uk
Order Value On-Cost Any Value 0% - 5%
AWARDED LOT 1 – MICROSOFT LOT 2 – SECURITY LOT 3 – COTS
Framework Y17038 Issue No.1
TRUSTMARQUE SOLUTIONS LTD Trustmarque House, Triune Court, Monks Cross Drive, York, YO32 9GZ Tel: 0845 210 150
CONTACT:
David Neighbour
Frameworks Manager
Email: [email protected]
WEBSITE:
www.trustmarque.com
Order Value On-Cost Any Value 0% - 5%
AWARDED LOT 1 – MICROSOFT LOT 2 – SECURITY LOT 3 – COTS
Framework Y17038 Issue No.1
SECTION 4 – MONITORING FORM
SOFTWARE PRODUCTS & ASSOCIATED SERVICES MONITORING FORM
Y17038
Name and address of organisation purchasing products/services
Name of awarded Supplier
Date of purchase/contract
Items purchased
Total/estimated value of order/contract £
Please give brief details of your experience using the framework agreement
Framework Y17038 Issue No.1
SECTION 5 – TERMS & CONDITIONS
Terms and Conditions
Call Off Conditions of Contract
Framework Terms & Conditions
