OJEU REF:2015/S

Transcription

1 IT Framework Agreement OJEU REF:2015/S User Guide Contract Ref: THG Frameworks Scope: Hardware & Services Contract Notice Number in OJ 2015/S Software & Services Contract Notice Number in OJ 2015/S Solutions Contract Notice Number in OJ 2015/S Valid from: 01 July 2015 Valid to: 30 June 2019

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3 1. Purpose of this document The purpose of this guide is to give potential users a quick understanding and background of the IT Framework Agreement created by Hyde and how users can access the framework to derive the benefits of quick and simple engagement with a manageable number of suppliers to deliver value for money for their own organisations. 2. About Hyde Hyde is an award-winning provider of homes and builder of communities that makes a lasting difference to people s lives. Hyde has been delivering services that matter since 1967, including value added services such as financial inclusion support, employment and debt advice. The Hyde Group builds new homes and neighbourhoods ranging in size from a few homes to complex, major mixed-use urban regeneration schemes providing thousands of new homes. Our Corporate Plan has three strategic priorities: Growth, Increasing Capacity and delivering quality services, which are reflected in Hyde s approach to procuring development and construction services. 3. Hyde The award winning corporate procurement team within Hyde is an established commercial centre of excellence, influencing 100% of all non pay expenditure

4 Our remit within the organisation is as follows: Manage each year >30 large scale (above 100,000 contract value) spend reviews and tenders with 3 rd parties, working closely with relevant budget owners Current pipeline of projects over 1bn Provide help, guidance and specialist expertise to all staff in relation to: Value for Money Commercial Market Intelligence Strategic Contract Management Purchase 2 Pay Optimisation Business Partner Negotiation Manage a central contracts database for all organisational contracts above 100k Work closely with Executive Team members and their teams to ensure full business compliance is achieved against both best practice and legal requirements Establish a series of framework agreements that are generic not sector specific with a focus on simplicity of use and delivery of exceptional quality and great value. 4. IT Framework Objectives This procurement has been designed by the Hyde corporate procurement team to identify the suppliers who will provide users with a robust and reliable supply chain across the traditional IT Hardware and Software platforms that are OEM agnostic but can supply all leading brands as well as bespoke products. The Lot 3 suppliers are also able to facilitate the acquisition of IT systems and solutions through a simple and quick process that clearly demonstrates value for money. The pricing models offered across all lots are completely transparent and the day rate cards that apply to any work across all three lots follow the skills for the information age (SFIA) model with the added benefit that the framework agreement caps expenses at the contracting authority s standard rates. The framework Terms & Conditions of contract embody call off terms that are simple and easy to understand whilst capturing the essentials that mitigate the key risks and challenges facing contracting authorities.

5 Calling off can be effected via either direct award or further competition it s the contracting authorities choice. No obligation to report to Hyde any activity undertaken via the framework although registering your interest as a participant in the Framework enables us to accurately track the spend and activity which will assist in future letting of the framework agreement by bringing to bear the leverage achieved by enhanced economies of scale. 5. Framework Scope There are 3 separate lots to the IT Framework, which are structured as follows: Lot 1 Hardware and Services to include but not limited by: The supply of Desktops, Laptops Tablets, portable computing devices, switches, routers and associated services such as desktop deployments, imaging, asset tagging and disposal. Lot 2 Software and Services to include but not limited by: The supply of commercial off the shelf software (COTS) licensing models, core system application licensing models and services such as software configuration, system implementation, data migration, virtualisation services and support and maintenance for applications and systems. Value added services such as software asset management tools. Professional advice relating to product & licensing options. Lot 3 Solutions: To potentially include all of the supply and services of Lots 1 and 2 with the addition of consultancy services to advise and assist in the acquisition of the future provisions of software systems, applications, and optimisation of infrastructure to deliver continuous improvement and drive value for money objectives. Awarded in July 2015 for a 4 year duration. Contracting authorities calling off from the framework can specify contract durations that exceed the framework duration but buyers are advised to consider the commercial implications and risk when setting up long term contracts and we recommend amending the call off terms to establish review points and breaks to avoid any potential costly lock in.

6 6. Who can use the Framework? The framework is for the use of Hyde Housing Association and the wider public sector including; Housing Associations identified in Local Authorities http;//openlylocal.com/councils/, All Educational Establishments Third Sector & Charities in the UK findcharities/ homepage.aspx Independant Schoolswww.indschools.co.uk/ Fire & Rescue Services in the UKhttp:// British Broadcasting Corporationwww.bbc.co.uk. 7. Framework Benefits There are a number of potential benefits to be achieved by using this Framework: The Framework has been established following a tender exercise that is compliant with UK and European Procurement Law - thereby saving you valuable time and resources by enabling greatly reduced procurement timescales. Contracting authorities can use their own in house procedures and on line tools setting their own tender response times when seeking further competition. Clear and transparent cost models from all of the suppliers. Very competitive day rates under the SFIA model which apply across all lots. The appointed suppliers have a great range of experience across the Public sector, educational and third sector markets. Pre-agreed terms and conditions (see appendix) are imbedded into the Framework agreement but the call off terms can be varied by contracting authorities when using the mini tender/further competition process to meet in

7 house governance matters. Suppliers must be advised of any variation at time of tender invitation. Direct Selection or Mini Tender/Further competition procedure available to ensure that procurement projects can get underway quickly and efficiently. A one stop shop potential for contracting authorities who opt to use the consultancy and acquisition process within Lot 3. Flexible use of Lot 3 will enable contracting authorities to get assistance with project scope & design through to acquisition, implementation and Go Live of simple or complex solutions. 8. Framework Access Fees There are no access fees associated with the use of this framework. 9. Expressions of Interest Users considering using the Framework should, in the first instance, contact the Hyde procurement team helpdesk to express your interest in utilising the Framework: procurementhelpdesk@hyde-housing.co.uk Tel: Once received you will be contacted by the Framework Manager to discuss your requirements in more detail. The Hyde Framework Manager will then assess whether your project qualifies for using the Framework. In order for Users to be compliant they must advise the selected Supplier that their requirement is subject to the Hyde IT Framework Agreement Reference THG and include this on the relevant Purchase Order to the Supplier. They must also complete the Call Off Form in Appendix 1 below and it to Hyde at: procurementhelpdesk@hyde-housing.co.uk at the time that they raise the Purchase Order to the selected Supplier. 10. Framework Suppliers Contact info

8 CDW 10 Fleet Place London EC4M 7RB Company Reg No Misco Uk Ltd Darby Close Park Farm Ind Est Wellingborough NN8 6XH Company Reg No SC Novosco Adamson House Towers Business Park Didsbury, Manchester M20 2YY Company Reg No. NI Account Manager Karen Soriano Internal Sales Danielle Bingham Account Manager Gary McGlynn MISCO Have ceased trading Account Manager Tony Harrison Tel: Mob: Tel: Fax: Tel: Mob: Fax: Tel: +44 (0) Mob: +44 (0) Phoenix Software Ltd Blenheim House York Road Pocklington York YO42 1NS Company Reg No Stone Computers Limited Granite One Hundred Acton Gate Stafford ST18 9AA Company Reg No Account Manager Greg Dean Internal Sales Marcus Potts Bids & Solutions Manager Frank Gregory Account Manager Angela Banner Tel: Mob: Tel: Fax: Mobile: Tel: Tel: Ext Mob: Fax:

9 Suppliers by Lot award Lot 1 Hardware & Services Lot 2 Software & Services Lot 3 Solutions CDW CDW CDW Novosco Phoenix Phoenix Stone Novosco Novosco Misco Ceased Trading Stone

10 APPENDIX 1 User Call Off Form for IT Framework Agreement Reference THG User Details; Name of User Address Contact Name Contact address Contact phone number Requirement and Supplier Details; Name of Supplier Lot Number Used Total Spend (excluding VAT) Date Purchase Order awarded to Supplier User Purchase Order Number