Network Services: RM1045 Procurement Process April 2016

RM1045 Procurement - The Options Direct Award Further Competition Aggregation In Summary Further Information

Direct Award

When to use a Direct Award (DA) Direct Award, where: You have a clear statement of requirement; Your requirement is within scope of RM1045; The Template Direct Award Call Off Terms do not require amendment beyond that allowed on the DA Order Form; An appropriate Service Offer exists in the Catalogue; and You have completed and signed a DA Order Form

Direct Award (DA) Process – Catalogue Clear SoR RM1045 Scope DA T&Cs Identify Service Offer(s) Technology Catalogue located on the Government eMarketplace You must be registered in order to view and use the catalogue Search by agreement and lot number e.g. RM1045 Lot1 Identify suitable Service Offer(s) that meet your requirement Service Offer Query? Lead Time Query? Contact the Supplier Service Offer(s) not available? Engage all suppliers to the lot through an RFI Requests for information. Suppliers will provide a range of standard service offers to meet common customer requirements, however the wide range of suppliers and services available under the agreement may mean that it is complex to find the service offer you require. Under such circumstances a request for information (RFI) would be a transparent method to use to identify service offers to meet your needs. Requests for information (RFI) An RFI must be issued to all suppliers on the lot that covers your requirements. Where a cross lot catalogue item would be required, your RFI must be sent to all suppliers that appear in all of the lots which cover your requirement. Please do not request pricing detail as part of your RFI, if you do this then your request becomes a request for quotation (RFQ) and should be run as a further competition. Suppliers, if provided with a description of your requirements, should be able to respond with a list of service offers that would meet your needs. An RFI can be issued through our eSourcing portal, through your own systems or by email.

Direct Award (DA) Process - Evaluation SoR In Scope DA T&Cs Service Offer Evaluate Service Offer(s) Award criteria - specified in the framework agreement and based on either Price only; or Price and Non-price elements (e.g. quality, technical merit, delivery lead times) Define non-price elements & specify percentage weightings for each criteria Evaluate Service Offers against your award criteria Further detail can be found in Schedule 6 of the framework agreement, this is available on the agreement webpage

Direct Award (DA) Process – Order Form In Scope DA T&Cs Service Offer Evaluate SO(s) Order Form Completion & Signature Complete all sections of the Order Form Section A – General Information Section B – Direct Award Information Section C – Location details Section D – Call Off Contract Award Sign & enter the date of dispatch to the supplier Dispatch to the supplier Section A This section requests information about your organization such as Organisation name, billing address, details of customer representatives Please ensure you provide the full legal entity of your organisation. The supplier name and address are also included here. Section B This section provides boxes for you to identify the service offers you require from the catalogue It also enables you to define, alter or amend certain, limited elements of the call off terms which will apply to the call off contract. There are only specific terms that can be changed for a direct award call off contract. Section C Provide details of all the sites to which services will be delivered. Section D Sign the order form as required and enter the date of dispatch of the order form to the supplier. Dispatch Completed order forms may be dispatched to suppliers by email, signed for first class mail, or other prepaid next working day service. The call off contract consists of the order form (with your signature), the direct award and short form further competition call off terms (which can be found on our agreement web page) and the completed call off schedule 4, Annex 2 if this is appropriate. Your signature creates the contract with the supplier and a legally binding agreement is formed on the date you dispatch the call off contract to your chosen supplier. However the supplier should provide you with an order reference number (for your records) and details of contacts within their organisation. They may sign the form before they send a copy to you, but this is not a contractual requirement. Call off schedule 12 (appended to the direct award call off form) should be used for any required contract variations throughout the life of the call off contract.

Direct Award (DA) Process - Award SoR In Scope DA T&Cs Service Offer Evaluate SO(s) Order Form Award Call Off Contract Your signed Order Form, dispatched to the supplier: Accepts the suppliers Service Offer Creates the contract with the supplier Forms a legally binding agreement on the date of dispatch Your Call Off Contract consists of: DA Order Form with customer signature Permitted appendices to the DA Order Form Direct Award Call Off Terms Your Contract commencement date is the date of dispatch Dispatch Completed order forms may be dispatched to suppliers by email, signed for first class mail, or other prepaid next working day service. The call off contract consists of the order form (with your signature), the direct award and short form further competition call off terms (which can be found on our agreement web page) and the completed call off schedule 4, Annex 2 if this is appropriate. Your signature creates the contract with the supplier and a legally binding agreement is formed on the date you dispatch the call off contract to your chosen supplier. However the supplier should provide you with an order reference number (for your records) and details of contacts within their organisation. They may sign the form before they send a copy to you, but this is not a contractual requirement. Call off schedule 12 (appended to the direct award call off form) should be used for any required contract variations throughout the life of the call off contract.

Benefits of a Direct Award Quick & flexible process OJEU compliant without the need for further competition Complies with regulations through fair and transparent evaluation of Service Offers meeting your requirements Pre- agreed Terms & Conditions Available across all 10 agreement lots and for cross lot requirements

Further Competition

Short Form Further Competition (SFFC) Short Form Further Competition, where: Your requirement cannot be met by a Service Offer; Your requirement is within scope of only one of the agreement lots; The Template SFFC Call Off Terms do not require amendment beyond that allowed on the SFFC Order Form; and You have completed a SFFC Order Form You do not wish to appoint the supplier as an Agent You do not wish to conduct an eAuction

General Further Competition (GFC) General Further Competition, where: You have a more complex need & require the Supplier to develop a proposal to meet their Statement of Requirements; You have completed pre-procurement supplier engagement; You wish to amend the Template Call Off Terms (to the extent permitted by and in accordance with the Regulations & Guidance); and You have completed a GFC Order Form. You may wish to appoint the supplier as an Agent You may wish to conduct an eAuction

Further Competition Process – Pre-Procurement Complete Requirements Gathering Exercise Publish RFI Run Supplier Discovery Days Finalise RfP, including ITT documents (SoR, T&C’s, Order Form) The pre-procurement and development of your ITT will be covered in more detail later today

Further Competition Process – Order Form Scope Pre-Procurement ITT Documents Order Form Completion for ITT Complete sections A-E of the Order Form Section A – General Information Section B – Details of the Requirement Section C – Location details Section D – Milestone Plan Section E – Compatibility Information Section F – Supplier Response & Section G Contract Award completed and signed by the supplier at tender response Section G – Contract Award to be signed by you at contract award Section A This section requests information about your organization such as Organisation name, billing address, details of customer representatives Please ensure you provide the full legal entity of your organisation. The supplier name and address are also included here. Section B This section provides boxes for you to identify the service offers you require from the catalogue It also enables you to define, alter or amend certain, limited elements of the call off terms which will apply to the call off contract. There are only specific terms that can be changed for a direct award call off contract. Section C Provide details of all the sites to which services will be delivered. Section D Provide details of key milestones that you wish suppliers to meet. Section E This section will be relevant where you have indicated that a service compatibility assessment required Section F Is for supplier responses. Section G Do not sign the order form at issue of your ITT to suppliers. The suppliers will sign this section when they submit their bid. Customer signature is only required at contract award.

Further Competition Process – RfP RM1045 Scope Pre-Procurement ITT Documents Order Form Publish Request for Proposal (RfP) Issue your request for proposal (RfP), including order form, statement of requirements, call off terms and other documentation to all suppliers in the relevant lot or lots. Include clear instructions to suppliers on the procurement systems to be used, response dates and the award criteria and weightings you will apply to evaluation. Award criteria may be selected from those specified in the framework agreement. Define your criteria & specify percentage weightings for each criteria Prepare & publish responses to supplier clarification questions

Further Competition Process – Evaluation RM1045 Scope Pre-Procurement ITT Documents Order Form Publish RfP Tender Receipt & Evaluation Keep all bids confidential until your closing date and time Suppliers must sign the order form before submitting a bid to you. An unsigned order form is not compliant under the terms of the agreement and cannot be considered a valid offer from the supplier. Evaluate supplier responses ensuring that your predefined award criteria are appropriately applied Receiving bids the supplier will use your statement of requirements and any other documentation you provided to complete section F of the order form. They will attach their response to the form and return it by the requested method. All bids must be kept confidential until the closing date and time of the competition has passed. The supplier will also add their details to section A. Suppliers must sign the form at section G before submitting a bid to you. An unsigned bid is not compliant under the terms of the agreement and cannot be considered a valid offer from the supplier. Evaluation complete the evaluation of supplier bids using your own processes and systems, ensuring that the award criteria are appropriately applied. Challenges from suppliers are a risk if the award criteria are not applied as described. Call off contracts can be awarded on the basis of price only or a combination of price and quality elements. If you are proposing to run an eAuction, please see framework schedule 5 (Awarding a call off agreement) 5.1 to 5.8.3 for details of the processes that form part of this agreement and which will apply to your procurement exercise.

Further Competition Process – Award RM1045 Scope Pre-Procurement ITT Documents Order Form Publish RfP Evaluate Tenders Award Call Off Contract Sign the Order Form and dispatch to the successful supplier Accepting the suppliers bid Creating the contract with the supplier Forming a legally binding agreement on the date of dispatch Your Call Off Contract consists of: Order Form with customer signature Permitted appendices to the Order Form Call Off Terms Your Contract commencement date is the date of dispatch Provide feedback to unsuccessful suppliers Award once a chosen bidder has been identified you can award a call off contract by issuing them with a signed general further competition order form. There is no need for a standstill period when using our agreement. However a standstill period will give time for you to provide feedback to unsuccessful bidders and will allow for any queries from suppliers. Send your completed general further competition order form, signed (at Section G) to the successful supplier. Bidders will have signed their section of the form as part of their response to your ITT.

Benefits of a Further Competition Known pre-tested suppliers – capability and financial standing Allows suppliers to develop proposals or solutions to meet your statement of requirements, encouraging innovation. Enables further refinement of your exact requirement over and above the basic contract terms. Provides the option to run an eAuction or a multi-stage competition Ability to procure across lots and appoint an agent. Faster and less onerous than a full OJEU process Focus on achieving best value for money for your specific requirement

Cross Lot Procurement A procurement where your requirement spans more than one Lot (i.e. contains a combination of Core Components, where those Core Components exist in different Lots) Capable Suppliers are those that have a place in all of the Lots specified in the procurement Where you are running a cross-lot competition you should only invite the suppliers that appear in all the lots which cover your requirements.

Agency The ability to appoint an agent where your requirements include a core component from one or more of the ten lots of the agreement (available only via a general further competition) Agency services cannot be procured in isolation, only alongside a Core Component of a Lot/s Capable Suppliers are those that have successfully passed the agency capability test

Aggregation “The joining of multiple purchasers in a group to increase their buying power.”

Aggregation Aggregated National Further Competition, where: Your requirement is within scope of RM1045; Aggregated competition requirement meets your needs; You have checked the Pipeline for details of forthcoming aggregated competitions: https://www.gov.uk/government/publications/buying-technology-how-ccs-can-help/technology-aggregation-opportunities; RM1045 Template Call Off Terms do not require amendment beyond that allowed under the agreement and the aggregated competition; and You are able to receive services from any of the suppliers to the specific Lot under the agreement

Aggregated Competition Process Data Collection Publish ITT Award & Contract Customer Engagement Migration Customer Decision Gateway Prepare Take Action & Deliver Sign a MoU Complete Customer Requirements Template Develop customer-specific quality and evaluation criteria Review procurement documentation Validate the supplier tenders Sign a contract with the successful supplier Customer Transition

Benefits of an Aggregated NFC Dedicated Team to deliver aggregated NFC Aggregation of demand to achieve better pricing through collective buying Standardise requirement where possible to achieve greater leverage and further savings Standard documentation and consistency in the application of processes ensure effective and efficient procurements that are legally compliant Reduce customer and supplier costs through single procurement for multiple customers using same T&Cs Completely free of charge service to customers Fully managed procurement freeing up local resource

NFC6 c.41% savings NFC10 c.75% savings How CCS have helped NFC6 c.41% savings 16 Customers c.12,000 mobile connections Awarded March 15 NFC10 c.75% savings 13 Customers c.11,000 mobile connections Awarded September 15

In Summary… Procurement Process OJEU Compliant Pre tested suppliers Pre- Agreed T&Cs Amend T&Cs Cross Lot Agent Direct Award SFFC GFC Aggregation

Information, Forms & Guidance RM1045 agreement Order Forms & Guidance T&C’s Supplier by Lot list Supplier contact details Evaluation criteria http://ccs-agreements.cabinetoffice.gov.uk/contracts/rm1045 networkservices@crowncommercial.gov.uk Technology Catalogue & Government eMarketplace https://www.gov.uk/government/publications/crown-commercial-service-technology-catalogue https://www.gov.uk/guidance/emarketplace-a-guide-for-public-sector-buyers Aggregation https://www.gov.uk/government/publications/buying-technology-how-ccs-can-help/technology-aggregation-opportunities technologyaggregation@crowncommercial.gov.uk

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