1. Network Services: RM1045 Procurement Process
April 2016

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

3. Direct Award

4. 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

5. 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 .

6. 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

7. 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 , 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.

8. 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 , 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.

9. 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

10. Further Competition

11. 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

12. 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

13. 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

14. 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.

15. 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

16. 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 for details of the processes that form part of this agreement and which will apply to your procurement exercise.

17. 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.

18. 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

19. 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.

20. 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

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

22. 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:
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

23. 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

24. 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

25. 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

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

27. Information, Forms & Guidance
RM1045 agreement
Order Forms & Guidance
T&C’s
Supplier by Lot list
Supplier contact details
Evaluation criteria
Technology Catalogue & Government eMarketplace
Aggregation

28. Questions & Answers