ICT Services for Education Procurement Supplier Briefing Event 6 th August 2013 Broadway House Conference Centre Lon

1. ICT Services for Education Procurement Supplier Briefing Event 6th August 2013 Broadway House Conference Centre London

2. Welcome and • Purpose of Event • Rob MacLeod • Category Lead – ICT Services Government Procurement Service

3. Agenda 10:30 – 10:40 Welcome & Purpose of Event Rob MacLeod 10:40 – 11:00 Current Arrangements for Schools Peter Hughes 11:00 – 11:20 The Business Perspective Mike Green/Alyson Gerner 11:20 – 11:40 Future Proposed Arrangement Peter Hughes 11:40 – 12:00Key Schools ICT Requirements Nasir Khawaja 12:00 – 12:50 Your Views & Feedback Peter Hughes 12:50 – 13:00 Summary & Next Steps Rob MacLeod Close

4. Purpose of Event • To engage with education sector ICT suppliers on the proposed replacement for Department for Education’s ICT Services Framework • To ensure industry understand what is being tendered, why it’s being tendered, how and for whom? Lastly, when – the timescales • To seek feedback from suppliers on proposed plans, to use their input to help shape and refine the procurement

5. Objectives – what we want to brief you about • Explain scope and technical requirements to suppliers • Explain underlying customer needs • Explain commercial elements • Explain buying landscape and relationship with other frameworks • Explain potential procurement options • Explain timescales

6. Objectives – what we would like from you • Initial supplier awareness, engagement and opinion, • resulting in a confidence around viability of concept • Feedback on ideas • Insight to the market possibilities and potential innovative solutions • Highlight any issues with proposals and alternative options • Identify any risks and issues not previously considered

7. Current Arrangements • for Schools • Peter Hughes • Schools Commercial Team - ICT Department for Education

8. Current Arrangements for Schools • Shaped by the changing schools landscape • Driven by a diverse range of Schools ICT needs • Procurement options available to Schools • DfE’s ICT Services Framework – the key aspects

9. Schools ICT Needs Variable and requiring different approaches • Simple, low value/volume ICT equipment • More complex, higher value/volume ICT equipment • ICT equipment with implementation, maintenance & support • Integrated ICT Infrastructure (Servers, Networks & Devices) • ICT Infrastructure managed service (local and remotely hosted) • Infrastructure as a Service (IaaS) in the Cloud

10. Procurement Options for Schools Determined by EU procurement thresholds • Procuring individually or in groups (clusters or trusts) • Local Authority ICT arrangements & services • PSBO ICT Frameworks and Contracts • GPS ICT Commodity frameworks • GPS G-Cloud arrangement • DfE ICT Services Framework (which is the only bespoke educational arrangement)

11. Current DfE ICT Services Framework • 4 year bespoke arrangement running until October 2014 • 23 x approved specialist suppliers (across 2 x Lots) • >60% of suppliers are SME’s and account for >90% of spend • Default procurement mechanism for EFA Free Schools ICT capital programme • £150m of call off orders in 2.5 years and rate increasing • Used by a broad range of customers (Academies, Free Schools, Maintained Schools, Colleges and Local Authorities) • Increasing and on-going demand profile beyond 2014

12. The Business Perspective • EFA Schools Programmes • Mike Green • Director of Capital Education Funding Agency

14. Procuring x • Buying kit Schools ICT

15. Storage & movement Furniture Change Management Heat & Ventilation Space Cloud Connectivity Personal Device Servers Sustainability Power Wireless Wires

16. ICT Requirements ICT Baseline Design • Internet connectivity • Local Connectivity • Network Services • Software • User Devices • Peripherals • Other Requirements • Integration with D&B • Support Model • Training • Managing Change • Deployment

17. The Business Perspective • ICT Market factors • Alyson Gerner • Head of Commercial Division Department for Education

18. BESA Report – September 2012 “Information and Communication Technology in UK State Schools” “By 2014 nearly half of all schools anticipate more than 50 per cent of pupil-time will be exposed to teaching and learning through technology” “Schools increase their technology expenditure (ICT budgets rising by 2% – 3%, year on year)” Signals further ICT investment for schools

19. Making ICT investment count - achieving savings & value for money

20. Striving for the right Balance Aggregation Autonomy Value for Money Devolved Funding Spend Leverage Local School Needs

21. Market Features – building blocks Technology enabling teaching & learning Flexible Suppliers Vibrant Market Competitive Suppliers Effective Supply Chains Viable Suppliers SME’s & Start Ups Leading Industry Players Service Led Suppliers Fit for Purpose Technology Value, Choice & Quality Partners & Collaborators Innovative Solutions Educational ICT Specialists

22. The Department’s Role for Schools • No mandating • No central funding • No endorsing • Not “Hands On” • No direct intervention • Advising & Guiding • Supporting when asked • Shaping the Market • Identifying best deals • Establishing arrangements

23. Future Proposed • Arrangement • Peter Hughes • Schools Commercial Team - ICT Department for Education

24. Future Proposed Arrangement • Shaped by the best features of the current Framework • Future proofed – key changes since last time • Some initial Industry feedback • Procurement Options & Overview

25. Key Changes since last time • Autonomous schools demand profile versus previous BSF driven conditions • Smaller volume/value requirements needing simplified call off contract terms • Resource limitations compared with the Becta led arrangement • GPS leading and managing the new arrangement • Emergence of cloud-based ICT infrastructure services • Growth of remotely hosted and virtual ICT solutions • Multiple devices and personal devices (BYOD) in schools • Anytime/Anywhere provision and access • Increased reliance on fast and reliable connectivity (fixed & wireless)

26. Some initial Industry feedback (1) • Checks on companies who win large numbers or high value contracts to assure financial strength • Mechanism for “non-bidders” to be removed from the Framework required • Mechanism for adding new suppliers if required • There should be less opportunity for individual contract SLAs/KPIs • Could Framework be configured to allow “3 bids” for low value contracts

27. Some initial Industry feedback (2) • Model contracts must be provided • Structure guides would be useful around scope, clarifications and evaluation • Could we limit to 5-6 bidders for each tender? • Newer technologies to cover: • Broadband (required on 30% Free Schools and 50% Academies) • On-going training • Revenue model funding • Cloud • Leasing • E-books

28. Some initial Industry feedback (3) • Reference sites/case studies to be used for evaluation rather than lab models • Companies must have the capability to deliver now, not in the future for evaluation • Put more onus onto the suppliers to promote the Framework • The Framework should be seen as a “one stop shop for educational ICT” • Customer scoring matrix for supplier performance would be useful • Independent schools should be included as there is presently confusion in this sector

29. Procurement Options & Overview • Open OJEU procedure • 4 year Framework with single Lot structure • Forecast spend levels of £300m to £500m over 4 years • Maximum number of approved suppliers = 15 to 20 • Flexible call off contract terms readily compatible with smaller individual schools needs but also major projects • OJEU publication – November 2013 • Framework award – by mid-2014

30. Key Schools • ICT Requirements • Nasir Khawaja • ICT Adviser Education Funding Agency

31. School ICT Requirements • Overview of Requirements set (issued with stakeholder questionnaire) • New and/or more important Requirements since last framework • Key areas fed back from stakeholders • Commercial and contractual factors and priorities • Key educational and technical areas to consider • Types of demands from schools and colleges

32. Who? • Maintained Schools • Academies and Free Schools • Federations and academy groups • Multi-school procurements • FE & Sixth Form Colleges • Local authorities and RBCs • Independent Schools

33. What? (1) • Educational ICT requirements covering design, specification, supply, integration, testing, support and maintenance • Infrastructure - passives (e.g. the cabling) and actives (e.g. the switches and wireless equipment) • Managed services and technical support • Local and remotely hosted infrastructure models • Cloud services solutions • Virtualised environments • Repurposing of legacy equipment • System or Service Configuration & Design based on industry best practice • Allow and enable management of personally owned devices (BYOD or BAB) • Network & Services Security compliance • Phased specification delivery and install over time

34. What? (2) • Local customisation and legacy support including data or systems transfer • Must ensure standards of internet connectivity and service provision. • Authentication and identity management. • Training and support provision • Bespoke solutions and devices as required • Printing solutions and services • AV and associated devices • Internet connectivity • Adherence to environmental sustainability standards • Adherence to ratified and established open standards • Adherence to Accessibility standards • Open source options • Scope for use of innovative technologies

35. How? • Flexible model contracts and terms for both large and small procurements • Benchmarking costs (annually or more regularly) • Capability to call off against pre-defined sets of requirements • Active contract management • Lease schemes • Capital & Revenue funding options • Flexible tender values • Ability to respond to functional requirements (outcomes specifications) • Best value tendering clearly defined • Affordable and appropriate service levels

36. Important Requirements for Framework • Commercial and contractual factors and priorities • Model Contracts • Contract Duration • Framework Lots • Framework Guidance • Key educational and technical areas to consider • End-to-end solution • Personally owned devices • Builder Integration • Cloud Technologies • Assistive Technologies

37. Feedback from Stakeholders • Accessibility to ICT • Comprehensive in coverage • Training and CPD • Remote/ mobile management of solutions • Disaster Recovery • Marketing and Promotion • Seamless with other frameworks • Revenue and capital • Responsibilities Matrix

38. Types of demands from Schools • Complete solutions • Flexible solutions • Open standards • Advice around buying decisions • Transparent Pricing • Clear guidance on use of framework • Visibility of company performance

39. Your Views • and Feedback • Peter Hughes • Schools Commercial Team - ICT Department for Education

40. Your views & feedback – Ground rules • We want critical feedback about the current procurement and our early plans • We would like the names of those organisations who provide feedback • Alternative feedback mechanisms via hard copy or electronically • All feedback will be considered carefully and may help shape delivery • We will be noting the feedback so that we don’t miss anything • We are not planning to provide any specific responses to feedback • Please try to give everyone an opportunity to feedback • Please let us avoid any overtly negative comments • Need to avoid engaging in very specific questions relating to the detailed aspects • of the planned procurement and competition

41. Areas on which we would like feedback • What types of services should be included and is anything • fundamental being missed? • How best the required services can be provided across a • diverse schools sector? • Who should deliver these services and what the supply • chain should look like? • What major factors should be avoided in the procurement? • How can we ensure there is innovation built into the • lifetime of the procurement?

42. Summary and • Next Steps • Rob MacLeod • Category Lead – ICT Services Government Procurement Service

43. Summary & Next Steps • Thank you for all the valuable feedback and views today • All the feedback (during and after the event) will be carefully collated, considered and used to shape the procurement as it goes forward • We will shortly be commencing the development of the full Requirements set for this new procurement • After today suppliers can still provide thoughts and feedback by emailingICTservices@gps.gsi.gov.ukwith “Feedback ICT Services for Education”  in the title • Our cut off for receiving feedback will be mid-September

44. Thank you for attending and participating at today’s Event