Presentation Transcript

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
13. Procuring x Buying kit Schools ICT
14. Storage & movement Furniture Change Management Heat & Ventilation Space Cloud Connectivity Personal Device Servers Sustainability Power Wireless Wires
15. 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
16. The Business Perspective ICT Market factors Alyson Gerner Head of Commercial Division Department for Education
17. 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
18. Making ICT investment count - achieving savings & value for money
19. Striving for the right Balance Aggregation Autonomy Value for Money Devolved Funding Spend Leverage Local School Needs
20. 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
21. 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
22. Future Proposed Arrangement Peter Hughes Schools Commercial Team - ICT Department for Education
23. 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
24. 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)
25. 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
26. 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
27. 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
28. 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
29. Key Schools ICT Requirements Nasir Khawaja ICT Adviser Education Funding Agency
30. 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
31. Who? Maintained Schools Academies and Free Schools Federations and academy groups Multi-school procurements FE & Sixth Form Colleges Local authorities and RBCs Independent Schools
32. 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
33. 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
34. 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
35. 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
36. 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
37. 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
38. Your Views and Feedback Peter Hughes Schools Commercial Team - ICT Department for Education
39. 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
40. 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?
41. Summary and Next Steps Rob MacLeod Category Lead – ICT Services Government Procurement Service
42. 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
43. Thank you for attending and participating at today’s Event