Lynne Jones (Category Manager – Multifunctional Devices) - OGCbuying.solutions …

1. Lynne Jones (Category Manager – Multifunctional Devices) - OGCbuying.solutions …

2. WORKSHOP CONTENT Background on OGCbs MFD Framework Case Study – Lancashire County Council Questions and Answers Workshop 2 – Multifunctional Devices (MFD’s)

3. what is OGCbuying.solutions? Buying Solutions is an Executive Agency of the Office of Government Commerce in the Treasury Our main aim is to help public sector organisations maximise efficiency and value for money in their procurement activities Our services are available to all publicly funded organisations The savings we help to deliver can be reinvested in front line public services

4. £670 million “During 2007-8 we managed procurements worth £4.4 billion, delivering savings for the public sector purse in the region of £670 million”

5. saving customers time and money We have established framework agreements and Managed Services with more than 600 suppliers, providing access to more than 500,000 products and services Our customers can make purchases through these arrangements, saving themselves the associated procurement costs We regularly benchmark our products and services to ensure our customers continue to access the most competitive deals available

6. 77 days “We estimate that on average we can save our customers 77 days – and associated costs – by enabling them to bypass the pre-purchase stages”

7. 84% “84% of customers would recommend Buying Solutions and a further 11% would possibly recommend them to colleagues or other public sector bodies” Buying Solutions’ CVI Research

8. adding value Advice and guidance on the procurement process Provision of Management Information Benchmarking activity to ensure prices remain competitive Supplier management and audit Shared information on best practice

9. pan-government collaborative procurement Policy developed in response to high cost of Government Procurement Single “Sponsor Department” for each category of spend Buying Solutions identified as the “Delivery Channel” for Office Solutions Pilot Utilises a common Category Management process Adopts a “Comply or Defend” policy regarding purchasing route decisions Growing enthusiasm across government for collaboration

10. sustainable procurement “Embedding sustainable development consideration into spending and investment decisions across the public sector” Benefits: Avoiding adverse environmental impacts Making more efficient use of public resources Stimulating the market to produce sustainable options Setting an example for business and the public

11. Initial Framework established in 1998 Major Collaborative Framework awarded in 2004 £90 million throughput per annum 2007/8 New Framework – March 2008 in line with EU Consolidated Directive, January 2006 Background

12. Mono and colour MFPs, digital copiers, mono and colour network printers and print room machines, all with standard network interfaces. Print Room Services, including web based client job submission, electronic job ticketing, software etc… Managed and Extended print output services. Software enabling product management e.g. Remote diagnostics. Push and pull printing software. Consumables including toner and staples (but not paper) Auditing Software for print management/accounting, print routing etc… Maintenance and support, including training (on and off-site). All types of Surveys Finance 2008 Framework - Scope

13. Altodigital UK Ltd Canon UK Ltd The Danwood Group Ltd Ikon Office Solutions Plc Konica Minolta UK Business Machines Ltd Oce UK Ltd Ricoh UK Ltd Xerox UK Ltd Suppliers

14. The Framework Agreement Contractual Relationships Framework Agreement

15. INSERT MIKE WOODS PRESENTATION

16. Managed procurements worth £4.4 billion. Savings for the public sector of £670 million. Savings Targets increased to £1Bn by 2010/11. We can save our customers 77 days. 84% customers recommend Buying Solutions Framework throughput of £90 million New Framework – March 2008. Collaboration Continues through the OGC Office Solutions Collaborative Procurement ‘Pilot’ Summary

17. ANY QUESTIONS

18. Lancashire County Council Mike Wood Reprographic Advisor

19. MDF or MFD? Part of a internal presentation to Senior Managers in 2004 MFD MFD’s are printers, copiers, scanners and fax machines. They are made in a factory from mainly metal and plastic. Advantages They produce marks on paper and allow you to digitise data/copy for further use. They do not require painting. They do not blunt tools Disadvantages Unlike MDF, MFD’s are not suitable for DIY applications. MDF MDF is at type of hardboard which is made from wood fibres glued under heat and pressure Advantages It is dense, flat, stiff has no knots and is easily machined and painted. Disadvantages MDF contains a great deal of glue , the cutting edges of your tools will blunt quickly

20. PRAG SIP (2003) • Issues to be addressed (extract): • Purchasing decisions are made by too many people without common guidelines • copy jobs are not matched to appropriate devices, e.g. DTP rather than networked copier

21. PRAG SIP (2003) • Recommendations (extract): • Adopt a co-ordinated approach to identify the: • shortcomings of provision and suitability of machines for required purpose • operational needs of users • development of a new strategy

22. PRAG SIP (2003) Best Practice Proposals (extract): …ensure all documents are printed using the most appropriate technology; control costs; control user access; optimise productivity. …an opportunity to introduce multi-functional copiers….

23. Contract Evaluation (06/07) • We elected to use the OGCbs MFD Framework. • Mini competition

24. MFDs The contract for the supply of MFDs was let to Danwood on the basis of a 36% reduction in our print costs whilst ensuring efficiency is maintained or increased. With the contract being savings driven, we do not have a volume (print) or hardware commit.

25. MFDs As at 11am on 6 June we had: • 322 MFPs deployed and networked. • 7997 users registered. As at 31 March 2008, where MFDs have replaced printers and photocopiers we have seen: • 43% reduction in mono prints • 36% reduction in colour prints • 75% saving in energy cost • Cashable savings in 2007/08 of £275k equivalent to 38.5% (part year)

27. Potential Problems The Internal Culture Issue!

28. THIS WILL AFFECT YOU • The Reprographics Steering Group (RSG) is charged with working with colleagues to make a 36% reduction in internal printing costs over the next 3 years (2007 to 2010). • This could equate to over £4m

29. IT’S MINE? • Lancashire County Council has adopted a corporate approach to the acquisition and deployment of DTPs, MFDs and their supporting software • This included the adoption of all existing DTPs and MFDs, therefore this policy has removed from individual departments and teams the ability to acquire DTPs and MFDs

30. WHAT NO COLOUR? • Unless there is a strong business case for colour DTPs and MFDs deployed in offices will be mono (black) print only. • In the event of a business case being accepted, colour printing and copying from a DTP or MFD is monitored. • All mono jobs with over 250 prints and/or 50 colour prints in any one job being are recorded in an exceptions report.

31. Confidentiality • Currently we use ‘Push Print’. • New system will use ‘Pull Print’ from a secure mailbox.

32. CHARGING • Users are charged on a common cost per copy basis for prints and copying from DTPs and MFDs. • As an incentive to use the main production unit, the internal cost per copy has been set at 50% less than the distributed fleet. • SafeCom software has been deployed across the authority to monitor usage and attach actual costs to appropriate expenditure codes.

33. The office as we knew it…

34. and today…

35. MFDs The central management and ownership of MFDs, enables officers to use ANY MFD irrespective of its location within the authority for both digital and hard copy printing.

36. MFDs • Users are now charged the same cost per copy on the new MFDs, irrespective of where they produce it. • Software is deployed to monitor usage and record actual costs to appropriate expenditure codes across all MFDs around the authority.

37. MFDs Thank You

38. Chris ChettleGetting more for less Bargain Hunt West Midland RIEP

39. Outline • Definition of e-Auctions • Summary of benefits • Description of OGC’s programme • Outline of work to encourage Collaborative Procurement of IT hardware • Q & A session

40. What is an e-Auction • ‘Reverse’ auctions run by OGC where suppliers bid decreasing prices • for a contract offered by a customer • Conducted online using specialised software • Sellers progressively reduce their prices in response to competitors’ bids • during the process • Only the buyer can see who is offering each price • Software is able to combine qualitative scores and pricing instantly to • measure overall competitiveness of each bid • The successful supplier is the one leading the auction when it closes

41. The benefits – get more for less • If properly implemented, they consistently deliver significant savings and improve quality • Other inherent benefits: • Legally compliant • Transparent to all parties • Provide suppliers with clear visibility of • selection criteria • competitive pricing levels • Support high quality procurement execution • Potential to condition and shape the marketplace

42. OGC’s IT hardware e-Auction programme • Run since September 2005 this programme aims to: • Promote e-Auction use in the public sector • Provide guidance on the process for less experienced organisations • Promote collaboration in pursuit of competitive deals • To meet these objectives the OGC has provided: • Experienced staff to advise on strategy and preparation of key • documents e.g. Invitations to Tender (ITT’s) • A remit to work across the entire public sector, matched by an extensive network • of stakeholders and customers • Resource to support the product evaluation phase

43. Collaborative procurement in practice8 e-Auctions and several conventional tenders have been completed using a collaborative model • The programme is aimed at high volume, mainstream products • OGC brings participants into the programme and aims to cater to the needs of all Participants OGC • A local project manager preferably leads implementation • A specialist technology provider’s services are engaged if the project involves an e-Auction PROJECT MANAGER TECHNOLOGY PROVIDER • Participants in the programme have been drawn from central government, local government, the NHS, educational institutions, and charities • Between 2 -13 procurement organisations have been involved in collaborative these projects PARTICIPANT 3 PARTICIPANT 1 PARTICIPANT 2 • Participants often represent a collaborative group of entities (e.g. a Collaborative Procurement Hub representing NHS Trusts) • OGC has managed IT hardware procurement projects on behalf of over 300 public sector entities, including more than half of all NHS Trusts in England

44. The big picture • e-Auctions 1, 2 ,3, 4 conducted under “old procurement rules” • 21 individual stakeholders • 98% from the NHS • Total value: £38.2m • Total savings: £10.02m = 26.23% • e-Auctions 5, 6, 7, 8 conducted under EU consolidated Directive • 60 individual stakeholders from the public sector • Total value: £40.02m • Total savings: £17.63m = 42% • Increase in participants over e-Auctions 1, 2, 3, 4 = 285% • Increase in savings: 76% Stakeholders and savings have significantly increased

45. What’s been achieved? • Eight IT hardware e-Auctions completed • 80 individual stakeholders involved • (Cascading down to over 400 seperate entities) • £80.22m auctioned • £27.65m saved = 34.5% • Participants from all across public sector • police, local authorities, health, central government, • education & charities Quality never compromised

46. Summary • Understand how e-Auctions work • Benefits to the public sector • Which organisations can participate in them • How we achieve collaborative procurement of • IT hardware • Real savings generated via this process

47. Questions?

48. Pete KendalRegional ICT CoordinatorRegional Improvement and Efficiency Partnership02/04/2014 The Regional Broadband project

49. OverviewRequirementHistory Regional participationBenefits

50. Requirement • Broadband in LA’s • Corporate traffic • Email • File transfer • Broadband across schools, HE and FE • Bulk of use • Video Conferencing • Data transfer • National Archives • Research etc etc