Best value procurement

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Best value procurement
Richard AllenSupport Consultant Learning
Services
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How will Becta achieve this?
The National Digital Infrastructure
to deliver

• Standards Specifications
• Self review tools
• Best Value purchasing schemes

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Build a common digital infrastructure tosupport
transformation and reform

• DfES policy and funding
• Consultation Local Authorities, Schools, RBCs,
  Industry
• Trials and proof of concept
• International developments and standards

Policy, Standards,Requirements and Specifications
Need toachieve this ..but how
Awareness Self-review Advice Guidance Support Tool
s
Framework Agreements

• Managed service approach
• Products and services tailored for education
• TCO better planning and budgeting
• Altering marketplace
• Enabling aggregation savings in support,
  training and cost
• National standards with local choice

Adoption by institutions
Coherent and reliable technological system that
is affordable and sustainable
Embedded technology for learning
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Collaborative approach
23,000 buying units 23,000 configurations
Devolved funding / decision making
Lack of consistency Not cost effective
Duplication of effort Poor clarity for
industry
Gershon Value for money Time Specialist
skills EU regulations Budget Audit
Drive consistency Drive service levels
Simplify process Share the effort Clarity for
industry
Common technical stds Service approach
Standard legal frameworks Standard
documents
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Infrastructure Services Framework
Purchasers can select any combination of elements
to complement existing provision - but will only
need to use one supplier
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Framework agreements

• Interactive whiteboards framework expired Jan
  07
• Software licensing framework - expires Apr 08
• Commercial off the shelf software value added
  services
• Procure supply chain services
• Consultancy services framework expires Dec 08
• Supports new school builds and major
  refurbishment
• Scope,
• educational ICT services,
• technical ICT services
• procurement consultancy services

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Learning Services

• Learning platform services
• Supports target for every school learner in
  England having access to a personalised online
  learning space with the potential to support
  e-portfolios
• Defined functional and technical specifications
• Open standards driving the market
• Local flexibility to select required
  functionality
• Solution approach not product approach
• Suppliers providing learning platform service
  solutions (design, provision, implementation,
  maintenance, service support and training

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Data services

• Management information systems
• Create supplier independent functional and
  technical requirements
• Create a statutory returns process
• Provision and quality of support
• Increase awareness of benefits from effective MIS
  solutions
• Approved suppliers and appropriate contractual
  arrangements

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Connectivity services

• National Education Network - resources, services
  and
• applications for every teacher and learner
• Video conferencing as core network service
• A unified authentication and authorisation
  infrastructure
• required so institutions can achieve a
  single sign-on
• System wide UK access management federation
• - live December 2006 using Shibboleth
  technology
• Quality assurance of internet safety services to
• institutions

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Supplier evaluation process
Service and or product testing
FITS / ITIL process implementation
Implementation, maintenance, service support
Design, provision and implementation scenario
Typical evaluation
Training service evaluation
Financial strength
Quality assurance
Reference
Contract management
Cost analysis TCO model
Continuous improvement
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EU Procurement Frameworks offer

• a range of educational suppliers who understand
  the needs of schools
• services and products delivered at a high
  standard set by Becta
• a simplified purchasing route that ensures
  compliance with EU procurement law
• consistent contractual terms with controlled
  local flexibility

• supplier monitoring
• reassurance that Becta will arbitrate when
  conflicts arise
• better value for money from aggregation
• services and products supplied to Becta
  educational standards and specifications

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The Procurement Cycle

• Good procurement practice

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5 rights of procurement
?
the right quality
?
the right supplier
?
delivery to the right place
?
right performance on schedule
?
at the right price
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The procurement cycle
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Step 1 Specify your needs

• You can specify your needs using technical
  specifications which detail component parts
  precisely and/or functional specifications which
  detail exactly what the proposed system will be
  capable of

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Two approaches

• Technical specifications
• details component parts precisely
• requires more technical understanding
• requires up to date knowledge of current and
  emerging technologies
• Functional specifications
• detail what a system is to achieve rather than
  listing its component parts
• does not state how the function should be
  achieved
• allows suppliers to use their full expertise and
  innovation to develop the optimum solution
• a greater number of suppliers can be used
• requires less technical knowledge

• More

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Functional issues

• infrastructure
• building work
• power
• air-conditioning
• benching
• environmental
• blinds
• fixed or mobile
• theft and vandalism
• technical services
• installation
• who
• when
• technical support
• who
• response time
• how long

• hard wired v wireless
• desktop v portable
• peripherals
• printing
• size, volume, b/w or colour
• screens
• flat or CRT
• scanner
• digital camera
• multimedia projector
• interactive whiteboard
• staff support and development
• formal training
• informal learning
• software
• existing
• new

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Quotation

• Local regulations may specify
• minimum and maximum values
• minimum number of suppliers
• Low value, simple purchases
• Statement of requirements
• use functional specifications

• Request for Quotation sent to interested
  suppliers
• with whom you are willing to do business
• dont waste the time of suppliers you have no
  intention of placing orders with

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EU Procurement Directives

• Thresholdscame into effect on 1st January 2004
• Supplies and Services 153,376
• Works 3,834,411
• Lengthy process
• minimum timescales apply to different parts of
  the process
• 52 days between PIN and Contract Notice
• Contract Award Notice within 48 days of contract
  award
• typically 6 months from initial notice to
  contract award

• Specific forms issued at different stages of the
  process
• Prior Information Notice (PIN)
• Contract Notice
• Contract Award Notice
• Upcoming changes to legislation
• award criteria with details of any weightings to
  be published in the contract notice

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Supplier selection criteria

• Possible criteria include
• Ability to comply with specification
• Financial status
• Product/service quality
• ISO accreditation
• Support and maintenance partnership
• Competitive pricing
• Past performance
• References
• Becta accreditation

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Costberg

• Initial Price

• Staff training

• Electrical work

• Physical Environment
• Heating, Lighting, Ventilation

• Software / purchase support

• Acquisition costs

• Benching

• Disposal / replacement

• Peripherals
• Printer, scanner

• Sleepless nights!

• Maintenance
• Contracts / parts

• Telecommunications
• Call charges, Internet

• Staffing

• Network Components

• Consumables

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Infrastructure directorate Engagement and support
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Becta Guidance Support Materials

• Ordering Procedures
• SOR
• EOI Forms
• ITT Template
• PQQ
• populated with questions applying to any purchase
  under the framework
• Ts Cs
• Copy of Framework agreement
• Definition of terms
• Bectas initial supplier testing/evaluation
  criteria
• Payment mechanism(s)
• Comparison information between Becta/BSF contracts

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Assess your needs
http//matrix.becta.org.uk
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http//communities.becta.org.uk

• Sustainability
• Equipment
• Funding
• Investment and budget planning

• Technical Support
• FITS
• KS3 On-screen Test Support
• Software Licensing

• Technology
• Learning Platforms and Management Information
• Functionality
• Technical Discussions
• Support in schools
• Contractual Arrangements
• Electronic Data Returns
• Consultations

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National Digital Infrastructure benefits
Increased productive time through more reliable
and efficient systems and resources
Prepare children for life in a technological age

• Optimum return on investment through
• better value for money purchasing
• improved integration of systems, products and
  services
• informed local choice allowing for innovation

Agreed technical standards and support
arrangements
Access to a coherent and reliable technological
system that is affordable and sustainable
Safe and secure access to a wide range of online
educational resources
Effective data handling within and between
schools and childrens services
Reduction of technical and administrative burdens