Technology Workstream. Overview for Managed Document Services Framework

Transcription

1 Technology Workstream September 2013

2 Version Control Contributor(s) Date Version Comments Bal Kang 09/13 V1 Bal Kang 11/13 V2 Updated address and removed Kainos Contact Details Bal Kang Senior Category Manager NHS London Procurement Partnership 200 Great Dover Street London SE1 4YD Telephone Ext: Mobile Web 2

3 Contents 1 Introduction Period of the Framework/Agreement Contract Framework/Contract Overview Benefits of using the Framework Lot 1 Multi Function Devices, Printers, Maintenance and Associated Consumables and Print Audits Contract reference number Contract suppliers Key Benefits Lot 2 Hybrid Mail (Outgoing) all outgoing correspondence mailing and postage, also covers reminder services via or SMS messaging Contract reference number Contract suppliers - Mini Competition Key Benefits Lot 3 External Print (Artwork, Print, Stock Management, Online portal for ordering and stock management and delivery of printed products) Contract reference number Contract Suppliers - Mini Competition Key Benefits Lot 4 EDRMS (Electronic Document Records Management Services) Platform Contract reference number Contract Suppliers - Mini Competition Key Benefits Lot 5 Managed Print Services (Printers, MFDS, Faxes, Consumables and additional services, Hybrid Mail, External Print and EDRMS Platform) Contract reference number Contract Suppliers - Mini Competition Key Benefits Stakeholders involved in the procurement Framework/Contract Access What should I do next?

4 1 Introduction NHS London Procurement Partnership (LPP) is hosted by Guy s and St Thomas NHS Foundation Trust. Its overall priority is to provide procurement support to its members. This Framework has been established in collaboration with HealthTrust Europe (HTE). In the award of the framework relating to Managed Document Service (Ref LPP2012/00006) LPP has established a framework of suitably experienced, capable, qualified and resourced suppliers available for use by all members. A formal tender process was conducted using the Restricted Procedure in the Official Journal of the European Union (OJEU) Ref: 2012/S /EN; inviting bids in relation to the provision of the specified requirements. The Invitation to Tender (ITT) was structured into 5 separate lots and bidders were asked to submit a compliant bid based on the stated requirements. The resultant framework (Ref LPP2012/00006) is categorised to reflect the requirements of the 5 lots. The scope of the framework covers a wide variety of requirements categorised into the following Lot structure: Lot 1 Supply, Maintenance, Consumables and Print Audit Lot 2 Hybrid Mail (Outgoing) Lot 3 External Print (Third Party) Lot 4 Electronic Document Record Management System Platform (EDRMS) Lot 5 Managed Print Services 2 Period of the Framework/Agreement Contract The Framework Agreement is in place for a four year period commencing 2 nd April 2013 until 1 st April The Contract Agreements can be awarded for the following periods: Lot 1 up to 4 Years Lot 2/3 up to 4 Years (2+1+1) Lot 4/5 up to 10 Years (5 + 5) 4

5 3 Framework/Contract Overview Managed Document covers five print management Lots, allowing members to either Direct Award (Lot 1) or Mini Competition (Lot 2, 3, 4 and 5) routes to procuring these categories. Members have the option to take each Lot individually or procure all under Lot 5 which is a fully managed service for print solutions. 3.1 Benefits of using the Framework Aggregation of spend to deliver better value for money and improving on cashable savings for the user. Minimises duplication of effort and time taken in the tendering process for both members and suppliers. Establishes strategic relationships with key suppliers to gain better value for money, take out cost, improve performance and align suppliers with members priorities. Members can either call off from the framework, or re-open competition within it, removing the need to conduct full tender exercises or lengthy supplier evaluations each time they have a requirement, saving time and cost associated with procurement exercises. The established Framework is fully compliant with the Public Contracts Regulations Cost Savings of up to 30% (20% being VAT as minimum). Expanded range of products and services through 5 Lots. Defined account management with agreed management reporting package. Reduction of equipment, energy and paper support CSR objectives. Software that enables improved device management e.g. remote diagnostics. Maintenance and support, including training (on and off-site). Reduced down time due to improved technology and managed service delivery. MFDs that can be networked, facilitating scanning and faxing directly to . Follow Me print capability that increases confidentiality and reduces waste. Management of External print and Hybrid mail requirements. Management of EDRMS requirements. 5

6 4 Lot 1 Multi Function Devices, Printers, Maintenance and Associated Consumables and Print Audits 4.1 Contract reference number GPM /2012/S /ITT ref: Contract suppliers The Danwood Group Ltd 4.3 Key Benefits Multi-Function Devices, printers, maintenance and associated consumables and print audit offers members the flexibility to purchase or lease products and services from one supplier. This is ideal for members who do not wish to enter into a managed print services contract. Offers transparency and efficiencies in purchasing of these products and services; MI, Online Ordering and Tracking. 6

7 5 Lot 2 Hybrid Mail (Outgoing) all outgoing correspondence mailing and postage, also covers reminder services via or SMS messaging 5.1 Contract reference number GPM /2012/S /ITT ref: Contract suppliers - Mini Competition Canon (UK) Ltd CFH Total Document Management Ltd Ricoh (UK) Ltd Synertec Ltd Xerox (UK) Ltd 5.3 Key Benefits Hybrid Mail offers a managed service for all outgoing communications to the end customer/patient, whether it s a printed letter pack, electronic message or SMS reminder service. On average each member could save 10% - 20% on outsourcing their outgoing mail. Standardisation and consistency of materials and templates being used and branding. VAT mitigation on certain products and services. Cost avoidance, no need for internal post rooms and manual fulfilment processes and stock/print management, frees up staff to concentrate on their core duties. Offers transparency and efficiencies in managing outgoing mail; MI Postage and printing costs. 7

8 6 Lot 3 External Print (Artwork, Print, Stock Management, Online portal for ordering and stock management and delivery of printed products) 6.1 Contract reference number GPM /2012/S /ITT ref: Contract Suppliers - Mini Competition Collector Set Printers Ltd Innerworkings Ltd Harlow Printing Ltd LG Davis (Stationers) Ltd Ricoh (UK) Ltd Xerox (UK) Ltd 6.3 Key Benefits External print will work as a managed service where members will be offered a one stop shop service from artwork, print, stock management to delivery by one supplier. On average each member could save up to 10% on costs for external print. Standardisation on material being used and consistency in branding. VAT mitigation on certain products and services. Cost avoidance, call off stock just in time rather than storing locally, freeing up space and need for stock management. Offers transparency and efficiencies in managing print; MI, quoting and stock call off done via online tools. 8

9 7 Lot 4 EDRMS (Electronic Document Records Management Services) Platform 7.1 Contract reference number GPM /2012/S /ITT ref: Contract Suppliers - Mini Competition BancTec Ltd Box It Group Ltd Canon (UK)Ltd Xerox (UK) Ltd 7.3 Key Benefits EDRMS Platform framework offers members another route to Electronic Document Record Management Service as a software platform rather than a fully managed service. Cost avoidance, this will allow the member to manage their own back scanning and forward scanning in-house, utilising the current staff effectively to move towards an electronic record system, without redundancy. Offers efficiencies in storage and speed of record retrieval to all servicing bodies. Offers transparency, MI readily available via the online tools. 9

10 8 Lot 5 Managed Print Services (Printers, MFDS, Faxes, Consumables and additional services, Hybrid Mail, External Print and EDRMS Platform) 8.1 Contract reference number GPM /2012/S /ITT ref: Contract Suppliers - Mini Competition Altodigital Networks Ltd Canon (UK)Ltd Ricoh (UK) Ltd The Danwood Group Ltd Xerox (UK) Ltd 8.3 Key Benefits Managed Print Services is a managed service so mitigates VAT. On average each member could save 10% to 20% on costs for outsourcing their print requirements. Cost avoidance, free print audits for members wanting to go under a mini competition by one of the suppliers (Average cost of an audit ranges from 10K - 25K per member). Offers transparency and efficiencies in managed print. Offers additional services; Hybrid Mail, External Print and EDRMS Platform which are also offered separately under Lots 2, 3 and 4. 10

11 9 Stakeholders involved in the procurement Wye Valley NHS Trust London Ambulance Service NHS Trust Health Care America The Shrewsbury & Telford Hospital NHS Trust Sandwell and West Birmingham Hospitals NHS Trust University College London Hospitals NHS Foundation Trust Warrington and Halton Hospitals NHS Foundation Trust North East London NHS Foundation Trust Barts Health NHS Trust 10 Framework/Contract Access Members can use the Framework in two ways when establishing their specific requirements; either to call off from the established framework on the basis of the agreed framework pricing, or to re-open competition by way of a mini competition. Members wishing to access Lot 1 can do so by direct call-off. Lot 1 has sole supplier status, hence removing any requirement for a member to conduct a mini competition. Orders can be placed as and when required via an online portal once an order form has been completed and user access rights set up. Lots 2, 3, 4 and 5 to be procured through a Mini Competition process. NHS LPP will support the member trust with the mini competition process under OJEU regulations. We can conduct the mini competition for members for an additional fee. Members to support the specification write up in order to capture the bespoke requirement. Technical & Quality will be evaluated by the member. Commercials will be evaluated after the Technical and Quality, supported by NHS LPP. Contract Agreement Recommendation Report to be produced for the Trust Board for approval before the suppliers are notified of the award. 10day standstill period, supplier debriefs. Implementation meetings to be scheduled with the member and supplier to commence the projects. All these processes are supported by the NHS LPP Senior Category Manager. In establishing this framework, a standard set of call off terms and conditions were used and these terms and conditions will apply to any goods supplied/services provided under this framework. 11

12 11 What should I do next? Please contact the Senior Category Manager to arrange a meeting to discuss these services in more detail. If possible, please note the categories you are interested in, identify the current contract status and collect the baseline information. NHS London Procurement Partnership Contact: Bal Kang, Senior Category Manager (Technology) Telephone: ext: Mobile: baldish.kang@lpp.nhs.uk Website: 12