Print (PTaS) RFP update information for eligible and participating agencies March 2015

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Adrian Sanders
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1 Print (PTaS) RFP update information for eligible and participating agencies March 2015

2 Background Project planning, consultation and market research commenced in August RFP released on GETS 14 th January RFP close 11 th March New solution called Print Technology and associated Services (PTaS) Replaces Print Devices and Print Device Management Services (current Print devices contract) Expansion in scope to include software (Category 3) and value adding Products and Services (Category 4, 5 and 6)

3 What do we hope to achieve for you? Competitive rates that reflect the value of the government s aggregated expenditure in this category of spend. Reduction in the duplication of costs incurred by Suppliers and Eligible Agencies (including Schools) when multiple open tenders, or extensive secondary selection processes are run. Improved Eligible Agency (including Schools) awareness of and access to print/scanning related professional services and software. Eligible Agencies (including Schools) can use printing and scanning services to improve workflow and document management. Eligible Agencies (including Schools) find the Supply Agreement to be attractive and see the value of participating.

4 A bit more about the new scope Category 1, 2 and 3 - Core categories Suppliers on the panel MUST be able to provide the Core categories (current Print solution and software supporting this like follow me print) Agencies are required to buy from the panel if they require Category 1, 2 and 3 if they have signed a Letter of Accession (LoA). Core Products & Services (Supplier must be able to provide and Participating Agencies must use this Supply Agreement to purchase) Category 1 Devices and Peripherals Category 2 Device Maintenance, Consumables and Parts Category 3 Print and scanning related software

5 A bit more about the new scope Category 4, 5 and 6 Value adding categories Supplier MAY also offer any or all of the value adding products and services Agencies are not required to buy from the panel if they require Category 4, 5 and 6, even if they have signed a LoA, but the intent is to make this so attractive they wouldn t consider any other way. Value Adding Products & Services (Opportunity for Supplier to provide and Agencies encouraged to purchase) Category 4 Print and scanning consulting and professional services Category 5 Provider enabled solutions Category 6 Sector specific solutions

6 A bit more about the new scope General The outcome will be a catalogue with ALL products and services available listed to provide transparency around price and what is available. All prices will be capped pricing. This allows agencies to negotiate better rates dependent on their specific requirements, but an agency will not pay more than the capped rate under AoG.

7 What is out of scope? The following products and services are out of scope: Paper Mail house services Publications (defined as a document that provides information e.g. brochures, magazines, etc.) Printed stationery letterhead, business cards, envelopes (some), internal forms, name badges, desk plates Collateral such as branded pens, drink bottles, t-shirts and bags Processes necessary to finalise artwork Processes necessary to approve printed proofs Supply and servicing of audio-visual equipment including projectors and whiteboards Electronic document and records management systems (EDRMS). Note that Providers will be expected to provide support in integrating Products with EDRMS systems Stand-alone facsimiles. These products and services are out of scope as a result of being covered by alternative AoG, collaborative or syndicated agreements that exist or because of the specialist nature of the products services.

8 How do I transition from the current AoG agreement to the new one? If your supplier is on the panel, we will be working with them and you, to transition your current Statement of Work (SoW). In new SoWs or variations signed in 2015, a clause is added to enable participating agencies to revisit their pricing for any currently out of scope products and services that now become in scope. We recommend participating agencies consider this option as part of transition. You will need to sign a new Letter of Accession (LoA) to the new PTaS Contract (the PTaS contract and offering are new) If your supplier isn t on the panel, you can continue with them until your SoW expires then transition to the PTaS contract with a new supplier. A new LoA will be required (the PTaS contract and offering are new) when you re SoW expires. We recommend not extending the term without consulting the Centre of Expertise (CoE) for advice and guidance, to ensure this is the best approach for your agency.

9 Statements of Work (SoWs) Will still be the mechanism to procure against the AoG agreement Continue to be reviewed by the CoE to ensure alignment to the PTaS contract Current SoWs are still valid under the terms of the current Print Device contract (we are working through how to continue to support agencies and suppliers with current SoWs) Suppliers will work with the CoE to develop new SoWs or variations to current SoWs, to ensure agencies and suppliers are protected and can transition on the new PTaS Contract should the supplier be on the new panel.

10 Planning to procure from the new PTaS AoG agreement? A new LoA is required (the PTaS contract and offering are new), even if you ve signed one for the current Print Device contract and don t have a current SoW New collateral due by September 2015; including a brand new look and feel catalogue covering core products and services and value adding products and services New agreement(s) signed by September 2015

11 High level timeline Task Completed by RFP issued 14 th January 2015 RFP closes 11 th March 2015 First stage evaluation completed (short listed) Clarification and second stage evaluation completed End March Mid May Negotiations Early September 2015 Agency collateral Early September 2015 Contract go live date and announcements Early September 2015

12 Stay in touch Any questions/queries OR Also see InSource and for updates and information

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