FRAMEWORK BRIEF. Document Management Services

Transcription

1 FRAMEWORK BRIEF Document Management Services

2 FRAMEWORK OVERVIEW HealthTrust Europe s (HTE) Document Management Services framework agreement offers a simple and compliant route to market for the procurement of a range of document management services at competitive rates. It offers users the flexibility of allowing both direct call-off (Lots 1-4) and further competition (Lots 2-5) under the provisions of the framework agreement. Additionally, Lots 4 and 5 offer an extended contract duration (up to 10 years) allowing users to develop a strategic working relationship with successful suppliers. HealthTrust Europe procured this framework agreement in accordance with the Restricted Procedure set out in the Public Contracts Regulations 2006 (as amended), and the EU Combined Directive (2004/18/EC). A Contract Notice (2012/S /EN) was published on 5 March Each of the appointed suppliers has been rigorously vetted in terms of their quality and value propositions through a robust and compliant evaluation process. If you or your Legal advisors require copies of OJEU Notices or further details of the framework agreement then please contact the Helpdesk on or by at [email protected]. Free to access Value for money due to spend aggregation Compliant route to market Minimisation of effort and resources Rationalisation of requirements resulting in cost and process efficiencies Bespoke management reporting Page 1 of 7

3 SERVICES INCLUDED Each lot can include but is not limited to the following: Lot 1 Supply of Print Related Equipment and Related Services Mono and colour capable printers, MFDs and shredders Print consumables Paper, envelopes etc. Maintenance and support, including training (on-site) Print audit Finance based on fixed term leases and agreed service charges Lot 2 Hybrid Mail Bulk and small repetitive or non-repetitive prints Prints with or without inserts Ad hoc printing per cost centre Management of existing client mail rooms, franking, fax machines and related services Lot 3 External Print Print of operational and/or promotional products Reprographics services Personalisation Finishing and binding, part-numbering and labelling Online portal for quoting Stock management, delivery etc. Lot 4 Electronic Documents and Records Management Systems Electronic platform for documents and records management Training and support Software licencing Warranty Lot 5 Managed Print Services On-site document production and on-site print room Mono and colour capable printers Print consumables (e.g. toners, cartridges, staples, paper) Paper Maintenance and support, including on-site training Print auditing and consultancy services Services covered under Lots 2 to 4 Page 2 of 7

4 FRAMEWORK SUPPLIERS Lot 1: Supply of Print Related Equipment and Related Services Lot 2: Hybrid Mail Lot 3: External Print Lot 4: Electronic Documents and Records Management Systems Lot 5: Managed Print Services Altodigital Networks Ltd BancTec Ltd Box-it Group Ltd Canon (UK) Ltd CFH Docmail Ltd Collector Set Printers Ltd Harlow Printing Ltd Innerworkings Ltd Kainos Software Ltd LG Davis (Stationers) Ltd Synertec Ltd Ricoh (UK) Ltd The Danwood Group Ltd Xerox (UK) Ltd Framework Status Key: Provider available against this Lot Provider not available against this Lot Page 3 of 7

5 KEY BENEFITS Variety: The framework agreement offers a number of options that can meet most of the print requirements an organisation may have, e.g. managed service, purchase of print-related goods outright or on a lease basis. Competitiveness: The number of providers under the framework agreement represents a healthy competition for each service covered. Standardisation and Rationalisation: All framework agreement providers have experience in providing services to Public Sector organisations and therefore, can offer their guidance and expertise on how processes can be standardised and rationalised to achieve cost and efficiency savings. Compliance: The framework agreement was procured in accordance with Public Contracts Regulations 2006 (as amended) and therefore, offers a compliant route to market whereby minimal resource is required to identify the most economically advantageous provider. Free to Access: There is no charge to clients for accessing the framework agreement if a Direct Award route is pursued. The extensive support provided during a competitive process may attract a charge but may also be free of charge depending on individual circumstances. Reporting and Audit Trail: All framework providers are capable of providing customers with comprehensive reporting, resulting in transparency of service provision. A full audit trail of procurement activity is available to help ensure that all customer governance requirements are met. Page 4 of 7

6 ACCESS TO THE FRAMEWORK Document management services can be accessed via this framework agreement by all Public Sector bodies in the UK, including: Central Government Departments and their executive agencies Non-Departmental Public Bodies (NDPBs) National Health Service (NHS) bodies Health Boards, NHS Trusts, Community Health Councils and other constituent bodies of the NHS in Wales NHS Scotland and its constituent bodies Health and Social Care Trusts, Health Agencies and other constituent bodies of the NHS in Northern Ireland. Local Authorities Police Forces and other emergency services Educational establishments Registered social landlords (RSLs) Registered Charities Devolved and other administrations within the British Isles Her Majesty s Prison Service The Ministry of Defence The framework agreement can be accessed in two ways Direct Award or Mini-competition given that a relevant order form has been signed by your organisation. Direct Award Direct Award route can be taken on the basis that your organisation is able to identify the most economically advantageous provider without conducting a further competition, e.g. when your organisation s requirements are reasonably standard compared to the services specified in the framework agreement. The framework agreement award criteria are used to determine the highest scoring capable provider. Award criteria vary on a lot by lot basis. HealthTrust Europe will guide you through the process and issue a call-off contract to your organisation and the successful provider once the evaluation process has been completed. The process normally takes between 1 and 4 weeks (maximum of 4 weeks if any price-related clarifications are required). As Lot 1 is a sole-source arrangement, Direct Award is available by default and therefore, can be completed in less than 1 week. Page 5 of 7

7 Mini Competition A Mini Competition may be conducted if a further competitive exercise is required to identify the most economically advantageous provider against your specific requirements. This process will enable your organisation to compare and evaluate different offerings ensuring that the final result is the most beneficial to your organisation. The level of competition created will also enable your organisation to enjoy the competitive edge which will aid your internal sign-off process. HealthTrust Europe will work in close partnership with your organisation throughout the process and carry out the tendering exercise on a fully auditable e-tendering system; Bravo Solution, and as a result, the risk of challenge will be minimised. All capable framework agreement providers under the relevant lot will be invited to submit a proposal against your requirements. All Mini Competition documents such as standard Invitation to Mini Competition (IMC) document, pricing schedule etc. will be provided to your organisation which will save you time and will enable you to draw your focus on more strategic tasks such as the development of the specification. It is highly recommended that prior to commencing the process, your organisation meets with all providers under the relevant lot to gather the knowledge and expertise from the industry experts. This will be facilitated by HealthTrust Europe (if required). Following the completion of the Mini Competition, HealthTrust Europe will provide you with an Award Recommendation Report offering full details of the process and the outcome. Once the document has been signed off by your organisation, HealthTrust Europe will finalise the process by issuing relevant contractual documentation to you and the successful provider (i.e. call-off contract incorporating specification, SLAs, pricing applicable to the service provision, provider s proposal etc.). Due to the nature of the services covered under Lot 5, Direct Award option is not available and a Mini Competition is required. Page 6 of 7

8 FAQS What should I do next? For new clients, registration is quick and easy and you should contact our Helpdesk team on or by at [email protected]. Existing HTE members should talk to their Account Manager to obtain further details. Once you have made the decision to use the framework agreement, access can be granted very promptly. How can I see more detail regarding the services which are included in this framework agreement? Services are usually tailored to meet client s requirements. These requirements can be discussed with the HTE category manager who will be able to advise and/or facilitate meetings with the framework agreement providers, and will be able to offer extensive guidance and expertise. How can I be sure that this framework agreement can be used by my organisation and remain compliant? The framework agreement was publicly advertised on the Official Journal of the European Union (OJEU) on 5 th March 2012 (ref.: 2012/S /EN) under the Restricted Procedure. Each successful bidder has been rigorously vetted in terms of their quality, capability and capacity through a series of qualification, technical and commercial responses requested for evaluation. A copy of the OJEU notice can be obtained by contacting the Helpdesk team on or by at [email protected]. How long is the framework agreement valid for? The existing framework agreement is valid until 1 st April 2017 at which time it will be replaced with a new agreement. Call-off contracts formed during the life of the existing framework agreement may extend beyond the framework agreement expiry date. For further information regarding this framework agreement, please speak to your Account Manager. Alternatively, please contact the Helpdesk on or by at [email protected]. Page 7 of 7

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