Category Overviews

1. Category Overviews

2. Category Overview | Communication Services | Category Scope The communication services category provides access to a wide range of frameworks covering advertising agencies; communications planning; design and creative services for print; direct marketing services; digital media; educational marketing; events, exhibitions and technical services; external engagement; internal communication; market research; marketing, brand and strategy; marketing aimed at culturally diverse audiences; media buying; press cuttings; partnership marketing; public relations; radio advertising copy; and regional agencies and sponsorship. Category Overview • The category currently comprises of a number of frameworks which were established by the Central Office of Information (COI) and transferred to Government Procurement Service in advance of COIs closure in March 2012. • A new centralised model has been developed to support the communications needs of organisations across the UK public sector including health, local government, education and devolved administrations. • The model will comprise of a reduced number of frameworks including: • Communications: Creative and Delivery Services will cover creative services; direct marketing; digital marketing; events and PR services. • Strategy and Planning will cover market research; communications planning; strategy and planning. • A route to market for low value (sub-OJEU) work will also be put in place using Dynamic Marketplace to complement the frameworks. This will provide easy access for small agencies and sole traders to public sector business as it will reduce the cost and time burden of competing for business. • Implementation of the new model will be phased using existing frameworks and contracts to manage spend during the transition period. Implementation Timescales Customer Access Routes • Full consultation with key stakeholders is underway to ensure that the new frameworks provide the necessary services to meet customer needs and deliver value for money. • An OJEU for Communications: Creative and Delivery Services is planned for July 2012 with award expected in October 2012. • An OJEU for Strategy and Planning is planned for September 2012 with award expected in November 2012. • The Dynamic Marketplace route to market is scheduled to be available from autumn 2012. • All frameworks can be accessed via our website at http://gps.cabinetoffice.gov.uk/i-am-buyer/find-a-product-or-service and are available to all UK public sector bodies. • The scope of existing frameworks has not changed, however, it is now the responsibility of customers to manage contracts awarded through these arrangements as the managed service previously provided by COI ceased on 31 March 2012. • Existing frameworks are being used to manage communication spend during the transition period. When agreeing new contracts avoid entering into long term commitments as this may prevent transition to future frameworks. Benefits Summary • The Government is committed to reducing spend on advertising activity. The introduction of strict spending controls in May 2010 have already led to a reduction of £400m 2010/11. These controls remain in place. Published version 11.0 – 18 June 2012

3. Category Overview | Energy | Category Scope Energy primarily covers the purchase and management of electricity and gas. Electricity can be half hourly, non-half hourly or unmetered. Automatic meter reading, carbon offsetting, liquid fuels and coal are also available. Category Overview • All frameworks are available to all public sector organisations including local authorities and NHS trusts. • Our methodology for procuring energy is all about managing and reducing the associated risks through flexible purchasing. • We take delegated authority to purchase gas or electricity on behalf of your organisation creating an aggregated committed volume. This enables us to purchase directly from the wholesale market. • Skilled in-house analysts track the markets so that we can capitalise on advantageous price movements and reduce the costs for you. • A new half hourly electricity procurement has been awarded for supply from April 2012. • A new gas procurement was awarded ahead of schedule in October 2011. • An extension of the non-half hourly electricity framework has been put in place until September 2013. A replacement procurement will commence in June 2012. • Automatic meter reading is designed to help eliminate estimated bills. Customer Access Routes • All frameworks can be accessed via our website at http://gps.cabinetoffice.gov.uk/i-am-buyer/find-a-product-or-service • You can join the frameworks by emailing customeracquisition@gps.gsi.gov.uk • You will need to complete a Customer Access Agreement and model contract. The energy team will take you through the process of transferring all your sites. • eAuctions for carbon offsetting can be run against the framework. Benefits Summary • Our frameworks are compliant with the findings of the Pan Government Energy Project which recommends that all public sector organisations adopt aggregated, flexible and risk-managed energy procurement. They also offer access to energy from renewable sources. • We competitively tender low cost innovative contracts not available to individual customers. • Government Procurement Service expertise in buying and risk management with robust governance on all customers behalf. • Savings are calculated against benchmark prices using an average of 12 months market prices, with a 6 month lag. • A range of services to help monitor, control and manage demand, for example, automatic meter reading. • Regular market reports keep you updated on pricing and market developments. • Improved customer service with dedicated internal customer contacts and customer managers within suppliers means mainstream call centres are bypassed. • Low costs to serve and margins. • All customers benefit from aggregated volume. Published version 11.0 – 18 June 2012

4. Category Overview | Fleet | Category Scope Fleet offers a range of frameworks for vehicles including passenger vehicles, motorcycles, car derived vans, light commercial vehicles under 7.5 tonnes, medium to heavy and specialist commercial vehicles 7.5 tonnes and above and trailers & mobile units. Plus, fleet management services, vehicle conversions, tyres, insurance and fuel cards. Category Overview • All frameworks can be used by all public sector organisations including local authorities and NHS trusts: Vehicle Hire, Vehicle Purchase, Vehicle Lease, Fleet Management Services, Vehicle Insurance, Trailers & Mobile Units and Fuel Cards. • The Fleet Management Services framework draws together administration, service maintenance & repair, accident management, fuel card administration and vehicle acquisition & disposal. • The Vehicle Insurance frameworks include fully comprehensive, third party and funded insurance cover options, plus accident management, uninsured loss recovery, courtesy car, safe driver training and legal services. • The Trailers & Mobile Units framework offers access to both medical and non-medical units such as mobile libraries and dental units. • The scope of the Lease and Purchase frameworks have been expanded to ensure customer needs are met. For example, buses and motorbikes are now included, in-house workshops can be authorised and non-standard vehicles are fully warranted. • Third parties such as leasing and fleet management companies can use the Purchase framework terms in their leasing cost calculations to ensure customers get the most favourable price whether purchasing or leasing vehicles. • Frameworks make provision for reduced pricing based on standardised vehicle specifications and aggregated volumes. • Use of fuel cards is recommended as a best practice approach to fleet management. • New frameworks for tyres and vehicle conversions are due to award in September 2012. • A new insurance framework is also being developed to cover a wide variety of insurance needs, including vehicles. It is due to award in December 2012 in time for April 2013 renewals. Customer Access Routes • All frameworks can be accessed via our website at http://gps.cabinetoffice.gov.uk/i-am-buyer/find-a-product-or-service • eEnablement solutions such as eAuctions and an online fleet portal can be used in conjunction with the frameworks to ensure best pricing. • Cars and light commercial vehicles up to 3.5 tonnes can be purchased or leased via the fleet portal at https://vehicleleasing.buyingsolutions.gov.uk/ • The ITQ facility on our website is available for other vehicle types and spot hire further competitions. • eAuctions are suitable for all vehicle types. We are currently gathering volumes for our next purchase eAuction. Benefits Summary • Improved whole life cost of vehicles through leveraging consolidated volumes via eAuctions. Four vehicle purchase eAuctions in 2011/12 delivered savings of £1.8m for customers. • Improved spot hire terms including reduced customer liability, flexible online booking and improved terms for long term hire. • Fuel Cards provide savings on fuel prices and full visibility of usage for cost control management. • Vehicle Lease and Purchase frameworks take full account of the Clean Vehicle Directive. • Vehicle Purchase allows customers to use a local dealership for delivery and after sales service. • By standardising vehicle specifications customers can remove the unnecessary costs associated with variation and choice. • Vehicle Hire suppliers have an obligation to support the reduction of CO2 emissions by supplying vehicles with 130g/km of CO2 or less. Published version 11.0 – 18 June 2012

5. Category Overview | ICT | Category Scope ICT offers a range of agreements to cover all aspects of hardware, software, networking and telecoms designed to meet your computing, communications and infrastructure requirements. Category Overview • All agreements can be used by all public sector organisations including local authorities and NHS trusts. • Our agreements cater for product purchases, service procurements and bespoke integrated solutions. • In hardware and software the following frameworks are available: Commoditised IT Hardware and Software (CITHS) for desktop hardware, IT infrastructure hardware and software specialist channel partners; Sprint ii for a one-stop-shop range of products and services; Software Application Solutions; Local Government Software Applications Solutions; Information Management and Learning for Schools, Digital Continuity; Payroll, HR and Finance Services and ICT Disposal. • A number of agreements such as the Public Sector Agreement with Microsoft which provides discounts on software licensing are available. • Communication frameworks are Telecom Networks, Mobile Solutions, Assistive Technologies (including Telecare and Traffic Management Technology), and PSN convergence frameworks for Managed Telecommunications and Government Secure Intranet. • There are also a number of Memorandum of Understanding with BT which offer discounts on line rental, voice calls, conferencing and circuits. • Managed IT Services are available through the IT Managed Services framework or, for organisations with over 1,500 seats, the Desktop21 framework. • ICT consultancy services are available via the ICT Consultancy and Delivery Services framework. • A new G-Cloud framework has recently been awarded. Customer Access Routes • All frameworks can be accessed via our website at http://gps.cabinetoffice.gov.uk/i-am-buyer/find-a-product-or-service • Further competition, ITQ and eAuction opportunities are available. • A number of framework specific tools are also available on the website to assist with pricing and selection. • Online catalogues are available for IT hardware, software, document management and ICT disposal on Government eMarketplace. Benefits Summary • Agreements accessible to all public sector customers plus specific frameworks tailored to sectors such as local government and education. • Memorandum of Understanding and Bulk Licensing agreements with software and telecom suppliers provide access to common services at significantly discounted prices, whatever the size of your organisation. • Guidance and support with ICT procurement from a team of category experts with specific industry knowledge. • Proactively working with customers to manage opportunities to aggregate spend across the public sector to achieve best value for all. • Agreements which support the whole technology lifecycle including consultancy services, new systems and infrastructure, managed services and applications through to ICT disposal. • New Payroll, HR and Finance Services framework will deliver 38% savings compared to the current framework. • Further competitions against the Managed Telecommunications Convergence framework have delivered savings of 30-60% for customers. • eAuction for 16,000 desktops delivered over £1m of savings. Published version 11.0 – 18 June 2012

6. Category Overview | Office Solutions | Category Scope Office Solutions covers the provision of office supplies, printing papers, print services, multi-functional devices (MFDs), postal and courier services. Category Overview • The following frameworks are available to all public sector organisations including local authorities and NHS trusts: • Multi-Functional Devices and Services, Managed Print and Print Audit Services. • The Postal Services framework provides a range of services from consolidation of mail through to hybrid mail. • The Logistics and Courier Services framework provides access to a range of services including delivery of hazardous goods and storage and destruction of seized goods. • The Government Office Supplies Contract is a centralised, single contracting route for Central Government Departments and a number of named public sector organisations, for office products and electronic office consumables. • The Wider Public Sector Office Supplies framework remains available for all other public sector customers. It covers a wide range of everyday office items including desktop office supplies, stationery, electronic office supplies and storage media, plus small business machines. • A new Document Storage framework was awarded in April 2012. • A new Wider Public Sector Print Services framework went live in May 2012. This will complement the Print Vendor Partner contract which is for Central Government only. Customer Access Routes • All frameworks can be accessed via our website at http://gps.cabinetoffice.gov.uk/i-am-buyer/find-a-product-or-service • Further competition, ITQ and eAuction opportunities are available for all frameworks. • If you are not sure if you are able to access the new Government Office Supplies Contract please get in touch by calling 0345 410 2222. Benefits Summary • Ordering from catalogues provides a quick and easy route for simple, ad hoc purchases. • Customer toolkits, templates and guidance are available to help you conduct further competitions for more complex requirements. • eAuctions have proven to be the optimum way to deliver savings. Recent eAuctions have achieved in excess of 25% savings through product standardisation, rationalisation and aggregating spend with other organisations. • Multi-functional devices are an ideal way to save money and reduce environmental impact and the new framework will deliver 46% savings on hardware costs and 49% savings on service costs for standard specification multi-functional devices. Published version 11.0 – 18 June 2012

7. Category Overview | Professional Services | Category Scope Professional Services offers a range of frameworks covering management consultancy, contingent labour, permanent recruitment, legal services, face to face interpretation services and learning & development. There are also a number of frameworks for temporary clinical staff designed to meet the needs of organisations with specific health requirements. Category Overview • All frameworks can be used by all public sector organisations including local authorities and NHS trusts. • Management consultancy services are available through two frameworks 1. Management Consultancy and Accounting Services provides strategic business advice with variations tailored for health and local government 2. Multi-Disciplinary Consultancy offers advice in six core areas - finance, HR, ICT, procurement, programme & project management and strategy formulation & implementation. • ICT consultancy services are available via the ICT Consultancy and Delivery Services framework. • Resource solutions include Non Permanent Staff and Non Medical, Non Clinical Resources for temporary staffing needs and Recruitment Services for permanent personnel. These frameworks provide access to staff at all levels across a number of disciplines including IT, finance, HR, facilities management and administration. • Resource solutions for health include Agency Nurses, Temporary Allied Health Professionals & Health Science Services Staff and Medical Locums. These frameworks have been designed with health organisations in mind but are available to all public sector organisations. • Face to Face Interpretation Services covers a wide range of languages, plus sign language, lipspeaking, deafblind communication and more. • Legal Services provides non-contentious legal advice in a range of areas - employment & pensions, corporate & finance, property & estates, construction, IT, telecommunications & eCommerce, intellectual property, commercial and major projects. • Learning & Development and eLearning Solutions offers a wide range of solutions across 23 key competency areas including customer service, health & welfare, HR, IT, language skills, legal, management & leadership, procurement and MBA/MPA qualifications. Customer Access Routes • All frameworks can be accessed via our website at http://gps.cabinetoffice.gov.uk/i-am-buyer/find-a-product-or-service • Further competition, ITQ and eAuction opportunities are available for all frameworks. • A number of framework specific tools are also available on the website to assist you with pricing and selection. • An online catalogue for Face to Face Interpretation Services is available on Government eMarketplace. Benefits Summary • Access to a wide range of suppliers - both large organisations and SMEs - all of which have been assessed for you based on price, quality and compliance with all relevant legislation including equal opportunities and health & safety. • We work closely with the supplier community and trade associations, enabling us to provide you with all the advice and support you need across a range of industry issues as well as the procurement process itself. • The Learning & Development framework is recommended by the Civil Service Gateway Panel as providing a demonstrable value for money solution. • The scope and structure of the consultancy offerings reduce the complicated and complex process around the selection of suppliers, enabling swifter and more efficient appointments. Published version 11.0 – 18 June 2012

8. Category Overview | Property Solutions | Category Scope Property Solutions covers facilities management (FM), project management, building materials (including estates consumables), signage, building and engineering maintenance, furniture, laundry, estates professional services, modular buildings, commercial catering and refrigeration. Category Overview • The following frameworks can be used by all public sector organisations including local authorities and NHS trusts: Project Management & Full Design Team Services; Facilities Management; Estates Professional Services; Estates Consumables; Building Materials; Modular Building Systems; Signage; Furniture; Laundry & Linen and Commercial Catering & Medical Refrigeration. • Additionally, NHS Buildings & Engineering Maintenance Services is available for NHS trusts only. • A new Commercial Catering & Commercial Refrigeration Equipment framework is expected to award in October 2012. • A new Environmental and Sustainability Advice, Support and Delivery Services framework (including built environment and waste lots) went live in May 2012. • Frameworks are being rationalised and placed into more logical groupings. We anticipate reducing from 19 to 10 frameworks by 2014. • A furniture notice board is available to recycle surplus furniture and source extra furniture needs before purchasing new furniture. • Online catalogues for furniture, signage and refrigeration are available now. • New procurement for furniture will commence in June and award in September 2012. • New procurement for estate professional services will commence in July and award in November 2012. Customer Access Routes • The online catalogues are accessible through the Government eMarketplace. Sign up is required for access. If you are interested in signing up for access further details are provided at the end of this pack. • eAuctions and further competitions can be run against existing frameworks. For example, building materials and laundry & linen. • All existing frameworks can be accessed via our website at http://gps.cabinetoffice.gov.uk/i-am-buyer/find-a-product-or-service Benefits Summary • More effective use of existing assets such as furniture through re-use and reconfiguration will reduce waste and improve sustainability. • Repair and renovations extends the lifecycle of existing furniture through modernisation. • Your volumes can be aggregated with other organisations through eAuctions to benefit from economies of scale. • Rationalised framework offering will improve efficiency and make access simpler for you. • Where services are governed by legislation and regulations all suppliers have demonstrated their compliance with the relevant requirements. • Access to a range of regional and national suppliers including SMEs. Published version 11.0 – 18 June 2012

9. Category Overview | Travel | Category Scope Travel covers the booking of UK and international business travel, including air, rail, hotels and meetings & events, via Travel Management Companies (TMCs). Category Overview • There are two frameworks available for use by public sector organisations including local authorities and NHS trusts: • Travel Management Services Provider (TMSP) – a lot based framework covering air & ferry, rail, hotels, serviced accommodation, conferences and all services. • One-Stop-Shop – for a comprehensive range of business travel services through a single supplier. • Both frameworks include travel advice, ticket delivery, booking amendment, cancellation and refund processing services. • Greater use of online booking tools is encouraged to maximise efficiency. • TMCs are performance managed and benchmarked to ensure competitiveness is maintained. • Please note: the Central Government Travel Management Services contract is for Central Government use only. Customer Access Routes • Further details about how to access the frameworks can be found at: • TMSP - http://gps.cabinetoffice.gov.uk/contracts/rm808 • One-Stop-Shop - http://gps.cabinetoffice.gov.uk/contracts/rm489 • Alternatively, email travel@gps.gsi.gov.uk Benefits Summary • Flexibility: the framework agreements can be modified to meet the specific needs of your organisation. For example, on and off-line booking methods, a bill back facility and a range of ticket issuing options are all available. • Travel policy: all reservations will be made within the parameters of your travel policy and detailed exception reports will be provided. • Dynamic management: your booking system can be set up to restrict options to those that meet your travel policy, for example, no first class tickets and only hotel options within budget. • Management Information (MI): manage your carbon emissions, compliance and cost control more effectively. You can also decide on the frequency and level of detail required in your MI. • Crisis Management Information: provided to you within one hour of an emergency situation. • Service credits: if your supplier under-performs on agreed service levels you can request a financial credit (TMSP only). • Gain share: you can agree an incentive model with your chosen supplier to help drive down costs (TMSP only). Published version 11.0 – 18 June 2012

10. Useful links Procurement plan: an overview of procurements that are being planned or are in progress - http://gps.cabinetoffice.gov.uk/i-am-buyer/procurement-pipeline About us: further information about Government Procurement Service can be found here - http://gps.cabinetoffice.gov.uk/about-government-procurement-service/about-us Savings approach: an explanation of how we calculate savings can be found here - http://gps.cabinetoffice.gov.uk/about-government-procurement-service/savings-approach FAQs: frequently asked questions can be found here - http://gps.cabinetoffice.gov.uk/information/FAQs-info If you need further assistance please contact the customer service desk on 0345 410 2222 or email info@gps.gsi.gov.uk Published version 11.0 – 18 June 2012