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ICT Services for Education Procurement Supplier Briefing Event 6 th August 2013 Broadway House Conference Centre Lon PowerPoint Presentation
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ICT Services for Education Procurement Supplier Briefing Event 6 th August 2013 Broadway House Conference Centre London. Welcome and Purpose of Event. Rob MacLeod Category Lead – ICT Services Government Procurement Service. Agenda.

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ICT Services for Education Procurement

Supplier Briefing Event

6th August 2013

Broadway House Conference Centre



Welcome and

  • Purpose of Event
  • Rob MacLeod
  • Category Lead – ICT Services

Government Procurement Service



10:30 – 10:40 Welcome & Purpose of Event Rob MacLeod

10:40 – 11:00 Current Arrangements for Schools Peter Hughes

11:00 – 11:20 The Business Perspective Mike Green/Alyson Gerner

11:20 – 11:40 Future Proposed Arrangement Peter Hughes

11:40 – 12:00Key Schools ICT Requirements Nasir Khawaja

12:00 – 12:50 Your Views & Feedback Peter Hughes

12:50 – 13:00 Summary & Next Steps Rob MacLeod



Purpose of Event

  • To engage with education sector ICT suppliers on the proposed replacement for Department for Education’s ICT Services Framework
  • To ensure industry understand what is being tendered, why it’s being tendered, how and for whom? Lastly, when – the timescales
  • To seek feedback from suppliers on proposed plans, to use their input to help shape and refine the procurement

Objectives – what we want to brief you about

  • Explain scope and technical requirements to suppliers
  • Explain underlying customer needs
  • Explain commercial elements
  • Explain buying landscape and relationship with other frameworks
  • Explain potential procurement options
  • Explain timescales

Objectives – what we would like from you

  • Initial supplier awareness, engagement and opinion,
  • resulting in a confidence around viability of concept
  • Feedback on ideas
  • Insight to the market possibilities and potential innovative solutions
  • Highlight any issues with proposals and alternative options
  • Identify any risks and issues not previously considered

Current Arrangements

  • for Schools
  • Peter Hughes
  • Schools Commercial Team - ICT

Department for Education


Current Arrangements for Schools

  • Shaped by the changing schools landscape
  • Driven by a diverse range of Schools ICT needs
  • Procurement options available to Schools
  • DfE’s ICT Services Framework – the key aspects

Schools ICT Needs

Variable and requiring different approaches

  • Simple, low value/volume ICT equipment
  • More complex, higher value/volume ICT equipment
  • ICT equipment with implementation, maintenance & support
  • Integrated ICT Infrastructure (Servers, Networks & Devices)
  • ICT Infrastructure managed service (local and remotely hosted)
  • Infrastructure as a Service (IaaS) in the Cloud

Procurement Options for Schools

Determined by EU procurement thresholds

  • Procuring individually or in groups (clusters or trusts)
  • Local Authority ICT arrangements & services
  • PSBO ICT Frameworks and Contracts
  • GPS ICT Commodity frameworks
  • GPS G-Cloud arrangement
  • DfE ICT Services Framework (which is the only bespoke educational arrangement)

Current DfE ICT Services Framework

  • 4 year bespoke arrangement running until October 2014
  • 23 x approved specialist suppliers (across 2 x Lots)
  • >60% of suppliers are SME’s and account for >90% of spend
  • Default procurement mechanism for EFA Free Schools ICT capital programme
  • £150m of call off orders in 2.5 years and rate increasing
  • Used by a broad range of customers (Academies, Free Schools, Maintained Schools, Colleges and Local Authorities)
  • Increasing and on-going demand profile beyond 2014

The Business Perspective

  • EFA Schools Programmes
  • Mike Green
  • Director of Capital

Education Funding Agency




  • Buying kit Schools ICT

Storage & movement


Change Management

Heat & Ventilation




Personal Device







ICT Requirements

ICT Baseline Design

  • Internet connectivity
  • Local Connectivity
  • Network Services
  • Software
  • User Devices
  • Peripherals
  • Other Requirements
  • Integration with D&B
  • Support Model
  • Training
  • Managing Change
  • Deployment

The Business Perspective

  • ICT Market factors
  • Alyson Gerner
  • Head of Commercial Division

Department for Education


BESA Report – September 2012 “Information and Communication Technology in UK State Schools”

“By 2014 nearly half of all schools anticipate more than 50 per cent of pupil-time will be exposed to teaching and learning through technology”

“Schools increase their technology

expenditure (ICT budgets rising by

2% – 3%, year on year)”

Signals further ICT investment for schools


Making ICT investment count -

achieving savings & value for money


Striving for the right Balance



Value for Money

Devolved Funding

Spend Leverage

Local School Needs


Market Features – building blocks

Technology enabling

teaching & learning








Supply Chains



SME’s &

Start Ups

Leading Industry


Service Led


Fit for Purpose


Value, Choice

& Quality

Partners &





ICT Specialists


The Department’s Role for Schools

  • No mandating
  • No central funding
  • No endorsing
  • Not “Hands On”
  • No direct intervention
  • Advising & Guiding
  • Supporting when asked
  • Shaping the Market
  • Identifying best deals
  • Establishing arrangements

Future Proposed

  • Arrangement
  • Peter Hughes
  • Schools Commercial Team - ICT

Department for Education


Future Proposed Arrangement

  • Shaped by the best features of the current Framework
  • Future proofed – key changes since last time
  • Some initial Industry feedback
  • Procurement Options & Overview

Key Changes since last time

  • Autonomous schools demand profile versus previous BSF driven conditions
  • Smaller volume/value requirements needing simplified call off contract terms
  • Resource limitations compared with the Becta led arrangement
  • GPS leading and managing the new arrangement
  • Emergence of cloud-based ICT infrastructure services
  • Growth of remotely hosted and virtual ICT solutions
  • Multiple devices and personal devices (BYOD) in schools
  • Anytime/Anywhere provision and access
  • Increased reliance on fast and reliable connectivity (fixed & wireless)

Some initial Industry feedback (1)

  • Checks on companies who win large numbers or high value contracts to assure financial strength
  • Mechanism for “non-bidders” to be removed from the Framework required
  • Mechanism for adding new suppliers if required
  • There should be less opportunity for individual contract SLAs/KPIs
  • Could Framework be configured to allow “3 bids” for low value contracts

Some initial Industry feedback (2)

  • Model contracts must be provided
  • Structure guides would be useful around scope, clarifications and evaluation
  • Could we limit to 5-6 bidders for each tender?
  • Newer technologies to cover:
    • Broadband (required on 30% Free Schools and 50% Academies)
    • On-going training
    • Revenue model funding
    • Cloud
    • Leasing
    • E-books

Some initial Industry feedback (3)

  • Reference sites/case studies to be used for evaluation rather than lab models
  • Companies must have the capability to deliver now, not in the future for evaluation
  • Put more onus onto the suppliers to promote the Framework
  • The Framework should be seen as a “one stop shop for educational ICT”
  • Customer scoring matrix for supplier performance would be useful
  • Independent schools should be included as there is presently confusion in this sector

Procurement Options & Overview

  • Open OJEU procedure
  • 4 year Framework with single Lot structure
  • Forecast spend levels of £300m to £500m over 4 years
  • Maximum number of approved suppliers = 15 to 20
  • Flexible call off contract terms readily compatible with smaller individual schools needs but also major projects
  • OJEU publication – November 2013
  • Framework award – by mid-2014

Key Schools

  • ICT Requirements
  • Nasir Khawaja
  • ICT Adviser

Education Funding Agency


School ICT Requirements

  • Overview of Requirements set (issued with stakeholder questionnaire)
  • New and/or more important Requirements since last framework
  • Key areas fed back from stakeholders
  • Commercial and contractual factors and priorities
  • Key educational and technical areas to consider
  • Types of demands from schools and colleges


  • Maintained Schools
  • Academies and Free Schools
  • Federations and academy groups
  • Multi-school procurements
  • FE & Sixth Form Colleges
  • Local authorities and RBCs
  • Independent Schools

What? (1)

  • Educational ICT requirements covering design, specification, supply, integration, testing, support and maintenance
  • Infrastructure - passives (e.g. the cabling) and actives (e.g. the switches and wireless equipment)
  • Managed services and technical support
  • Local and remotely hosted infrastructure models
  • Cloud services solutions
  • Virtualised environments
  • Repurposing of legacy equipment
  • System or Service Configuration & Design based on industry best practice
  • Allow and enable management of personally owned devices (BYOD or BAB)
  • Network & Services Security compliance
  • Phased specification delivery and install over time

What? (2)

  • Local customisation and legacy support including data or systems transfer
  • Must ensure standards of internet connectivity and service provision.
  • Authentication and identity management.
  • Training and support provision
  • Bespoke solutions and devices as required
  • Printing solutions and services
  • AV and associated devices
  • Internet connectivity
  • Adherence to environmental sustainability standards
  • Adherence to ratified and established open standards
  • Adherence to Accessibility standards
  • Open source options
  • Scope for use of innovative technologies


  • Flexible model contracts and terms for both large and small procurements
  • Benchmarking costs (annually or more regularly)
  • Capability to call off against pre-defined sets of requirements
  • Active contract management
  • Lease schemes
  • Capital & Revenue funding options
  • Flexible tender values
  • Ability to respond to functional requirements (outcomes specifications)
  • Best value tendering clearly defined
  • Affordable and appropriate service levels

Important Requirements for Framework

  • Commercial and contractual factors and priorities
    • Model Contracts
    • Contract Duration
    • Framework Lots
    • Framework Guidance
  • Key educational and technical areas to consider
    • End-to-end solution
    • Personally owned devices
    • Builder Integration
    • Cloud Technologies
    • Assistive Technologies

Feedback from Stakeholders

  • Accessibility to ICT
  • Comprehensive in coverage
  • Training and CPD
  • Remote/ mobile management of solutions
  • Disaster Recovery
  • Marketing and Promotion
  • Seamless with other frameworks
  • Revenue and capital
  • Responsibilities Matrix

Types of demands from Schools

  • Complete solutions
  • Flexible solutions
  • Open standards
  • Advice around buying decisions
  • Transparent Pricing
  • Clear guidance on use of framework
  • Visibility of company performance

Your Views

  • and Feedback
  • Peter Hughes
  • Schools Commercial Team - ICT

Department for Education


Your views & feedback – Ground rules

  • We want critical feedback about the current procurement and our early plans
  • We would like the names of those organisations who provide feedback
  • Alternative feedback mechanisms via hard copy or electronically
  • All feedback will be considered carefully and may help shape delivery
  • We will be noting the feedback so that we don’t miss anything
  • We are not planning to provide any specific responses to feedback
  • Please try to give everyone an opportunity to feedback
  • Please let us avoid any overtly negative comments
  • Need to avoid engaging in very specific questions relating to the detailed aspects
  • of the planned procurement and competition

Areas on which we would like feedback

  • What types of services should be included and is anything
  • fundamental being missed?
  • How best the required services can be provided across a
  • diverse schools sector?
  • Who should deliver these services and what the supply
  • chain should look like?
  • What major factors should be avoided in the procurement?
  • How can we ensure there is innovation built into the
  • lifetime of the procurement?

Summary and

  • Next Steps
  • Rob MacLeod
  • Category Lead – ICT Services

Government Procurement Service


Summary & Next Steps

  • Thank you for all the valuable feedback and views today
  • All the feedback (during and after the event) will be carefully collated, considered and used to shape the procurement as it goes forward
  • We will shortly be commencing the development of the full Requirements set for this new procurement
  • After today suppliers can still provide thoughts and feedback by “Feedback ICT Services for Education”  in the title
  • Our cut off for receiving feedback will be mid-September

Thank you for attending and

participating at today’s Event