Crown Commercial Service customer update: September 2015
Published 28 September 2015
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1. e-invoicing: the prompt payment digital solution
In support of the digital and efficiency agendas, we’re leading work to increase the use of electronic invoicing (e-invoicing) across government. This will aid prompt payment of suppliers and help make efficiency savings by automating payment processes.
In June 2015 the government implemented plans to require all departments and their arm’s length bodies to accept unstructured e-invoices.
The next stage is the wider use of structured e-invoices which can be automatically matched against purchase orders by finance systems; and we’re working towards all departments being able to accept structured e-invoices within the next year.
We’re also developing a common standard for structured e-invoices in central government. This will minimise costs for suppliers who will be able to send e-invoices to a wide range of customers, using a standard approach compatible across a number of finance systems.
2. Apprenticeships
Procurement Policy Note 14/15: supporting apprenticeships and skills through public procurement provides guidance on supporting apprenticeships and skills through government buying, as part of the government’s commitment to create 3 million apprenticeships over the next 5 years.
All departments, their executive agencies and non-departmental public bodies are now required to consider the opportunity for apprenticeships and skills development in their contracting requirements. This guidance applies from 1 September 2015 to the public procurement of contracts worth £10 million or more, which last 12 months or longer.
Looking for a particular procurement policy note? View a collection of all procurement policy notes
3. Public Procurement Regulations: electronic procurement and communication
New guidance has been published to explain the rules on electronic communications with suppliers, including using electronic auctions. For the first time the rules cover the use of electronic catalogues and make some e-communication stages mandatory.
4. Latest Mystery Shopper results
The Mystery Shopper scheme allows suppliers to report tenders they did not understand or instances of what they believe to be poor procurement practice. We use this information to help procurers ensure they are transparent and open. The scheme publishes results of investigations every 2 weeks.
View the latest Mystery Shopper results to see how the scheme is helping to improve procurement practices.
5. Monitor approves temporary health staff agreements
From 19 October 2015, NHS trusts subject to the new nursing agency rules will have to secure nursing agency staff via agreements approved by Monitor and the NHS Trust Development Agency.
We’re pleased to confirm that our Multi-Disciplinary Temporary Healthcare Personnel (RM3711) and Agency Nursing and Social Care (RM970) agreements have been approved.
You can find out more about all our agreements for health workforce requirements, including how they can help you make savings and be compliant with the new nursing agency rules, at a series of events during November:
- Liverpool: Monday 9 November, Gateway Centre
- Newcastle: Tuesday 10 November, Hilton Hotel
- London, Tuesday 10 November, Grange Wellington Hotel
- Nottingham: Thursday 12 November, Kegworth Hotel
- Leeds: Thursday 12 November, Radisson Blu Hotel
- Birmingham: Monday 16 November, Royal Angus Hotel
- Cambridge: Tuesday 17 November, Quy Mill Hotel
- Brighton: Tuesday 17 November, Mercure Hotel
- Exeter, Wednesday 18 November, Jury’s Inn Hotel
Each event will start at 10.30am and last about 2 hours.
To reserve your place please email ursula.hardaker@crowncommercial.gov.uk
6. New training course: early market engagement
Open to all public sector and government organisations, this new face to face training course on early market engagement draws upon the latest thinking around contingency planning, open book contract management and market shaping. The course covers:
- the benefits of undertaking early market engagement to influence innovation, price and economic growth
- how market demands, investment decisions, pricing models and funding affect the delivery of services and, more importantly, influence supplier behaviours
- the impact that commissioners can have on the size of the market and the supply base
- the importance of timing
- public sector provision versus private sector or third sector
If this course is of interest to you, full details can be found in the early market engagement information and guidance pack
7. IACCM award
The International Association for Contract and Commercial Management (IACCM) has recognised the work we are doing on contract management by awarding us winner of their Visionary Change Innovation Prize for our work on pre- and post-contract activity to extract maximum value for the taxpayer. In less than a year:
- contract management standards have been developed, forming the basis of a training programme
- more than 200 CCS employees have taken part in training, resulting in increased collaboration, more robust practices and the establishment of key performance indicators
- a contract tiering tool and shared contract repository has been launched, and more than 450 contracts have been tiered and over 600 contracts and 80 frameworks across 11 departments have been loaded to the easily accessible repository allowing for real-time reviews
- more than half of the managed contracts now have an operation manual in place with key governance information and over 150 contracts now have a planner in place with scheduled contract management activities
- the training programme and its objectives have been introduced to government departments including the Ministry of Defence, Department for Work and Pensions, Home Office and Department for Transport
8. Events
8.1 Network Services
We’re holding 2 events for customers interested in using the new Network Services agreement (RM1045) to give you the opportunity to meet the category team and suppliers to discuss your requirements and the benefits of using the agreement:
- London, 5 October, Shannon Suite, Copthorne Tara Hotel, Kensington
- Manchester, 21 October, King’s House Conference Centre
Two sessions will run at each venue so you can choose to attend from 10am to 1pm or 1pm to 4pm.
To book your place email nsprojects@crowncommercial.gov.uk with your name, job title and organisation details. Please also state the venue and time you wish to attend.
8.2 Civil Service Live
Join us at the final Civil Service Live events on Monday 5 and Tuesday 6 October at the Queen Elizabeth II Conference Centre in London. We will be focusing on the commercial profession to help attendees sharpen their commercial skills.
Attendance is free for everyone working in the civil service. Register for Civil Service Live
8.3 Procurex Scotland
We’re an event partner and exhibitor at the free to attend Procurex Scotland in Glasgow on 6 October.
8.4 Higher and Further Education Show
We’ll be exhibiting and speaking about how our deals can help you make savings and efficiencies at the free to attend Higher and Further Education Show at ExCeL, London on 14 October.
8.5 GO NHS Procurement Conference
We’re supporting and speaking at the GO NHS Procurement Conference at Manchester Conference Centre on 3 November. Karen McManus, Business Partner for Health, will be speaking about how we work with the NHS and suppliers.
9. Appointing communications agencies: writing effective briefs
We’ve published a guide on writing agency briefs when buying communication and marketing services. The aim is to help bring consistency to the briefs sent to suppliers on our communications agreements and make the call-off process more efficient.
10. Records management, printers and copiers
We want to engage with customers to help us develop our procurement strategy for our planned replacement agreements for records management, printers and photocopiers to ensure they meets your needs.
If you’re interested in participating in a stakeholder group email officesolutionsdo@crowncommercial.gov.uk
11. Technology aggregation opportunities
Our national further competitions are designed to aggregate the common requirements of customers into a single competition, so you can benefit from achieving better prices and suppliers benefit from responding to a single competition, using one set of terms and conditions.
You can take part in the following competitions:
- mobile voice and data services (NFC34) which will include (but not be limited to) voice calls, voice mail, messaging, data and devices and equipment credits. We’re currently collating customer requirements with a view to award in March 2016.
- SIP services - fixed voice (NFC27): SIP stands for Session Initiation Protocol and enables voice traffic to integrate and share infrastructure with data communications networks, potentially saving 50% or more on line costs and 20-30% on fixed voice services overall. Customer engagement is underway with a view to award in December 2015 or January 2016.
- IT peripherals (NFC36) will be run under lot 1 of our Technology Products agreement and will include the following products: cables and adapters, headsets, keyboards, memory modules, mice, portable hard drives, storage media (CDs and DVDs), USB flash drives / memory sticks and USB ports / hubs.
If you’re interested in participating or would like to find out more email technologyaggregation@crowncommercial.gov.uk quoting the relevant project reference NFC**.
You can also view the upcoming opportunities on our new technology aggregation opportunities pipeline page.
12. Legacy telecoms agreements
If you’re an existing customer of our legacy agreements, Telecom Networks (RM374) or Specialist Solutions (A217837), please remember the maximum contract term is fast approaching. With the recent launch of Network Services (RM1045), there’s no better time to arrange your move.
Network Services provides a flexible route to market for telecoms and network-related services from a range of specialist suppliers. The agreement has been designed to deliver savings, choice and flexibility, whilst ensuring compliance with the wider government technology strategy.
For advice on moving from our legacy agreements to Network Services email networkservices@crowncommercial.gov.uk or come along to one of the Network Services events in October (full details above).
13. New agreements
The following agreements are now live and available for customers to access:
- Crown Travel and Venue Services (RM3735)
- Facilities Management Assurance Services (RM3720)
- Multi-Disciplinary Temporary Healthcare Personnel (RM3711)
Vehicle Hire (RM1062) has also recently awarded and will be live shortly.
View full details of all live agreements in the find an agreement directory
View details of ongoing or planned procurements on our procurement pipeline
14. Expired agreements
- Digital Services (RM1043) expired on 8 August. It has been replaced by Digital Services 2 (RM1043ii)
- IT Managed Service (RM717) expired on 5 August 2015. It has been replaced by Technology Services (RM1058)
- Vehicle Hire (RM807) expired on 31 August 2015. It has been replaced by a new Vehicle Hire (RM1062) agreement which has recently awarded and will be available shortly.
- Modular Building Systems (RM875) expired on 25 September 2015.
We plan to develop a new Modular Buildings Systems procurement solution, and would like to engage with potential customers to ensure that the new offering meets your needs. If you would like to be involved in this stakeholder engagement please email procurement@crowncommercial.gov.uk
If you have any immediate requirements please contact our helpdesk for advice regarding alternative options.
15. Agreement extensions
Traffic Management Technology (RM869) has been extended until 10 July 2016.
16. Sign up for email alerts
You can sign up for immediate, daily or weekly email alerts which will tell you what we have added or updated on the GOV.UK website. It’s a great way to stay up to date with the latest news and information from CCS.
17. Quick links
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If you need further information about anything in this update please do not hesitate to contact our helpdesk on 0345 410 2222 or email info@crowncommercial.gov.uk