Capita Software Services awarded Buying Solutions framework agreement

Buying Solutions and Capita Software Services – a faster, more effective and efficient way to purchase within the public sector

• Capita Software Services awarded Buying Solutions framework agreement

  

  This gives any public sector organisation, including yours, the ability to speed up purchases of our software solutions and services by legally bypassing the normal OJEU and PQQ stages. This enables you to purchase faster, saving valuable administration time and money.

  
  
  

  Buying Solutions estimates that you can save up to £100k by avoiding the full OJEU tender process. What’s more, the stringent pre-qualification standards and commitments on cost and quality we have given to Buying Solutions means that you can buy safe in the knowledge you are purchasing from an approved, well established supplier who is fully committed to their public sector customers.

  
  
  

  Discover more about Buying Solutions - email Capita now to request further information. Alternatively visit Buying Solutions directly at www.buyingsolutions.gov.uk.

• Benefits of the Buying Solutions’ framework agreement

  

  Using Buying Solutions’ framework agreements results in faster, easier and cheaper procurement from the best suppliers in the industry.
  
  The benefits:
  
  
  

  It is FREE! Any public sector organisation can access the framework agreements and services for free
  
  

  Saves you money – average savings of £70k-£100k are available compared to running a full OJEU process

  Saves you time – the average OJEU timetable of 6-9 months is reduced to 8 weeks or less

  Full EU compliance – customers have reassurance that they are using a fully OJEU-compliant service
  
  

  No full tenders to assess – suppliers can be appointed through Further Competitions
  
  

  Pre-agreed Terms and Conditions provide solid contractual safeguards and reduced professional legal costs, while allowing service-specific  amendments to suit particular projects

  No limit to the value of projects that can be procured
  
  

  Wide choice with access to an extensive range of comprehensive solutions and services from Capita and our partners, specific to your organisation’s needs

  Collective buying power of the whole public sector is used to procure suppliers at the most competitive rate possible – clearly demonstrating best value

  Competitive pricing – competitive tender processes and regular benchmarking of Buying Solutions frameworks ensures customers have access to the most competitive deals
  
  

  Online tender, order and e-Commerce facilities are available through the Buying Solutions website
  
  

  Ease of ordering – Buying Solutions’ trading website allows you to place orders. To assist with ‘Further Competition’ requirements, the website also offers step-by-step guides
  
  

  Framework management systems provide continuous improvement, delivery excellence and best practice
  
  

  Support – Buying Solutions’ ICT Category team offers customers advice and support when required. You can contact them on 0345 410 2222.

  Discover more about Buying Solutions - email Capita now to request further information. Alternatively visit Buying Solutions directly at www.buyingsolutions.gov.uk.

• Using the Buying Solutions’ framework agreement

  

  Key features of the process:
  
  

  Customers should determine which framework Lot best fits their requirement. Advice can be sought from both Buying Solutions and suppliers - and all ‘capable suppliers’ on the Lot should be invited to put forward a proposal

  
  
  

  The list of 'capable suppliers' can be refined through an initial Capability Assessment process which can be conducted via the Buying Solutions’ website

  
  
  

  If there is more than one 'capable supplier' then a Further Competition can be conducted to select the best value for money option

  
  
  

  Customers can communicate with suppliers directly, or via the ‘e-tender facility’, on the Buying Solutions website.

  
  
  

  Please refer to Buying Solutions’ customer guidance or contact their ICT Category team via 0345 410 2222 for further information.
  

• The framework agreement

  

  Capita Software Services has been awarded a Buying Solutions framework agreement for Software Application Solutions, Lots 1 and 4.
  
  Framework Agreement Title: SOFTWARE APPLICATION SOLUTIONS LOT 1 –  Bespoke Applications
  
  Framework Agreement Code: RM713/L1
  
  Framework Agreement Description
  This Lot can offer an entire solution, or any part(s) of it. This Lot provides for:
  

  - solution identification and evaluation
  - feasibility testing
  - requirements definition
  - design, development and configuration
  - modification
  - data take on
  - migration
  - integration and security
  - application hosting
  - testing
  - user training
  - as well as phased rollout and ongoing support. 
  

  Capita offers a range of business and specialist applications within this Lot and can tailor existing applications or utilise sub-contractors to fill niche areas to customise a solution specific to your requirement.
  
  
  
  Framework Agreement Title: SOFTWARE APPLICATION SOLUTIONS LOT 4 – HR, Finance, Procurement, Transactions Management and ERP Solutions
  
  Framework Agreement Code: RM713/L4
  
  Framework Agreement Description
  This Lot offers HR, Finance, Procurement, Transactions Management and Enterprise Resource Planning (ERP) solutions, which integrate the data and processes of an organisation into a single system.
  
  ERP systems use a unified database to handle the key business functions of:

  - manufacturing
  - supply chain management
  - HR planning
  - financial management
  - project management.

  An ERP solution can be created using specifically written software or utilising existing applications that can be customized to fit your needs. ERP solutions can improve efficiency by consolidating data systems.
  
  Services available under this Lot include:

  - solution identification
  - design
  - development
  - implementation
  - data take-on
  - migration
  - integration and security
  - application hosting
  - user training
  - maintenance and support.
  

  Capita provides software solutions for small, medium and large-scale organisations. Where necessary we also have partnering arrangements with other major software vendors to deliver the capability required to fulfil your requirement. For advice on which Framework Lot is most appropriate for your organisation’s requirements, please contact us or Buying Solutions ICT Category team.
  

  Discover more about Buying Solutions - email Capita now to request further information. Alternatively visit Buying Solutions directly at www.buyingsolutions.gov.uk.

• FAQs

  

  Who are Buying Solutions?
  Buying Solutions is the national procurement partner for UK public services, enabling customers to improve value for money and efficiency. They are an Executive Agency of the Office of Government Commerce in the Treasury.

   

  The Agency has extensive expertise in procurement, with over 500,000 products and services delivered through more than 1500 suppliers in Professional Services, Property and Office Solutions, Energy, Travel, ICT and eCommerce.

   

  Who can use Buying Solutions?
  Any UK Public Sector Contracting Authority, as defined by the Public Services Contract Regulations 1993 (which implement Council Directive 92/50/EC) and as amended by the Public Contracts Services and Supply (Amendment) Regulations 2000 (which implement European Parliament and Council Directive 97/52/EC), or any Service Provider acting on its behalf, can utilise Buying Solutions framework agreements.

   

  Do we need to use a framework agreement if the value of the commission will not exceed the lower threshold of OJEU?
  The framework agreements can be used for any value of commission and provide clarity and contractual rigour in terms of the scope, quality and pricing of projects.

   

  Is it too late to use the framework agreements if we have already started the OJEU process?
  The OJEU process can be stopped at any time prior to the issue of the Contract Award Notice and the Buying Solutions framework agreements used in lieu, saving both time and money, whilst complying with EU legislation.

   

  How do I use the Buying Solutions framework agreements?
  Here is a step-by-step guide to purchasing through the Buying Solutions process:
  

  1. Decide if a direct appointment can be made
     If one supplier can be identified as providing best value for money then a proposal can be requested from and an order be placed with that supplier directly without Further Competition.
     
     
  2. Capability Assessment to short-list (optional)
     You can choose whether to do an initial capability assessment to refine/shorten the list of suppliers that you Invite to Quote (ITQ Short List)   The Capability Assessment provides suppliers the opportunity to deselect themselves from any future ITQ based on their own specific capabilities or resources available.
     
     Capability Assessments can take the form of a brief question to suppliers a high-level specification They can include a request for information if you need further information to inform your requirement.
     
     
  3. Invitation to Quote (ITQ)
     You should provide instructions to the invited supplier(s) about how you wish to receive your quotations.
     
     
  1. Further Competition (if required) - If, after the initial Capability Assessment, there is more than one ‘capable’ supplier then, as part of the ITQ process, you can run a Further Competition to assess and select the best supplier for the project.
     
     
  2. The format of the quotation can be very informal (e.g. a letter with fees) or more structured (e.g. a proposal asking for method statements, resources, CVs as well as fees); this is at your discretion, as appropriate to the nature and complexity of the project and whether there will be a Further Competition between more than one supplier.  However, you should, , take the opportunity at this stage to include any additional, alternative or service specific special clauses that are provided as options within the framework as these help inform a supplier’s final proposal and quote
     
     If there is a need to clarify the proposals in order to choose between suppliers, you may choose to hold an interview/presentation with some or all of the suppliers that have submitted an ITQ.
     
     
  3. Pricing – Quotations can be priced on a fixed price or a day rate basis (or as a combination of both) depending on the software and services required; Capita Software Services offers discounts and lump sum and fixed fee options for certain types of projects.
     
     
  4. The quotations can be submitted via the Buying Solutions website or directly to you (hard copy and/or email).
     
     
  5. Suppliers are usually requested to submit their quotations within two to eight weeks, depending on the format, complexity of requirement and level of information required.
     
     
  4. Appointment
     You should notify all suppliers that participated in the ITQ of the results and provide some feedback on their relative performance.
     
     Whether a further competition has been run or not, an order should be placed to confirm the services required.
     
     Buying Solutions supplies template order forms for each framework on their website and these can be helpful as they highlight additional, alternative clauses and service specific Special Terms that customers may want to consider.
     
     You may use your own order forms if you wish as long as you clearly identify the order as using the Buying Solutions framework terms and conditions.
     
     
  5. Contracting
     A number of Buying Solutions’ framework agreements include a schedule with a standard form of contract known as the ‘model contract’ – Software Application Solutions is one of these.
     
     When placing an order, you have the option of asking the supplier either to send you a completed contract which incorporates your order details or to confirm to you that your order has been accepted and that the terms of the Model Contract for Software Application Solutions will apply.
     
     Model contracts can be viewed and downloaded by customers from the Buying Solutions website (note that you need to be logged in to their website to pick up the model contracts).
     
     
  6. Buying Solutions reporting
     It is the responsibility of the chosen supplier to notify Buying Solutions of any new commissions fees); via monthly management information returns performance.

  Discover more about Buying Solutions - email Capita now to request further information. Alternatively visit Buying Solutions directly at www.buyingsolutions.gov.uk.

• Useful contacts

  

  If you would like to speak to anyone within Capita Software Services regarding our Buying Solutions status then please contact us:

  
  t: 08701 631 800
  e: cssenquiries@capita.co.uk
  www.capita-software.co.uk

   

   

  Alternatively, if you would like to find out more about Buying Solutions then please contact them directly or visit their website

  
  t: 0345 410 2222
  e: info@buyingsolutions.gsi.gov.uk
  www.buyingsolutions.gov.uk