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Technology Expense Management Service (TEM)

Who we are

We’re the Crown Commercial Service (CCS), an Executive Agency of the Cabinet Office.  Working within the UK government we are responsible for:

  • managing the procurement of common goods and services, so public sector organisations with similar needs achieve value by buying as a single customer
  • increasing savings for the taxpayer by centralising buying requirements for common goods and services and bringing together smaller projects
  • leading on procurement policy on behalf of the UK government

What is this opportunity?

We are putting in place a scheme that public sector organisations – our customers - can use to buy Technology Expense Management services (TEM).  By TEM we mean services to support the reduction and management of the cost of each organisation’s ICT infrastructure.

Telecoms spend in 2015-16 for central government was at least £1bn with at least a further £1bn in the wider public sector – with probably up to a further £1bn hidden in outsourced contracts. We are targeting 25% (£250m) of known central government spend, with the aim of reducing that spend by at least 20% (£50m) over a three-year period.

A variety of TEM functions will be required:

Primary Service 1 - TEM

i. Obtaining TEM Data

ii. TEM Outputs and Reports

iii. Optimisation and Benchmarking

Service 2 - Contact Services

(A professional service to contact Users to confirm the status of devices, Users and Services where these are not known, allowing the TEM provider to build an accurate inventory where one does not exist, or the data held is not complete)

(subject to Primary Service 1 being taken)

Service 3 - Personal Call Management

(subject to Primary Service 1 being taken)

Service 4 - Tactical Provisioning/Ordering

(subject to Primary Service 1 being taken)

Service 5 - Historical Billing Audit

 

Service 6 -  Physical Audit

 

Service 7 - Snapshot

 

 

Why should I be interested in this business?

TEM within the UK public sector is a relatively untapped market. Two suppliers will be appointed under this scheme: one to provide TEM services to central government departments and agencies (e.g. Home Office, Dept for Transport etc) and one to provide TEM services to wider public sector organisations (e.g. local government, NHS Trusts, emergency services etc).

Customers will pay for the provision of these services, either directly or potentially through gain share deals.

Am I eligible to bid?

We are seeking to award framework agreements to suppliers who are able to advise customers impartially and without bias in favour of any telecom provider.  This opportunity is therefore not appropriate for telecoms providers (i.e. network providers or equipment manufacturers).

What do you need from me?

If you want to win business you will need to bid and be successfully awarded one of the two places on the framework agreement.  The first step is to download the Invitation to Tender (ITT) pack and follow the accompanying instructions to complete and submit the relevant questionnaires within the stated time frame.  The output of these will be iterative tenders which will be evaluated to arrive at two winning bidders.

What are these documents and their purposes?

  • Selection Questionnaire (Attachment 2 in the ITT pack) - where you provide details about your company
  • Award Questionnaire (Attachment 3 in the ITT pack) – where you provide evidence of your capability and track record in delivering TEM services
  • Framework Agreement (Attachment 4 in the ITT pack) – the contract which will be put in place between CCS and each of the two winning bidders
  • Order Form (within Attachment 5 in the ITT pack) – customers complete an Order Form to commission and list services they require
  • Call Off Contract (Attachment 5 in the ITT pack) - the contract which will be put in place between a customer and a supplier; completion of the Order Form by a customer and supplier enters those parties into a Call Off Contract.

Where do I start?

Read through Attachment 1a ITT of the documentation pack.  This will help guide you through the procurement process as it explains what you should do and when.  The ITT is split into 5 distinct Attachment documents (1a-1e) covering the various stages of the procurement in detail, but Attachment 1a also gives you the overall picture and process to get started in preparing your responses to the Selection Questionnaire and Award Questionnaire before the required deadlines.

Can I ask questions about the statement of needs?

The statement of needs can be found in Annex 1 of Attachment 1a (page 46). It describes minimum requirements of the services to be covered by the framework agreement. It also explains the objectives which this framework agreement will support. It is important that you read and understand this document before you complete your tender responses. If you have any questions you are able and encouraged to submit these during the Clarification Periods via the eSourcing Suite. These periods are stated in Attachment 1a Section 4 Procurement Timetable (page 9). Any questions we receive we will reply in writing and copy to all interested suppliers via the eSourcing Suite.

Important links

Prior Information Notice (PIN) in OJEU

Link to PIN

Link to PIN Corrigendum

Contract Notice in OJEU

Link to OJEU Contract Notice

Download tender documents

Link to Procurement Documents

eSourcing portal

We use an eTendering system to conduct all of our procurements. You will need to be registered to use the eSourcing portal in order to take part in our procurement opportunities.

If you have not yet registered on the eSourcing portal, this can be done online by following the link ‘Register for CCS eSourcing’.  

Please note, to register you must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so.

By registering for the eSourcing portal in this way, you will then be in a position to express an interest in any future procurements run by the Crown Commercial Service.

For technical assistance email eEnablement[at]crowncommercial.gov[dot]uk.

To view information on this procurement you will need to request access to ‘Supplier Event: Technology Expense Management RM3802’ by emailing expressionofinterest[at]crowncommercial.gov[dot]uk.

Questions and Answers

All questions relating to this procurement must be sent as a message via the eSourcing Suite within the specified clarification periods as detailed within the Invitation to Tender (ITT).