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Technology Workstream

Overview for Managed Document Services Framework

September 2013

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Overview for Managed Document

Services Framework

Version Control

Contributor(s) Date Version Comments

Bal Kang 09/13 V1

Bal Kang 11/13 V2 Updated address and removed Kainos

Contact Details

Bal Kang Senior Category Manager

NHS London Procurement Partnership

200 Great Dover Street

London

SE1 4YD

Telephone 020 7188 7188 Ext: 54237

Mobile 07917 475045

Email [email protected]

Web www.lpp.nhs.uk

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Services Framework

Contents 1 Introduction .................................................................................................................................... 4

2 Period of the Framework/Agreement Contract.............................................................................. 4

3 Framework/Contract Overview ...................................................................................................... 5

3.1 Benefits of using the Framework ............................................................................................ 5

4 Lot 1 Multi Function Devices, Printers, Maintenance and Associated Consumables and Print

Audits ...................................................................................................................................................... 6

4.1 Contract reference number .................................................................................................... 6

4.2 Contract suppliers ................................................................................................................... 6

4.3 Key Benefits ............................................................................................................................ 6

5 Lot 2 Hybrid Mail (Outgoing) all outgoing correspondence mailing and postage, also covers

reminder services via email or SMS messaging ...................................................................................... 7


5.2 Contract suppliers - Mini Competition .................................................................................... 7

5.3 Key Benefits ............................................................................................................................ 7

6 Lot 3 External Print (Artwork, Print, Stock Management, Online portal for ordering and stock

management and delivery of printed products) ..................................................................................... 8


6.2 Contract Suppliers - Mini Competition ................................................................................... 8

6.3 Key Benefits ............................................................................................................................ 8

7 Lot 4 EDRMS (Electronic Document Records Management Services) Platform ............................. 9


7.2 Contract Suppliers - Mini Competition ................................................................................... 9

7.3 Key Benefits ............................................................................................................................ 9

8 Lot 5 Managed Print Services (Printers, MFDS, Faxes, Consumables and additional services,

Hybrid Mail, External Print and EDRMS Platform) ................................................................................ 10

8.1 Contract reference number .................................................................................................. 10

8.2 Contract Suppliers - Mini Competition ................................................................................. 10

8.3 Key Benefits .......................................................................................................................... 10

9 Stakeholders involved in the procurement .................................................................................. 11

10 Framework/Contract Access ..................................................................................................... 11

11 What should I do next? ............................................................................................................. 12

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Services Framework

1 Introduction

NHS London Procurement Partnership (LPP) is hosted by Guy’s and St Thomas’ NHS Foundation Trust. Its overall priority is to provide procurement support to its members. This Framework has been established in collaboration with HealthTrust Europe (HTE). In the award of the framework relating to Managed Document Service (Ref LPP2012/00006) LPP has established a framework of suitably experienced, capable, qualified and resourced suppliers available for use by all members. A formal tender process was conducted using the Restricted Procedure in the Official Journal of the European Union (OJEU) Ref: 2012/S 49-080360/EN; inviting bids in relation to the provision of the specified requirements. The Invitation to Tender (ITT) was structured into 5 separate lots and bidders were asked to submit a compliant bid based on the stated requirements. The resultant framework (Ref LPP2012/00006) is categorised to reflect the requirements of the 5 lots. The scope of the framework covers a wide variety of requirements categorised into the following Lot structure:

Lot 1– Supply, Maintenance, Consumables and Print Audit

Lot 2 – Hybrid Mail (Outgoing)

Lot 3 – External Print (Third Party)

Lot 4 – Electronic Document Record Management System Platform (EDRMS)

Lot 5 – Managed Print Services

2 Period of the Framework/Agreement Contract

The Framework Agreement is in place for a four year period commencing 2nd April 2013 until 1st April 2017. The Contract Agreements can be awarded for the following periods:

Lot 1 – up to 4 Years

Lot 2/3 – up to 4 Years (2+1+1)

Lot 4/5 – up to 10 Years (5 + 5)

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Services Framework

3 Framework/Contract Overview Managed Document Services Framework covers five print management Lots, allowing members to either Direct Award (Lot 1) or Mini Competition (Lot 2, 3, 4 and 5) routes to procuring these categories. Members have the option to take each Lot individually or procure all under Lot 5 which is a fully managed service for print solutions.

3.1 Benefits of using the Framework

Aggregation of spend to deliver better value for money and improving on cashable savings for the user.

Minimises duplication of effort and time taken in the tendering process for both members and suppliers.

Establishes strategic relationships with key suppliers to gain better value for money, take out cost, improve performance and align suppliers with members’ priorities.

Members can either call off from the framework, or re-open competition within it, removing the need to conduct full tender exercises or lengthy supplier evaluations each time they have a requirement, saving time and cost associated with procurement exercises.

The established Framework is fully compliant with the Public Contracts Regulations 2006.

Cost Savings of up to 30% (20% being VAT as minimum).

Expanded range of products and services through 5 Lots.

Defined account management with agreed management reporting package.

Reduction of equipment, energy and paper support CSR objectives.

Software that enables improved device management e.g. remote diagnostics.

Maintenance and support, including training (on and off-site).

Reduced down time due to improved technology and managed service delivery.

MFDs that can be networked, facilitating scanning and faxing directly to email.

‘Follow Me’ print capability that increases confidentiality and reduces waste.

Management of External print and Hybrid mail requirements.

Management of EDRMS requirements.

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Services Framework

4 Lot 1 Multi Function Devices, Printers, Maintenance and

Associated Consumables and Print Audits

4.1 Contract reference number

GPM-007565/2012/S 49-080360/ITT ref: 29483

4.2 Contract suppliers

The Danwood Group Ltd

4.3 Key Benefits

Multi-Function Devices, printers, maintenance and associated consumables and print audit offers members the flexibility to purchase or lease products and services from one supplier. This is ideal for members who do not wish to enter into a managed print services contract.

Offers transparency and efficiencies in purchasing of these products and services; MI, Online Ordering and Tracking.

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5 Lot 2 Hybrid Mail (Outgoing) all outgoing correspondence

mailing and postage, also covers reminder services via email or

SMS messaging


GPM-007566 /2012/S 49-080360/ITT ref: 29482

5.2 Contract suppliers - Mini Competition

Canon (UK) Ltd

CFH Total Document Management Ltd

Ricoh (UK) Ltd

Synertec Ltd

Xerox (UK) Ltd

5.3 Key Benefits

Hybrid Mail offers a managed service for all outgoing communications to the end customer/patient, whether it’s a printed letter pack, electronic message or SMS reminder service.

On average each member could save 10% - 20% on outsourcing their outgoing mail.

Standardisation and consistency of materials and templates being used and branding.

VAT mitigation on certain products and services.

Cost avoidance, no need for internal post rooms and manual fulfilment processes and stock/print management, frees up staff to concentrate on their core duties.

Offers transparency and efficiencies in managing outgoing mail; MI Postage and printing costs.

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6 Lot 3 External Print (Artwork, Print, Stock Management, Online

portal for ordering and stock management and delivery of

printed products)


GPM-007567/2012/S 49-080360/ITT ref: 29481

6.2 Contract Suppliers - Mini Competition

Collector Set Printers Ltd

Innerworkings Ltd

Harlow Printing Ltd

LG Davis (Stationers) Ltd

Ricoh (UK) Ltd

Xerox (UK) Ltd

6.3 Key Benefits

External print will work as a managed service where members will be offered a one stop shop service from artwork, print, stock management to delivery by one supplier.

On average each member could save up to 10% on costs for external print.

Standardisation on material being used and consistency in branding.

VAT mitigation on certain products and services.

Cost avoidance, call off stock just in time rather than storing locally, freeing up space and need for stock management.

Offers transparency and efficiencies in managing print; MI, quoting and stock call off done via online tools.

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Services Framework

7 Lot 4 EDRMS (Electronic Document Records Management

Services) Platform


GPM-007568/2012/S 49-080360/ITT ref: 29480


BancTec Ltd

Box It Group Ltd

Canon (UK)Ltd

Xerox (UK) Ltd

7.3 Key Benefits

EDRMS Platform framework offers members another route to Electronic Document Record Management Service as a software platform rather than a fully managed service.

Cost avoidance, this will allow the member to manage their own back scanning and forward scanning in-house, utilising the current staff effectively to move towards an electronic record system, without redundancy.

Offers efficiencies in storage and speed of record retrieval to all servicing bodies.

Offers transparency, MI readily available via the online tools.

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8 Lot 5 Managed Print Services (Printers, MFDS, Faxes,

Consumables and additional services, Hybrid Mail, External

Print and EDRMS Platform)


GPM-007571/2012/S 49-080360 /ITT ref: 29479


Altodigital Networks Ltd

Canon (UK)Ltd

Ricoh (UK) Ltd

The Danwood Group Ltd

Xerox (UK) Ltd

8.3 Key Benefits

Managed Print Services is a managed service so mitigates VAT.

On average each member could save 10% to 20% on costs for outsourcing their print requirements.

Cost avoidance, free print audits for members wanting to go under a mini competition by one of the suppliers (Average cost of an audit ranges from £10K - £25K per member).

Offers transparency and efficiencies in managed print.

Offers additional services; Hybrid Mail, External Print and EDRMS Platform which are also offered separately under Lots 2, 3 and 4.

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9 Stakeholders involved in the procurement

Wye Valley NHS Trust

London Ambulance Service NHS Trust

Health Care America

The Shrewsbury & Telford Hospital NHS Trust

Sandwell and West Birmingham Hospitals NHS Trust

University College London Hospitals NHS Foundation Trust

Warrington and Halton Hospitals NHS Foundation Trust

North East London NHS Foundation Trust

Barts Health NHS Trust

10 Framework/Contract Access

Members can use the Framework in two ways when establishing their specific requirements; either to call off from the established framework on the basis of the agreed framework pricing, or to re-open competition by way of a mini competition.

Members wishing to access Lot 1 can do so by direct call-off. Lot 1 has sole supplier status, hence removing any requirement for a member to conduct a mini competition. Orders can be placed as and when required via an online portal once an order form has been completed and user access rights set up.

Lots 2, 3, 4 and 5 to be procured through a Mini Competition process. NHS LPP will support the member trust with the mini competition process under OJEU regulations. We can conduct the mini competition for members for an additional fee.

Members to support the specification write up in order to capture the bespoke requirement.

Technical & Quality will be evaluated by the member.

Commercials will be evaluated after the Technical and Quality, supported by NHS LPP.

Contract Agreement Recommendation Report to be produced for the Trust Board for approval before the suppliers are notified of the award.

10day standstill period, supplier debriefs.

Implementation meetings to be scheduled with the member and supplier to commence the projects.

All these processes are supported by the NHS LPP Senior Category Manager. In establishing this framework, a standard set of call off terms and conditions were used and these terms and conditions will apply to any goods supplied/services provided under this framework.

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Services Framework

11 What should I do next? Please contact the Senior Category Manager to arrange a meeting to discuss these services in more detail. If possible, please note the categories you are interested in, identify the current contract status and collect the baseline information. NHS London Procurement Partnership Contact: Bal Kang, Senior Category Manager (Technology) Telephone: 020 7188 7188 ext: 54237 Mobile: 07917 475045 Email: [email protected] Website: www.lpp.nhs.uk

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