Contact
Chris Carter Hertfordshire Development Centre Tel: 01438 843918 Email: chris.carter @hertscc.gov.uk
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Recommended Suppliers		Procurement Process
Contact	Buying Video Conferencing Equipment
		What to Ask For	Why use a Framework Contract?

Recommended Suppliers

There are two companies who now have framework contracts to supply video-conferencing equipment to schools in the East of England (including Hertfordshire).

We recommend that you use one of them to supply and support your video-conferencing equipment.

The companies are:

Each company is a specialist VC company with nearly 20 years of experience, including some in the educational world. They can provide advice, equipment, installation and support. They both offer a full service connecting you to the HGfL, E2BN, JANET and the world.

They will also offer support to schools who already have video-conferencing equipment. And we recommend that these schools negotiate support contracts with one of these companies.

Procurement Process

At the beginning of November 2005, E2BN* signed framework contracts with the two suppliers above. Their details are shown below. The companies have three year contracts running from March 2006. The tendering process followed EU guidelines on procurement. There were:

• 45 expressions of interest
• 11 invitations to tender
• 7 tenders submitted
• 2 companies given framework contracts

This means that you can use either of the two companies with a greater peace of mind and the backing of E2BN.

*E2BN is the East of England Broadband Network. It is the Regional Broadband Consortium (RBC) that includes Hertfordshire. It provides support, content and, in this case, procurement on behalf of all schools in the East of England – including Hertfordshire.

Why Use a Framework Contract?

The framework contract is an enabling agreement. It allows schools (in Hertfordshire and the East of England) to place orders with the company based on terms and conditions agreed in the E2BN contract.

We recommend that you use one of the companies with a framework contract. The advantages are:

• You have the assurance and backing of being a part of a large contract
• It is in their interest to keep you happy
• The companies have been through a proper procurement process based on EU rules
• The terms and conditions are based on standard Local Authority terms and conditions
• There is no need for you to negotiate your own terms and conditions
• The suppliers are established and have educational experience
• Both suppliers will offer a full service connecting you to the HGfL, E2BN, JANET and the world.

What to Ask For

Video conferencing equipment is expensive. You will want to make sure that you spend your money well and find someone you can work with.

We recommend that you use one of these companies when buying VC equipment. However, you can, of course, contact both of them to get advice and quotations. In your dealings with them, these are the sorts of things you should look for:

• How much is a site survey? Can it be offset against a purchase?
• What equipment do they recommend? Does it fit your requirements?
• The normal working relationship issues of appointing any supplier.
• The cost of the equipment.
• The cost of installation.
• What support is included in the price and the cost of any extra support.

Contact

For more information or help, please contact Chris Carter at Hertfordshire Development Centre.
Tel: 01438 843918
Email: chris.carter@hertscc.gov.uk