LUPC

NEWSLETTER
LUPC Add further Membership Value
Free Credit checking Free EU Procurement Advice Reduced Themis rate

ISSUE 49 OCT 2009

LUPC wins Bronze status

For the Mayors Green Procurement Code. And launches its sustainability policy.

LUPC Annual General Meeting

Date: Friday 4th December 2009 Venue: Welcome Trust

National Desktop and Notebook Agreement (NDNA)

Tendered as three Lots it commenced 1st August 2009

Computer Networking Agreement

New National Framework Agreement for Networking Equipment (Lot 1) and Consultancy for Convergent Solutions (Lot 2). Commenced August 1st 2009

Computer Recycling and Disposal Services (WEEE)

and retirement of obsolete IT equipment The Newsletter of the London Universities Purchasing Consortium 1

CDL provide free-of-charge collection

Welcome to the October 2009 issue of the LUPC newsletter

Directors report - Oct 2009 newsletter

Weve been thrilled by the reaction weve received to our Conference on University Purchasing (COUP2009), held in September at Royal Holloway, University of London. Many, many Members, delegates, speakers, exhibitors and sponsors have told us how much they enjoyed and valued the event.
I have to say I did. We had an excellent line-up of speakers covering a wide range of interesting topics designed to support procurement teams in helping their Institutions through these difficult times. A number of delegates remarked how hard it was to decide which seminars to attend. Charlotte Reichard, our Marketing Manager who led the COUP2009 client team, took great satisfaction from that because it showed that the programme was high quality. The exhibition was great, too. For our sector to be able to attract 100 exhibitors to put on such a great show is something I think we can all be proud of. There was a fantastic range of products and services on display generating a real buzz about the place. Lots of people said how wonderful they thought the venue was. Royal Holloway has everything: world-class conference facilities, excellent accommodation and social venues and a picturesque setting for the exhibition. Even the weather was fabulous! And with our headline speaker Lenny Henry setting the tone for the event, I really dont think we could have asked for more. My only personal regret was having to go to bed early each night so I could be fresh to present the conference in the morning! I cant leave this report without registering my sincere thanks to everyone who worked so hard to achieve this success. My particular thanks go to Ros Bates and team at Universally Leeds, our event organizers, who delivered a fantastic event for us. Thanks to terrific hosts Susan Fielding, Katie Saise and everyone at Royal Holloway and to Jenny Bushrod, Robin Hunt and AUPO for helping us develop such a vibrant conference programme. Thanks also to the special team of Members who gave so much time to designing the event and to our staff at LUPC for working so hard, especially Charlotte Reichard, without whose personal sacrifice the event would not have been the success it was. Finally a big thank you to everyone in our community who supported the event, by attending as a delegate, exhibiting at the conference or by offering their sponsorship. We hope to see you all in Scotland at COUP2011!

Andy Davies Director, LUPC

BOF
Bridgend Office Furniture

Leading University Furniture Supplier

BOF provide a wide range of workplace furniture to create inspirational learning environments as well as: Design & Space Planning Delivery Installation
To request our new brochure or arrange a visit call 01656 661061 or e-mail marketing@bof.co.uk Visit www.bof.co.uk for further information

CONTENTS
Directors report The new National Desktop and Notebook Agreement (NDNA) LUPC Senior Contracts Manager job advert Air Liquide launch a dedicated IUPC microsite CLM electrical inspection and testing Edmundson The EU Ban on Inefficient Lighting Is your organisation ready to manage CRC Regulations? EU procurement, Themis and Mini-competitions Bridgend Office Furniture BOF furnishes a LUPC and SUPC members Commodity and Service Group The latest information/updates on LUPC Agreements Epson M8000N series NDNA success for XMA Credit Safe Supply of Credit Referencing agency services 2 4 5 6 6 7 7 9 10-11 12-13 14 14 15 Mayors Green Procurement Code LUPC wins Bronze LUPC AGM Friday 4th December 2009 The Energy Consortium Annual Conference Networking Equipment and Consultancy for Convergent Solutions The new Agreement commenced 1st August 2009 Delivering Sustainable Mail Solutions Neopost delivery a more affordable, accountable and reliable mail service CIS Security Awareness Day DTP - save Leeds Metroplitan University 200,000 p.a
Printed by

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020 8311 8888 enquiries@richard-edward.com www.richard-edward.com

MAIN OFFICE: 020 7863 1690 FAX: 020 7863 1699

Andy Davies - Director Tel: 020 7863 1691 Email: a.davies@lupc.lon.ac.uk Covering General Consortium direction, management and temporary staffing. Charlotte Nasufi - Marketing Manager Tel: 020 7863 1692 Email: c.nasufi@lupc.lon.ac.uk Covering Marketing Agreements/Services, Training, Events, LUPC Web/Agreement/Database Maintenance, Debt Collection, Advertising, OGC Agreements Waste Management. Mike Kilner - Senior Contracts Manager Tel: 020 7863 1694 Email: m.kilner@lupc.lon.ac.uk Covering Computing, National Computing Hardware (UCISA), Insurance, Portable Appliance Testing, White Goods, Telecommunications, Mail Services, National Postal, National/Regional Electronics, National IUPC Gases, National Printers. Lavina Gunamal - Contracts Support Officer Tel: 020 7863 1695 Email: l.gunamal@lupc.lon.ac.uk Covering Accounts, Office Administration, Cleaning and Security, Sustainability/Corporate Social Responsibility, Support to Andy Davies and Charlotte Nasufi

CONTACT DETAILS

Darran Whatley - Senior Contracts Manager Tel: 020 7863 1693 Email: d.whatley@lupc.lon.ac.uk Covering Laboratory Consumables, Laboratory Equipment, Audio Visual, Library Books/Periodicals/RFID, Photocopying, Paper, Office Supplies, Furniture, Energy, Car Hire, Hotels. Joyce Kadri - Contracts Support Officer Tel: 020 7863 1696 Email: j.kadri@lupc.lon.ac.uk Covering Accounts, Office Administration, support to Darran Whatley on all the above areas.

The Newsletter of the London Universities Purchasing Consortium 3 The Newsletter of the London Universities Purchasing Consortium

The National Desktop and Notebook Agreement (NDNA)

The NDNA, which is managed by the London Universities Purchasing Consortium on behalf of the Universities and Colleges Information Systems Association (UCISA) commenced on the 1st August 2009 having been formed from the merger of the outgoing IRDA1 and NNA2. The agreement has been tendered as three Lots, Desktops (Lot 1), Notebooks (Lot 2) and One-Stop Shop (Lot 3).

The framework agreement was let on a 3 (+1) year basis and is open nationally to all Consortia-affiliated Universities and Colleges of Higher and Further Education (including staff and students), together with the Research Council, in all six of the regional Consortia: APUC, LUPC, SUPC, HEPCW, NEUPC and the NWUPC. Following an extensive tender process, Lot 1 awards were subsequently made to five suppliers based on best overall value for money: Viglen, Stone, RM, Dell and HP (supplied via DTP and RM). Under the same criteria, Lot 2 awards were equally made to five suppliers: Toshiba (supplied via Getech and XMA), Ergo, Dell, Samsung (supplied via Getech and Stone) and HP (supplied via DTP and RM). Viglen and Toshiba led the evaluation scores for each lot although all should be congratulated for their hard work and effort in supporting the agreement from a past, present and future perspective.
Green IT has been an increasingly important consideration within the sector and the tender weightings included environmental factors within their scope. Indeed, no one area was greater than 25% and a level of local flexibility was stated within the original PQQ as part of conducting mini-competitions under the NDNA. The pricing evaluation was again undertaken on an open-book basis against a number of specifications and down at the bill of material (BOM) level to account for machine variations and as part of the ongoing management of the agreement. The hardware and support evaluation process was undertaken across over a dozen institutions and involved more screwdrivers, stressed hinges, phone calls and emails than can be healthily mentioned. Site Visits and presentations followed this stage before the awards were formally made in early July. Further details on the approved suppliers are included within the new NDNA site by means of an individual Buyers Guide and their separately signed Terms and Conditions. The site also hosts the Tender Evaluation Report, Framework Guidance on Mini-Competitions, Management Information, the Master Evaluation document, Minutes and Matters Arising from Meetings, Price Lists/ Flyers, Industry-related Articles, Roadmaps, Presentations, Financial Information and any ongoing Competitive Analysis as part of the overall management of the agreement. There is also a summary of the main NDNA terms and an abbreviated version of the Suppliers offering as a comparison table based on their response including all post-tender clarification. These details can be found at: http://ndna.procureweb.ac.uk/notebook/agreement.aspx.

Please note that this web content is IP protected to maintain contract and supplier confidentiality. Work on Lot 3 will commence shortly and the first reviews for the agreement take place in the second week of November. Notes 1 Inter-Regional Desktop Agreement 2 National Notebook Agreement 3 Universities and Colleges Information Systems Association If you have any questions about the agreement, please contact the NDNA Contract Manager Michael Kilner (m.kilner@lupc.lon.ac.uk, 020 7863 1694).

4 www.lupc.procureweb.ac.uk

LUPC Senior Contracts Manager

An exciting opportunity for a qualified procurement professional to join a high-performing collaborative team.

Reference: Salary: Location: Closing date: Interviews:

LUPC2 40k to 45k pa + Benefits

Working pattern: Full Time, Permanent position WC1B 5DN 16/11/2009 23:30 PM week commencing 30/11/2009

Application Information: To download an information pack and apply on-line visit http://jobs.lshtm.ac.uk/
LUPC Ad 6/10/09 17:32 Page 1

New Everyday Desking from Triumph

In association with

25mm desk top eight finishes

cable tray option 12 year guarantee

full FIRA certification

FSC accredited

fully cable managed leg height adjustable feet

Who do you think makes a desk like this?

www.triumphgovernmentfuniturestore.com

The Newsletter of the London Universities Purchasing Consortium 5

Advert_ocean_OL:Ocean Advert 01/10/2009 10:10 Page 2

At the end of 2008, Air Liquide UK became a Framework supplier to all UK Universities and key institutions for the supply of Industrial; Medical and Specialty Gases, along with Dry Ice, associated equipment and related safety training. This followed a tender process managed through the IUPC ( InterUniversity Purchasing Consortia), part of the NWPLS ( National Working Party for Laboratory Supplies). All LUPC members have access to this agreement. As part of the commitment to the IUPC, Air Liquide expressed their desire to develop long term relations and to help develop value for members through innovation, particularly given that nationally over 90% of supply comes from one historic supplier. One of the innovations is the launch of a dedicated microsite related to the IUPC agreement. Working with filters provided by PROCUREWEB, this site has now been launched and is available at http://www.airliquide-iupcgases.co.uk/. The microsite is designed as an information resource for anyone working with gases or dry ice in a research or academic environment. There is technical information on the main types of gases available, including enabling access to the abridged electronic version of the Air Liquide Gases Encyclopedia. In addition there is a wealth of reference material, explaining the main codes of practice, guidance notes and legislation that may affect your operations when utilizing gases and dry ice. This includes options to download some information in pdf form. Finally there is a section covering the range of safety courses that can be provided, including those enabling the carrying of a gas safety passport. This microsite will hopefully become a ready reference for many users, and we hope that we will continue to expand the scope over the coming years. We look forward to feedback and comments from users to see what other information they would welcome, said David Hurren; Business Development Manager for Air Liquide on the launch of the microsite.

CLM COMPLIANCE POWER Safety First

In this first full year since royal consent created the Corporate Manslaughter Act, health & safety compliancy specialists CLM is the latest company to achieve preferred supplier status with the LUPC. These are the compliancy specialists who achieved an industry first for quality last year, when they were the only company carrying out low-voltage electrical installation inspection & testing with portable appliance testing (PAT) to achieve UKAS Inspection Body accreditation for both services. This very best standard in the world for quality provided the outstanding benchmark to secure exclusive partnerships with some of the most prestigious organisations in commercial markets and the public sector. Being a first for periodic electrical inspection and testing, this global standard sent out a strong message to our customers, said MD Paul Caddick. Meeting many industry standards enables companies to be little more than eligible to tender, but UKAS Inspection Body accreditation really set CLM apart from the competition. Locally, CLM is now providing safety test compliancy packages for Kings College London, the University of London and the University of Greenwich. But clients also include universities throughout the country. CLM House, Golborne Enterprise Park, Kidglove Road, Golborne WA3 3GR. Tel 01942 290888 Fax 01942 290889 info@clm-group.co.uk www.clm-group.co.uk For the University of the West of Scotland (UWS), an 80,000 package of fixed-wire and portable-appliance tests within campuses in Ayr, Dumfries, Hamilton and Paisley assure the safety of 2,000 staff and over 18,000 students. If anyone has responsibility for electrical safety test and inspection in the workplace, CLM can help, said Paul Caddick. By having a single engineer on site, we offer a cost-effective solution for regulatory compliance, with minimal disruption ensuring buildings and their occupants are safe. Press enquires E Rob.Leslie@RidgemountPR.co.uk T 020 8943 9349

6 www.lupc.procureweb.ac.uk

The EU Ban on Inefficient Lighting

Over the next few years the requirements relating to the energy consumption of lamps and luminaires will become progressively tighter due to the enforcement of the Energy-using Product (EuP) Directive which will ban the sale of inefficient lighting solutions. This legislation has been designed with one goal in mind - to help the environment and combat climate change. As light accounts for around 19% of global electricity consumption, lighting products have become the focus of increased public attention in recent years. Traditional incandescent lamps convert only 5% of the energy they consume into light so there is a huge waste of energy. By enforcing the regulation of switching to energy saving lamps, EU citizens and businesses will save close to 40 TWh (roughly the electricity consumption of Romania, or of 11 million European households, or the equivalent of the yearly output of 10 power stations of 500 megawatts) and this will lead to a reduction of about 15 million tons of CO2 emission per year. On 1 September 2009, the legislation went into effect and it became illegal for incandescent lamps of more than 80W below EEI (Energy Efficiency Index) category C and frosted lamps not in EEI category A to be put into the market. It is important to remember that existing stock can continue to be sold until it runs out so you may still see these lamps on the shelves for a few months after they have fallen under the terms of the phase out. Further lamps and wattages will come under the terms of the ban in 12-month stages. By September 2012, all incandescent lamps above 7W and below EEI category C will be in scope and no longer available. OSRAM offers a wide range of energy efficient lamps based on compact fluorescent and halogen technologies that are ideal replacements for GLS lamps. Innovative LED technology is also emerging as a potential replacement for GLS lamps. This year, OSRAM launched the first 8W LED lamp that is a direct replacement for a 40W GLS lamp. Lamps based on compact fluorescent and LED technologies provide energy savings of 80% and energy efficient halogen lamps provide energy savings of 30% so there are significant savings to be made by retrofitting these lamps. With its largest range of energy savers to date, OSRAM is well prepared for the changeover. OSRAM products are available from Edmundson Electrical.

For your nearest Edmundson, please contact Laura Norris on 01277 263540 or see www.edmundson-electrical.co.uk.

Is your organisation ready to manage the financial and resource impacts of the Carbon Reduction Commitment Regulations today?

Most Universities and Colleges will participate in the new mandatory Carbon Reduction Commitment Regulations and will be defined as individual legal entities. It is anticipated that the only exception to this general rule is the collegiate universities of Cambridge, Durham and Oxford where they will participate in the CRC as a collective group of colleges.
Do you have a corporate project to plan for and manage your financial and legal obligations under CRC and ensure you avoid fines and costly mistakes? Are your senior finance and asset managers working with your energy and environmental resource manager? An organisation with an energy bill of 10,000,000 can expect carbon allowances to cost approx 1,000,000

The first scheme year starts in April 2010 and is likely to have a significant financial and administrative impact. It is imperative that universities respond quickly to the new regulations, in order to avoid substantial fines. The CRC is a whole organisation not just a sustainability or environmental issue and introduces budgetary uncertainty for universities, through a performance League Table system and at a later date, through an auction process. There are legal status and ownership issues that must be resolved prior to scheme participation, considerable management and technical accounting activities that must be resourced year on year, as well as developing a carbon trading strategy, which is linked to determining cost effective energy reduction measures. To equip public bodies with the information and tools required to be effective and efficient and providing valuable advice on recording emissions, tracking performance, communicating with key staff and councillors and engaging with partners, the London Energy Project has developed a FREE CRC Guide and Toolkit which also encourages organisations to go beyond compliance and meet the challenge of delivering carbon reduction. Distribution is funded by Capital Ambition, the Regional Improvement and Efficiency Partnerships and TEC, (The Energy Consortium)

Get a copy of your FREE Guide and Toolkit.

Register at Prepare for the Carbon Reduction Commitment (if this link does not work, copy and paste http://www.haringey.gov.uk/landing_ page_crc in to your web browser). The guide and tools are subject to copyright and distributed under licence. You will be asked to complete a registration eform. Within a couple of days you will receive an email, which grants access to the Guide and Toolkit download page. Watch our short video now at http://www.localgov.co.uk/index.cfm?method=news.detail&id=80841

The Newsletter of the London Universities Purchasing Consortium 7

Prepare your library for the world of tomorrow . . .

. . . self-service begins with Intellident

Intellident UK tel: +44 (0)161 498 1140 web: www.intellident.co.uk Intellident France (Ident) tl: +33 (0)1 56 24 11 73 web: www.intellident.fr Intellident Netherlands tel: +31 (0)320 286 340 web: www.intellident.nl

Everything You Always Wanted to Know About EC Procurement LegislationBut Were Afraid to Ask!
LUPC has taken the fear out of those tricky EC questions by providing two authoritative and easy to use services, via Achilles Information Ltd, one of the UKs leading experts in EC procurement advice.
To ensure you are fully aware of the implications of the EC procurement legislation and remain up to date with changes to legislation, the latest guidance from the Government or the European Commission or the most recent Court Cases, you can use Achilles EC system, THEMiS the system for regulated procurement. Court cases are summarised by Professor Sue Arrowsmith, professor of law at Nottingham University and there is an Ask Achilles function within Themis which allows you to ask EC questions on line. THEMiS also has all the OJEU notices which can be sent electronically which allow contracting authoritys time scale discounts. LUPC has negotiated a special rate on this user-friendly Internet based system (representing a saving of 5o% on the standard subscription). The normal cost of THEMiS is 695 per user reduced to as little as 350 and additional user licences per organisation 250.00 for LUPC members. Contact Gail Wilson on 01235 820813 or gail. wilson@achilles.com for further details of how to join. Achilles EU Procurement Support Service If you have a particular EC problem with the status of a procurement strategy or project under the legislation you can also get prompt advice from Achilles. Achilles has a team dedicated to EC with experts in this field. THEMiS is edited by this team. Members of the team have experience of advising on the interface between good commercial practice and the EC procurement regime. LUPC has made arrangements for Achilles expertise to be available to you under a central advice contract. This service, which would normally be charged at a consultancy fee, is included in the normal LUPC membership fee, please mention LUPC when calling. For speed of response, queries should be raised through THEMiS Ask Achilles function. As part of the agreement LUPC members who subscribe to THEMiS have an accelerated response time of 7 hours. If you do not subscribe, Achilles will still answer you EC question, however the within 48 hours. Where the query cannot be resolved in 30 minutes (in Achilles experience, most queries can be resolved on this basis) this would be indicated to the user immediately, and he would be prepared to carry out consultancy work for which the rate would be 200/hour plus VAT (normal rate is 250/hour) Responses would normally be by email or fax (unless the customer wishes verbal response)

Mini-competitions
Under a framework agreement, the regulations provide for 2 distinct methods of letting a call-off contract. The first is by direct application of the terms of the framework agreement in order to identify the most economically advantageous supplier. The alternative method is a minicompetition. A mini-competition is for when the terms in the framework A key issue with conducting a mini-competition (also known as a mini-tender) is setting the award criteria against which the suppliers bids will be evaluated. The OGC guidance on frameworks suggests that the criteria used to evaluate mini-competition bids may vary from those used to set up the framework insofar as the weightings may be varied to reflect the particular requirement and additional criteria may be added if they are related to the original criteria. It is however the buyers judgment as to whether criteria may be varied and by how much.

agreement are not precise

A mini-competition is for when the terms in the framework agreement are not precise or complete enough to establish the most economically advantageous option. For example the framework may be for consultancy services but whereas the framework may include daily rates, it is not possible to establish how long each supplier will take or how many consultants they would propose and therefore which supplier will be the most economically advantageous overall.

To contact the EC Team

Telephone: Email:

01235 838115 themis@achilles.com

BOF
Bridgend Office Furniture

Latest Furniture

Following the installation at Lambeth College, BOF were pleased to successfully complete a number of other projects for members of the LUPC and SUPC. Here is a selection of furniture projects that we have completed this year:
During August 2009 BOF installed furniture into the new build Learning Resource Centre and large Sixth Form Centre at South Thames College in Wandsworth, South London. The new college facility consists of approximately 17,000m2 over 5 floors and 208 rooms.

Internet Cafe

South Thames College

Library Resource Centre

Library Resource Centre

BOF supplied a variety of furniture for classrooms, staff rooms, offices, IT hubs and corridors at South Thames College. Following the award of the contract to furnish the new building, the team at the College also requested BOF to furnish the caf, executive offices and refurbish the existing building including the bespoke student services department.

Staffroom / Breakout Area

Projects

Rutherford Information Services Building

BOF installed new furniture into the first floor of the Rutherford Information Services Building (RISB) and areas on the first and ground floor at the Library Building for Goldsmiths, University of London. This project included Aero desking, Dream visitor chairs, operator seating, a variety of soft seating from Connection & Allermuir and Space Oasis collaborative work areas.

Lambeth College Sixth Form

BOF participated in an e-auction in March 2009 and following the tough bidding process, were awarded the contract to furnish a new sixth form centre at Lambeth College in Clapham, South London. The installation was completed in May. This project, which spanned 5 floors and required approximately 8,000 items took BOF 19 working days to complete. This was achieved with limited lift access and while other contractors were on site.

Academic Building East

BOF tendered for the supply, delivery and installation of furniture to Academic Building East at the University of East Anglia in March 2009. The tender included furniture for the entrance foyer, seminar rooms on three floors, caf, breakout spaces, computer stations, and library seating. BOF have liaised with the clients architect for this project to ensure this project is completed on time and within budget.

Checkland Building
The Checkland Building has been designed to be environmentally friendly with green vegetated roofs incorporated into the design to insulate buildings from heat loss in winter and heat gain in summer. These living roofs help absorb pollution and reduce rainwater run-off by at least 50% and also act as a natural habitat for wildlife. BOF have supplied furniture for offices, I.T. suites and meeting rooms throughout the building.

Wallscourt Farmhouse
Wallscourt Farmhouse is a Grade Two listed building. It is to become the residence of the Vice Chancellors office and will provide a university boardroom environment. BOF provided executive furniture for the Vice Chancellors office and Kite flexible tables in real wood veneer for the Boardroom along with seating throughout the building.

GRACE Project
The University of Nottingham (UoN) has joined forces with the East Midlands Development Agency to create a new world-class centre of excellence in Global Navigation Satellite Systems with a total investment of 9.2m. GRACE is located on the prestigious UoN Innovation Park. BOF supplied furniture for offices, breakout areas and anti-static desks for laboratories.

T request our SUPC/LUPC brochure contact us on: o 01656 661061 or marketing@bof.co.uk

BOF
Bridgend Office Furniture

LUPC Commodity and Services Areas Update

Please see a very brief update on some of the LUPC Commodity and Service Areas, more detailed information can be found on the LUPC website at: www.lupc.ac.uk/about/executive.shtml
NEW agreements Credit Referencing Services Following a competitive exercise co-ordinated by the NEUPC leading to the appointment of Creditsafe UK for credit referencing services. This new service enables contracted suppliers to be continually monitored via immediate email notification and investigated for any changes to their credit rating. As an added value service, Creditsafe is free to use by any Consortia member at institutional level for both ad-hoc and monitored reporting. Further details can be found on page ________ Computer Recycling and Disposal Services (WEEE) CDL provide free-of-charge collection and retirement of obsolete IT equipment. Further details are available via the LUPC website. Computing- Desktop and Notebook Agreement (NDNA) The new agreement commenced on the 1st August 2009, further details can be found on page _________. Computing - Network Equipment The new agreement was awarded on the 1st August 2009 A Networking Equipment Buyers Guide and evaluation report has been completed and is available via CuPID. Principal OEMs covered include Cisco, 3Com, HP, Juniper and Extreme. Further details can be found on page ________ Supply of Fire Extinguishers and Associated Fire Fighting products and provision of ancillary training LUPC promote the Firebuy (National Procurement for the Fire & Rescue Service Authorities) agreement which commenced on the 1st April 2009. Please quote contract reference number NPFB/FE/009 on all correspondence and orders. Individual price lists, terms and conditions are available on CuPID. COUP 2009 COUP 2009 was hailed a success through the informal positive feedback received to date. A formal questionnaire has been circulated to both delegates and exhibitors to assess the overall effectiveness of the conference and help the organisers of COUP 2011. Events Following on from the success last year LUPC will have a stand at the QMUL supplier exhibition on the 10th November 2009. This will give us the opportunity to meet with our customers and provide further information on all the LUPC Agreements. The LUPC AGM has been arranged for Friday 4th December 2009 at the Wellcome Trust. A joint LUPC Executive Committee and Board meeting will be held prior to the AGM. As agreed, owing to the current economic climate and the fact that COUP was hosted by LUPC this year there will not be a social event.

Training An EU update and mini-competition guidance course will be arranged for January 2010. NWUPC is running a CPD Programme and training courses for LUPC and SUPC Members will be held in London commencing January 2010. Unfortunately owing to lack of take-up the LUPC/London Metropolitan University (LMU) in-house CIPS level 2 programme has been cancelled. Audio Visual Equipment Separate submission made to Executive Committee on future sourcing strategy. Books Initial implementation programme communicated with all suppliers on the Joint Consortia Book Agreement. Business Travel LUPC met with Buying Solutions to discuss their agreement for business travel and discussed suitability for LUPC requirement. The group decision was to reject the Buying Solutions option primarily as LUPC cannot conduct minicompetitions on behalf of Members. An extension has been issued to Key Travel. Computing General Information (not covered elsewhere) Roberto Volo of Kingston University has kindly provided details of their PowerSave-led ICT power management install with a 7,000-license base they ran a 2-month proof-of-concept test over the summer and have found that across their institution, the install pay back period will be less than three months. Computing- PCs with Apple Operating Systems A new series of training events will commence shortly focusing on the new Snow Leopard operating system. The Tech Series events will be added as a pdf to the UACG web site. A comparison table should appear on the Apple Store configurator in the next few weeks with the intention of preventing users selecting and paying for costed AppleCare warranty when 3-years warranty is included as standard on all purchases under the agreement.

Marketing Update Annual Report Work on the LUPC Annual Report has commenced. The Report will be circulated with the AGM documentation on the 11th November 2009. Testimonials are sought from LUPC Members to highlight the benefits they have received from their Membership. Website This project is scheduled for completion in early 2010. A meeting has been held with a second web design company, with the option to collaborate to share development costs. Members visits In January 2010 all LUPC Members will be contacted again to arrange meetings to discuss the benefits of their LUPC Membership and to discuss takeup of LUPC Agreements and areas of potential spend to maximise the benefit of their Membership. The first Member visits will be arranged to coincide with the launch of the new website so that they can be shown how to navigate the new website.

12 www.lupc.procureweb.ac.uk

Computing Hardware Maintenance and Disaster Recovery David Coles of London Met has kindly agreed to act as the LUPC representative for the agreement. Debt Collection This Agreement has now been adopted by SUPC, NEUPC and NWUPC. Domestic & Janitorial Cleaning Pricing reviews have been agreed. Both firms have been asked to produce swine flu contingency plans. Insurance The group approved the ZM proposed capped increases for the 2009 renewal. The LTA will now be maintained to 2012 and no further interruptions should occur, even if a number of large claims were to be received in the next two years. As part of the formal renewal process, an online questionnaire will be provided to the group members for completion of their views on the agreement in general, Aon and ZM A Clinical Trials sub group meeting will convene shortly to resolve policy wording issues recently proposed by ZM. Laboratory Gases Air Liquide (AL) has now launched its IUPC Gases dedicated website and safety information resource. This includes for example, technical information sheets on gases including for example, Handling Cylinders Safely worksheets. There is presently an exercise to review and extend the present list of gas regulators in Lot H. Lamps and Tubes Suppliers presently have the opportunity to review their pricing provided that it is submitted before 16/10/09 to allow one months notice. Library Specialist Arts Separate submission made to Executive Committee on 16th October 2009 on the future sourcing strategy. Library Supplies General Separate submission made to Executive Committee on 16th October 2009 on the future sourcing strategy. Mail Services - Same day courier services As part of Octobers review meeting, a per/mile benchmark cost analysis was undertaken comparing the competitiveness of Elite against the three vendors on the Buying Solutions Agreement (TNT, Royal Mail and City Sprint) using a variety of transport methods from motor cycle to large transit van. Overall, Elite was ranked first in one category, equal first in another, second in one and near third in their weakest area. Mail Services - Airmail The members of the National Postal Distribution & Supplies Working Party (NPD & SWP) were consulted recently for their opinion on the re-tender of the International Airmail Agreement. The majority view was to re-tender the Airmail lot independently of Buying Solutions. Thorsten Jochum has taken over as the sectors Key Account Manager at DHL International (UK) Ltd.

Mail Services - Franking Machines Francotyp-Postalia has extensively updated their agreement portal, details of which will be released shortly. Negotiations with Total Post (formerly Total Postweigh) are near completion. This will include a secure web site whereby members will be able to buy inks and labels below previously available direct pricing. Mobile Phones (Buying Solutions Agreement) Apple UK is still investigating the possibility of offering a discounted institution scheme for the iPhone through the UACG. It has been announced that Vodafone UK will be selling the iPhone from early 2010 including both the 3G and the new 3GS. Orange have also announced similar plans. Paper - Recycled and Virgin LUPC implementation to start 1st November. Portable Appliance Testing Following negotiations and a number of price reductions as part of year two, an updated Buyers Guide has been populated to CuPID. Printing, Copying and Multi-functional Products A meeting with the OGC Category Strategy Team facilitated by Buying Solutions took place in October. This was followed by a meeting with Chair of LUPC group to discuss ENPC approach and involvement with Pan Government project. From post 1st March 2010 CATS will be sourcing their overflow services through OCE as sub-contractor and the Buying Solutions Print Framework. Office Supplies The management information for year 3 is now complete and be found at http://www.rcpo.ac.uk/nwpcss/manage.asp The major discussion topic at the NWPCSS meeting held on 15th July was the future re-tender of this agreement leading to the new agreement commencing February 2011. The intention is to issue the ITT in June 2010. One or both of the newly appointed sustainability personnel within the NEUPC will be co-opted to provide guidance in this important area of the overall specification. The Hewlett Packard Customer Support Agreement was finalised on 4th August. The new contract exchange rate is a favourable 1.175 to 1, effective 1st October 2009. A meeting was held with Department of Transport about using the National Agreement. Ten other organisations have expressed interested and all have been contacted. Associate Membership joining instructions have been established and being designed for upload to LUPC website. Security Services Pricing has been agreed for the new year. CIS had a security awareness day on 30th September for the colleges in Bloomsbury. A second security awareness day will be taking place in October. Temporary Staffing The current SUPC/LUPC Agreement expires on 31 October 2009. LUPC are in the process of tendering for an LUPC Agreement. Waste Management The new Total Sustainable Resource Management Solution (formerly Waste Management) Agreement was re-tendered by LSE with access for LUPC Members. London Recycling has been awarded preferred supplier status. Further details will be circulated shortly.

The Newsletter of the London Universities Purchasing Consortium 13

EPSON ACULASER M8000N SERIES

TOP OF THE CLASS
Choosing a new laser printer can be a daunting task. There are lots of factors to consider - print speed, print quality, resolution, print size, total cost of ownership not to mention energy efficiency and environmental credentials. It can be difficult to pick which aspects are the most important; whether to sacrifice speed for quality, or quality for cost.
With the Epson Aculaser M8000N series, which has just been added to the NPA agreement, theres no need for compromise. Epsons top-of-the-range networkable mono laser printer offers exceptionally fast print speeds of up to 44 pages per minute for documents up to A4 size and 25ppm for A3 size. Whats more, you can be sure of superb print quality every time, thanks to the high resolution of 1200 x 1200dpi backed up by intelligent and accurate document processing. For a printer that delivers high volume, high quality output, the M8000N has a re-assuringly low total cost of ownership and comes with a three year onsite warranty for added peace of mind. Epsons cartridge return scheme offers additional savings, and a donation is made to the Red Cross for each cartridge thats recycled. And as an ENERGY STAR qualified printer, the M8000N has excellent power efficiency, further helping your budget and the environment. xma_94.5x144_AW:1st draft 12/08/2009 14:39 Page 1 Tick every box on your mono laser wish list with the M8000N from Epson. To find out more, visit www.epson.co.uk. The Epson Aculaser M8000N series is available from XMA, European Electronique and Phoenix. Phoenix.

NDNA SUCCESS FOR XMA

Your perfect ICT partner

XMA has been supplying IT solutions & services into universities for nearly 25 years, furthermore we are accredited by the majority of national and regional frameworks giving us a unique position in the market. XMA's framework accreditations include:
National Desktop Notebook Agreement (NDNA) in partnership with Toshiba National Educational Printer Agreement (NEPA) NWPCSS Agreement IT Related Accessories and Parts Agreement (ITRAP) Networking Equipment and Consultancy for Convergent Solutions Agreement

XMA re-awarded approved supplier status through the National Desktop and Notebook Agreement

Specialist supplier of ICT solutions, XMA, has once again been selected as an approved supplier of laptops to UK colleges and universities under the National Desktop and Notebook Agreement (NDNA).
XMA, who recently sponsored and exhibited its wide range of HE products and services at the COUP Show 2009, were put through an extensive tender process for the NDNA contract, and will now be able to supply Toshiba notebooks to further and higher education establishments for the next three years. The NDNA is a procurement framework that gives further and higher education establishments the choice of leading suppliers that have met a strict selection and auditing process which looks at areas such as product quality, service levels and customer satisfaction. XMA, who are the number one education partner for Toshiba, will once again partner with them on the NDNA. Dawn Whittaker, XMAs Public Sector Sales Manager, commented: Toshiba are the number one manufacturer on the NDNA and we have worked with them in the education sector for over 10 years so they were the obvious choice for us to ensure our customers get the right solution first time. And its not just laptops. XMA also offers print management solutions through its dedicated print team. They offer a free analysis and audit on a universitys current print usage and recommend the best ways in which to make printing more efficient and cost effective, whilst working towards a greener environment. Dawn added: In an economic downturn, everyones focus is about cost saving and, with budgets being cut, university purchasers are now, more than ever before, looking at ways in which to cut costs whilst still keeping the university future-proofed and up to date in its IT infrastructure. XMA holds more contracts within the higher education sector than any of its competitors including the National Printer Agreement; the National Consumables Contract, (NWPCSS) and the IT Related Accessories and Parts Contract. XMA has also recently been awarded the National Contract for the Supply of Networking including supply and maintenance, so is well placed to work with universities looking for either a new network or additional supply and installation. Dawn concluded: XMA can supply universities with the best HP Procurve or CISCO solutions and all of these and more can be found in our new specialist HE brochure. To request a copy of the brochure, or for more information, call the sales team on 0115 8464 999 or visit www.xma4education.co.uk

Call our education team today on 0115 846 4999 or visit us online at www.xma4education.co.uk

14 www.lupc.procureweb.ac.uk

Supply of Credit Referencing agency services

The LUPC are pleased to announce a new service benefit to members of the Consortia. Following an exercise to identify and recommend a supplier of credit referencing services across the ENPC (English National Purchasing Consortia), LUPC members now have free access to the reporting tools offered by Creditsafe UK with immediate affect. With many members already undertaking credit referencing using various techniques and suppliers, the new agreement aims to provide a fast, Access to detailed company reports at any time Organisation of tracked suppliers into portfolios aligned to particular agreements or commodity areas Receipt of e-mail alerts every time a supplier in any portfolio has a change in their report Control of which personnel receive the e-mail alert, by portfolio No additional costs except on request of an international report, which will be on a pay as you go basis.

This package would normally be applied at a rate of 1,500 per customer.

consolidated, electronic means of accessing this information in order to reduce business risk while saving considerable expense against any present systems in operation. Following a data gathering exercise, a specification was drafted and issued to a number of service providers already in use across the four ENPC Consortia. Five suppliers returned a proposal and these were evaluated for best value for money. It was found that the format of information provided by all five in their credit reports was very similar and there was no discernable difference in the high level information used by each supplier to generate their reports. Having looked at the key service levels required by consortia and members relative to the pricing offered a recommendation was made that the ENPC adopt Creditsafe as their supplier of credit referencing services. The Creditsafe package will provide the following main features: Training and implementation Creditsafe were the incumbent supplier to the NEUPC and Mark Hayter (see details at the end) in their Consortia offices will assist other users with the implementation of this service including any further questions. Savings This package would normally be applied at a rate of 1,500 per customer. Had every member or associate member chosen to use this package individually, the total cost to the ENPC membership would be in excess of 300,000. Further Information including Creditsafe presentation and log-in details: Please see the LUPC web site at Agreement contact: Mark Hayter, Contracts Manager, NEUPC Ltd Manager, NEUPC Ltd Tel: 0113 344 3957, M.R.Hayter@leeds.ac.uk Mike Kilner Mike Kilner

LUPC wins Bronze

LUPC is proud to announce it has been awarded the bronze status for the Mayors Green Procurement Code.
This is the first steps in greening the supply chain and making big changes to the way in which sustainable procurement is carried out. With the green agenda becoming increasingly popular it is important for LUPC to continue to look at its operations and how it can make vital changes and green the supply change. We request all our suppliers for this information its only fair that we have something in place to do our bit too. Since signing up for the code, it has prompted the LUPC to develop and implement a robust policy and strategy which the members can also use. This policy is reviewed on an annual basis. The LUPC launched its sustainability policy earlier this year highlighting a 12 point commitment plan. Main achievements also include bottled water being eliminated from our offices. The next steps involve spreading this to other institutions and developing monitoring tools in conjunction with our suppliers. For more information or to view the LUPC sustainability policy/strategy please contact Lavina Gunamal on; E: Lavina@lupc.lon.ac.uk T: 0207 863 1695

listening to problems - and how debt collection can have a heart

Working with debtors is often the best way of resolving situations. But good debtor rehabilitation takes a great deal of skill. Here at Incasso, the ability to listen, advise and recommend a way forward is something that we pride ourselves on. This strategy can result in faster recovery rates and is based on a no win, no fee basis. It has also helped us to recover over 33m on behalf of our clients in the last year. So call today to discuss your troubles and well give you an honest diagnosis. For more information call 0845 404 1999 or visit our website.

www.incasso.co.uk

The Newsletter of the London Universities Purchasing Consortium 15

LUPC AGM - FRIDAY 4th December 2009

The LUPC AGM has been arranged for Friday 4th December 2009 at the Wellcome Trust. A joint LUPC Executive Committee and Board meeting will be held prior to the AGM. As agreed, owing to the current economic climate and the fact that COUP was hosted by LUPC this year there will not be a social event. However we would like to take this opportunity to thank all our Members and Suppliers for their support over the year.

The Energy Consortium is hosting its first annual conference since it was recommended this spring by the Office of Government Commerce (OGC) as a buying organisation offering energy procurement solutions to the public sector. It has lined-up an impressive panel of HE/FE & public sector speakers to mark the event. In this period of economic downturn its vital to understand the benefits of a collective, sustainable approach to energy purchasing with examples of best practice so, if your remit is procuring or managing energy in either HE/FE establishments or local authorities you need to be at this event. To book your place visit: http://www.energyconsortium.org.uk/register/index.html

NETWORKING EQUIPMENT & CONSULTANCY FOR CONVERGENT SOLUTIONS The LUPC is pleased to confirm the letting of the new National Framework Agreement for Networking Equipment (Lot 1) and Consultancy for Convergent Solutions (Lot 2). The process was led by the NEUPC (North Eastern Universities Purchasing Consortium) on behalf of all Consortia members with input from all the regions and runs for an initial period of two years from August 1st 2009 with two one-year extensions permitted. Information on the agreement has been added to the Contract pages of CuPID and includes the Tender Evaluation Report, a Buyers Guide and the main Terms. Below is the partner matrix associated with the successful suppliers awarded to the framework on the top row with the OEM partners they work with on the left-hand side:
VIGLEN TELINDUS EUROPEAN ELECTRONIC XMA BT INET LOGICALIS
INTRINSIC TECHNOLOGY

Partner Cisco HP Foundry Juniper Extreme Ciena

(Consultancy only)

4C STRATEGIES

4 4

4 4

4 4

4 4 4 4 4 4

3Com (Viglen is Educational Partner

4 4

Consultancy Only Other

Nortel, Brocade Trapeze, Alca tel Fore Systems, Redback, Laurel ADVA, TSS Zyxel, Nexans EVA, HDS Equallogic Symbol, Aruba, Blue Coat Tandberg, IBM Nortel

If you have any questions about the agreement, please contact the LUPC main contact, Michael Kilner W m.kilner@lupc.lon.ac.uk T 020 7863 1694

16 www.lupc.procureweb.ac.uk

DELIVERING SUSTAINABLE MAIL SOLUTIONS

With the Framework agreement you know you are getting good quality equipment at reasonable prices supported by good service and maintenance for the whole contract. Peter McDonnell Services Mgr Cardiff University

Procurement Frameworks... how they help you deliver a more affordable, accountable and reliable mail
If best value and sustainability credentials are high on your list of must haves when selecting new systems... then the LUPC Framework guarantees these and more. With neopost you also get simple to use, exible and secure systems. This all delivers a real platform for change using sustainable technologies and access to the lowest prices and a platform for transformation... allowing communication by the most appropriate and efcient medium. benets he gets from myneopost. He said At the post room in Cardiff we act as the mailing agent for the university, so being able to monitor and track postal expenditure by department is vital. myneopost helps us do this simply and quickly, and we can print out the data historically too which helps with proof of mailing.

The London Universities Purchasing Consortium neopost are in the business of Framework guarantees best value providing mail preparation and and sustainability credentials and communication products and delivers uniform pricing. This gives Mail Strategies are being services for our customers. So you access to proven mail strategies implemented in universities today whether you use metered mail, PPI and proven cost reduction. that are delivering cost, efciency or bulk mail... and whether you use and sustainability outcomes Royal Mail or a down stream Peter McDonnell services manager demanded by ever increasing carrier to deliver your mail... at Cardiff University has found the budgetary controls. neopost provide the right mail LUPC Framework delivers all of process answers for you. this, he says With the Framework neopost is at the forefront of this agreement you know you are effort. They can with your getting good quality equipment at The neopost range of solutions agreement build and supply your reasonable prices supported by can help you: university with a comprehensive Prepare mail properly... putting good service and maintenance for report on your current mail the whole contract. He continued strategies and the associated cost; documents into the right size Im very pleased with the way we and identify precisely where all envelopes and save money Price mail precisely... ensuring have been kept abreast of all of the other mail cost savings and Royal Mail discounting every envelope is at exactly the efciencies can be won. programmes by the account right price - no matter what size, management team at neopost. In Why not arrange to action this shape, weight, class or service Print PPI and Address... so you particular Clean Mail Advanced. report process today. In the rst The signicant savings made from instance contact Denis Moloney get the lowest tariff available - no introducing this programme have matter who carries the envelope National Contracts Manager Accurately monitor, track and enabled the post-room to fund tel: 01708 714304. future equipment when this control individual contract comes to an end. Peter departmental expenditure and went on to highlight some of the usage, with myneopost.

LUPC APPROVED SUPPLIER - CIS SECURITY LIMITED

CIS Security Limited, in Partnership with Bloomsbury Safer Neighbourhood Team encourage personal security and safety measures for students, staff and visitors to London University. Studying in Central London can be daunting especially for new students who are away from home and possibly not familiar with the hustle and bustle of everyday life in our Capital City. As part of CIS Security Limiteds innovative approach to Security Services a Security Awareness Day event took place on Campus in the main precinct outside the Brunei Gallery on 30th September 2009.
Roll Up! Roll Up! Top 10 Security Tips! CIS and Bloomsbury Safer Neighbourhood Scheme provided personal security freebies such as personal drink attack alarms, high visibility slap bands for cyclists, drink stoppers and drink spiking test kits; literature such as the 10 Top Security Tips; information on preventative measures against cycle, laptop and mobile phone theft. In order to generate interest we encouraged students and staff to take part in a lucky dip the prize being a free personal security item! Our Lucky Dip scenario encouraged conversations about security issues that students that students and staff felt were relevant to them and allowed our staff and the Police to offer constructive advice on the preventative action that they could take to avoid becoming a victim of crime. Positive Feedback The level of interest that we received from the students, staff and visitors was outstanding. Parents of the students were also visiting the stand and were impressed by the information and advice that was available, www.casweb.org/bsnt Continuous Development & Improved Communication Further Awareness Days will be scheduled on Campus in order to ensure that students from all of the Universitys institutes are included. CIS will also be holding a similar event at the neighbouring UCL Campus in mid October 2009. Working in Partnership In Partnership with Bloomsbury Safer Neighbourhood Team and our clients we are currently reviewing the existing procedures for reporting crime on Campus with a view to making recommendations on improvements that will reduce crime, particularly cycle theft and personal safety. Our security teams will use their training and security intelligence to assist the local Police by producing effective incident reports with descriptions of perpetrators derived from, findings whilst upon patrol and CCTV evidence where relevant. Together our aim is to enhance the level of Security Awareness on Campus and reduce crime. For further information about the services that CIS Security Limited provides please contact Amanda McCloskey by telephone on 07852 984 625 or e-mail: amanda.mccloskey@cissecurity.co.uk web: www.cis-security.co.uk

18 www.lupc.procureweb.ac.uk

For more information contact: Tel: 0113 276 0210 e-mail: mps@dtpgroup.co.uk

Leeds Metropolitan University predicts a 200,000 annual saving with DTP Managed Print & Copy service solution
Leeds Metropolitan University is already one of the largest universities in the UK. With around 30,000 students and 3,000 staff, it occupies one campus in the world-famous sporting area of Headingley and a second in the citys civic quarter.
The University had an ageing fleet of 2,000 copiers and printers and outdated charging and management systems for student print and copy. It was an inefficient and complex mix of different machines and technologies and the costs involved in supporting and maintaining all these various printers were high, says Gavin Weiner, deputy networked Systems manager at Leeds Met. We needed to consolidate and come up with a system that would run to defined standards and meet the needs of everyone in the University. When the two-year consolidation project is complete, Leeds Metropolitans 2,000 print, copy and fax machines will have been replaced by just 450 HP MFPs a mix of HP Colour LaserJet CM6040 and HP LaserJet M5035 models, leased under a Managed Print Service contract which includes support and Objective: Leeds Metropolitan University wanted to replace its fragmented technology mix of printers and copiers with a consolidated and unified print solution that would reduce costs, improve services and better meet the needs of both students and staff. Approach: Leeds Met entered into a Managed Print Services (MPS) contract with HP Preferred Partner, The DTP Group. Over 2,000 old machines will be replaced by approximately 450 HP multifunction devices that print, copy, scan and fax. The solution includes SafeCom print management software. IT improvements: Energy bills are expected to fall by 20,000 a year. Students and staff can collect print jobs from any machine in the University by using their Radio Frequency Identification (RFID) campus card. Student payment is automatically deducted from their electronic purse, supporting the Universitys aim to become a cashless campus. Printer logs enable the University to build up a print profile to streamline the deployment of printers. automatic replenishment of consumables. This all inclusive service eliminates much of the administrative burden Leeds Met used to carry and reducing the fleet will also result in significant power savings. The electricity to run our old fleet cost us 40,000 a year and we expect that to be halved because not only are we using fewer devices but they are also more energy efficient, says Weiner. We did a very broad calculation on potential savings when we started the project and based on things like reduced paper volumes, new machines, power, toner and administrative savings we will save about 200,000 a year, concludes Weiner

Business benefits: The University forecasts a total saving of 200,000 a year from the new system while still improving its print service provision. Paper wastage is set to drop by over 30 per cent, improving the Universitys environmental credentials. Savings have enabled the University to cut student print charges by up to 50 per cent.

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