G-Cloud Guide: How to Buy Cloud Services on G-Cloud
Before 2012, it used to be the case that for public sector organisations, purchasing cloud-based services and solutions was a really complex task. Often it was a difficult, confusing and time-consuming process, however, the Government then decided to set up G-Cloud.
What is G-Cloud?
G-Cloud is an online catalogue, accessed via Digital Marketplace, that is designed to streamline the process of purchasing cloud-based services such as hosting, software and cloud support. It offers a more transparent, easier and faster way for public sector buyers to procure what they need. It also tends to be more cost effective compared to usually very long tender processes and individual procurement contracts.
G-Cloud is now in its 14th iteration and public sector organisations can use Digital Marketplace to search for suppliers and services. In simple terms, an organisation in need of cloud services can search for the service they require using specific keywords and filters which will then bring up a list of recommended suppliers. They can evaluate this list and then determine the best supplier for their specific needs.
How to Buy Cloud Services in 4 Steps
Now for the details! There are specific guidelines that a buyer needs to follow when purchasing from G-Cloud: see G-Cloud Buyers’ Guide.
A few of the key points to note include:
Customers must use the search to find a supplier
You can choose a category (e.g. choose Lot 3) and then search for services using keywords and filters
You can then save the search and evaluate services from that list
However, you cannot combine search results from different searches
All results returned need to be assessed and evaluated equally
If there are too many results, you can add more filters to refine the results, however those filters need to be based on your requirements
One other important point to note is that if your search returns only one result i.e. a single service, and that service is assessed and meets your requirements, you can award a contract to that supplier.
Let’s look at each step in the process more closely:
1. Search
As mentioned above, all customers need to use search on Digital Marketplace to find a supplier, and all search results need to be assessed. It is therefore best to try and narrow down your search as much as possible in order to reduce the time spent on evaluating each search result.
These specific links and searches may help you narrow down your review list:
Head of Data Support Services (Lot 3):
Specialist Support (Lot 3):
Open Data Standards Advisory and Development Service
Data Literacy and Mastery Programme (Training)
Lot 2: Cloud Software:
Data Groundwork (Learning Platform) - A Data Literacy Learning Platform
All Register Dynamics services can be found in Lot 3: Cloud Support except for our Data Literacy Learning Platform which is in Lot 2: Cloud Software.
2. Service Assessment
Once you have found a set of search results that you are happy with, you can export these results and start analysing them. Once the results are exported the list is considered final, so it is important to make sure that you have what you need.
When assessing the results, you can download the suppliers service descriptions, service definition documents, pricing documents, terms and conditions and review everything in detail.
This assessment needs to be open and fair, and there cannot be any sort of competition held, however, clarifications are allowed if you require them.
3. Award the Contract
When you have completed your assessment and determined the right supplier for your needs, you will need to complete a G-Cloud Call-Off Contract (see standard legal documents here).
This is a standard document used across all G-Cloud awards and it requires both parties to have signed an agreement before starting any work.
You will also need to submit a Customer Benefits Record, when you award a contract too, but other than that you are all set!
Final Thoughts
G-Cloud is a great way to access pre-approved suppliers and hence to buy cloud services and cloud support services with confidence. We are really pleased to be on the platform and that our public sector clients can now access an even wider range of services from us there.
For those of you new to G-Cloud or simply wanting a bit more guidance on how to optimise it for your specific needs, please do contact us. We are very happy to work in partnership with you and your procurement teams, to answer questions quickly and to help you through the process.
Crown Commercial Service
Crown Commercial Service supports the public sector to achieve maximum commercial value when procuring common goods and services. In 2019/20, CCS helped the public sector to achieve commercial benefits worth over £1bn - supporting world-class public services that offer best value for taxpayers.
About Register Dynamics
Register Dynamics is an independent data and technology consultancy based in the UK. We are a pre-approved Crown Commercial Service supplier and have a strong track record of delivering value to the public sector through building and transforming digital services. In Register Dynamics, buyers have access to a delivery partner who is guaranteed to adhere to a rigorous set of standards in security, compliance and sustainability in the cloud. We’ve delivered over 20+ digital services using our approach, including for the Government Digital Service, Ministry of Justice, Department for Education, Department for Business and Trade, Department of Health and Social Care, and national security clients.
To find the best way to work with us, buy our services or get support through the procurement process, get in touch with us now.
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