Procurement - desktop client devices framework: buyer's guide

Placing an Order

Orders can be placed by online portal, or via post and e-mail to the HP contacts provided above.  Please ensure the following details, as a minimum, are included on all Purchase Orders:

• device make and model
• part number
• price
• quantity
• purchase order number
• full delivery address
• full invoice address
• framework reference: SP-22-019
• contact details
• date
• any additional services required

Please note, that all quotes provided by HP Inc are checked thoroughly to ensure that the goods are fit for purpose.

Items ordered in error by a framework public body may be returned at the sole discretion of HP and may be subject to a 10% restocking fee.

eCommerce

The preferred method for placing Orders is directly through the HP B2B Portal. Full training can be provided where required.  The training can be carried out via a virtual classroom or in person at a customer site.  Basic training typically takes 30 minutes and will enable customers to then place orders online, configure products and then check and track orders once placed.

New users should contact Sharon Neville and Oana Marculescu at sharon.neville@hp.com and oana.marculescu@hp.com to request registration details for the dedicated Scottish Procurement B2B Portal or to discuss individual eCommerce requirements.  A Supplier Catalogue is available directly from HP or via the “Scottish Procurement: Procurement Information Network” group on the secure Knowledge Hub site. 

Lead times

For the up to date position on Lead Times  please contact your HP Account Manager.

Product range

Full details of the range can be accessed from the supplier catalogues held on the “Scottish Procurement: Procurement Information Network” group on the secure Knowledge Hub site.

Warehousing and tailored delivery

Through their partners Capito (an XMA Company), HP offers the option to request package removal and also up to 6 months storage. Both of these options are free of charge and include the following:

• provide a fully insured and secure environment for the customer devices for up to 6 months
• audit equipment when delivered and enter into asset management system
• maintain systems and processes to manage hardware while in the storage facility
• provide equipment audit data from the asset management system
• contact the customer to arrange the delivery date and time
• deliver devices in line with what has been agreed with customer
• unboxed, package free, deliveries (where logistically safe to do so)
• packaged delivery, unbox kit on-site, and remove packaging at time of delivery

Please note that those customers wishing package removal or bespoke delivery must specify and select this option at the time of purchase as the service cannot be selected retrospectively. If you require this service then you must specify the following part number on your purchase order – 9SZ19EN.  There is no cost for this service.

Scottish Procurement have also negotiated firm pricing for the following additional services.  Use of these services is optional.

Device enrolment into InTune

• devices enrolled automatically by HP into a customers InTune environment

• this service is performed by HP during the production and logistics process

• can also include HP’s Corporate Ready Image. HP’s clean build offered free of charge at point of production and recommended for use with InTune / AutoPilot

AutoPilot pre-provisioning

• device unboxed, powered on, and put device into Autopilot Provisioning mode

• provision device with device apps, settings, policies and user apps to Reseal Status

• customer supplied Autopilot setup document (max. 4 pages) to be inserted into box. (optional)

• re-box device ready for shipment to customer site

Image load

• load a customer supplied image up to 25GB onto customer device prior to delivery

• provide an imaged device of each type to the customer for acceptance prior to applying image to remaining devices

• AutoPilot provisioning range of services also available

Asset tag (1 x tag)

• apply a customer supplied of HP supplied asset tag in a position agreed with the customer

• HP supplied asset tag will be approx. 50 x 30mm and 100% aluminium, up to 5 lines of data agreed with the customer which can include a bar code

• a proof will be sent to the customer for acceptance prior to applying a tag to every device

• provide an asset management report in a format acceptable to the customer and will include asset tag number, serial number and option for MAC address

BIOS configuration

• update the BIOS settings with customer supplied instructions for changes to default settings such as boot order

• provide a device to the customer for user acceptance

• upon customer approval apply the configuration to all devices

Install to Desk

• deploy customer device to desk, Mon-Fri 9am-5pm (exc. Scottish Bank Holidays)
• deployments will be carried out by the provision of a service engineer
• engineers will move the devices from the delivery / storage area to the installation area as directed by the customer site host
• devices will be unpacked, installed and powered up
• install the devices including power up test in accordance with the installation scripts
• includes 30 minute installation time excluding data migration
• removal and disposal of packaging

Deinstall and Hardware Recycling

• de-install devices at desk and remove device from site

• recycle devices and provide appropriate SEPA documentation

• offered free of charge if ordered with Install to desk service

Install, Deinstall and Hardware Recycling

• de-installation and installation service must occur at the same visit

• de-install legacy units from desk or pick up legacy devices from a central store and remove from site for recycling

• the legacy devices will be recycled, and appropriate SEPA documentation will be provided

• assumes legacy devices are in normal working condition, fair wear and tear accepted

• this excludes any other associated service around the legacy device including any quarantine period or secure certified data wiping of device with approved software

Secure Sanitation of Storage Media

• wipe data held on device using Blancco (certified by National Cyber Security Centre to standard NCSC-TG-025)

• generate a detailed data erasure certificate report for each storage drive and provide it to the customer

• verify the data has been removed via a summary Blancco report

Quarantine of legacy devices

• remove devices from customer site

• return device to Capito warehouse for storage for a period of up to 4 weeks

• record the asset

• provide a returns process if the customer requires the device to be returned to customer site

Recycling services

HP will provide a free of charge recycling service for all HP branded electrical equipment under the WEEE Directive, once the equipment has been delivered to an HP specified location (currently Erskine) in adherence with minimum quantity T&Cs.

HP will offer the same free of charge service for all non HP branded electrical equipment, whereby a replacement product is being provided by HP in adherence with minimum quantity T&Cs. For more information, please contact your HP account management team for support.

Microsoft Windows

All standard devices supplied via the Scottish Procurement Frameworks currently ship with a Windows 11 Pro 64 bit license.

Windows Home Operating System (for Education Customers only)

HP warranty

Through the Scottish Procurement Framework, HP offers an exclusive and uplifted warranty service to the Scottish Public Sector, Global Support One (GS1).

Using the service is straightforward and diverts customers directly to HP’s level 2 engineering team. This negates the need for customers to go through the first level of warranty call screening and go straight to technical diagnosis.

To log a warranty call, please contact the HP Global Support One Team on 0800 917 7241 quoting the correct PIN for your organisation. Further details can be found on supplier specific buyers guide or via your HP account manager.

Once the fault has been logged, HP will manage the call until resolved to the satisfaction of the customer.