Buyer

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Buyers Guide for setting up Framework
Agreements

• Considerations for setting up a framework
  agreement
• 1. Is it possible to commit to purchasing goods,
  services or works?
• Yes award a public contract in order to secure
  best pricing, continuity of supply and most
  advantageous terms and conditions.
• No set up a framework agreement which sets out
  the terms and conditions under which specific
  purchases (call-off contracts) can be made
  through.
• 2. Reasons for setting up a framework?
• Common goods and services required by a number of
  different users
• Delivery value for money, improved quality and
  economic opportunities through collaboration
• High volume of call-offs/repeat business when
  awarding call-off contracts under a framework
  agreement the users do not need to repeat many of
  the stages of a full competitive tendering
  process.
• 3. Who will want to call-off from the framework
  agreement?
• Will the framework be utilised by a contracting
  authority for its own use?
• Is there an opportunity to work with other
  contracting authorities either on a national,
  sector or cross-sector basis?
• All identities entitled to call-off under the
  terms of a framework agreement must be named or
  immediately identifiable from the class of
  contracting authority referred to in the contract
  notice
• The contract notice should also provide an
  indication of the scope of requirement, estimated
  value and volume of the total requirements of all
  the participating entities.
• 4. What is the optimum duration from the
  framework agreement?
• The Regulations state that the period of
  framework agreement should not exceed 4 years,
  including any extensions, except in exceptional
  circumstances

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Buyers Guide for setting up Framework
Agreements

• 5. How many suppliers will be on the framework
  agreement and how will requirements be awarded?
• Single supplier for standard and readily
  available goods and services may offer best value
  for money
• Multiple suppliers may be required to satisfy
  requirements where there are potential capacity
  issues
• Splitting the requirements into lots may ensure
  that specialised suppliers are included for
  specialised requirements
• It may be necessary to split requirements into
  lots by geographic regions to ensure that the
  same level of service is provided to remote and
  rural areas.
• 6. Which method of call-off is most
  appropriate?
• Instructions on how users will call-off from the
  framework agreement must be provided to suppliers
  at the ITT stage and to users after the framework
  has been awarded
• Even for single supplier frameworks it may
  necessary to ask the supplier to supplement their
  original bid if all the terms were not agreed
  when the framework agreement was awarded
• The method of call-off will be influenced by the
  type of good, services and works to be provided
• A combination of methods may be permissible and
  required on the same framework agreement e.g.
  direct purchase and mini-competition
• Understanding the proposed method of call-off
  will influence the suppliers initial bids for
  inclusion on the framework agreement.
• How to run a competitive tendering exercise for a
  framework agreement?
• If the estimated maximum value of anticipated
  call-off contracts exceeds the relevant EU
  threshold and the procurements in question are
  not covered by the exclusions set out in the
  Regulations, framework agreements can be awarded
  after an open or restricted procedure. The
  negotiated or competitive dialogue are also
  permitted, where the conditions for their use are
  met
• Ensure that the contract notes states that a
  framework agreement is being awarded, includes
  the identities of all the contracting authorities
  entitled to call-off under the terms of the
  framework agreement, state the length of the
  framework agreement, take care in drawing up the
  specification and state whether the requirements
  will be split into lots
• Observe the mandatory standstill period following
  the conclusion of the tendering exercise for a
  framework agreement.