Multi-Functional Devices and Digital Solutions

Call-Off Contracts may be awarded using any one of the following methods outlined below. 

1. Direct Award (Award Without Competitive Selection) 

2. Rapid Request for Quote (Rapid RFQ) 

3. Further Competition 

The ultimate responsibility for selecting the most appropriate and compliant route for a specific requirement rests with the Customer. The onus will be on the Customer to carry out their own due diligence before selecting which method to use.  The Customer will determine the requirement, specification and award, based on the Most Advantageous Tender (MAT) 

Direct Award (award without a competitive selection): 

This Framework permits Direct Award, defined under the Procurement Act 2023 as awarding a Call-Off Contract without conducting a new competitive selection procedure. A Direct Award may only be used where the Customer can identify the Most Advantageous Tender (MAT) using only the information and scores submitted at Framework award, without requesting any new pricing, clarification, or qualitative information from Suppliers. 

Permitted Direct Award Methods 

Customers may use any of the following objective, pre-published Direct Award methods. The Customer must choose one method before reviewing Supplier capability for their requirement. 

1. Overall Framework Ranking by Lot (Quality + Price Combined Score) 

The Customer awards the Call-Off Contract to the Supplier ranked highest overall at Framework award. If the highest-ranked Supplier cannot meet the requirement, the Customer must document the reason and move sequentially to the next ranked Supplier. We anticipate this to be the default Direct Award method. 

2. Highest Total Quality Score by Lot 

The Customer may award to the Supplier that achieved the highest total quality score for each Lot during Framework evaluation, where quality is the Customer’s primary consideration. 

3. Lowest Overall Price/Highest Commercial Advantage by Lot 

Award to the Supplier offering the lowest evaluated (basket of goods) Framework Price as submitted in Annex H. 

This method: 

• must use the original evaluated Pricing Schedule 

• must not use catalogue pricing or non-evaluated price lists 

• must not request revised or updated pricing 

If new pricing is required, this method is not suitable and Customers must choose another method.  

4. Highest Score in a Specific Evaluation Question by Lot 

Award to the Supplier with the highest score in a specific Framework evaluation question that directly relates to the Customer’s requirement. 

This method may only be used where: 

• the question formed part of the Framework quality evaluation 

• scoring was completed by the Contracting Authority 

5. Partial-Service Selection (Specific Services from the Pricing Schedule) by Lot 

Where a Customer requires only a subset of the services available under the Framework, a Direct Award may be made using the original per-service Prices (basket of goods) submitted at Framework award. 

A Customer may compare only the relevant per-service Prices and award to the Supplier whose evaluated per-service prices represent the Most Advantageous Tender. 

This method is only permitted where: 

• All prices used are from the original evaluated Pricing Schedule 

• No new or updated pricing is requested 

• The comparison is applied consistently and objectively 

• No new weighting or qualitative assessment is introduced 

Catalogue pricing or non-evaluated price lists cannot be used to determine MAT. 

Where new pricing or new information is required, the Customer must conduct a competitive call-off selection process. 

Requirements for Direct Award 

Customers should retain an auditable record setting out: 

• the Direct Award method selected; 

• the objective rationale for that method; 

• the comparison or ranking used; 

• (if applicable) why a higher-ranked Supplier could not meet the requirement. 

Customers must not: 

• request revised or updated pricing 

• request new qualitative information 

• introduce new award criteria 

Transition to competitive call-off selection process 

If the Customer cannot objectively determine the MAT using only Framework-award information (e.g., new pricing is required, new service models are proposed, or qualitative responses are needed), the Customer must run a competitive call-off selection process. 

Competitive Call Off Selection Process: 

Rapid RFQ 

This is a streamlined, competitive process that allows for Customer judgment on essential requirements, with price being the ultimate decider. It's perfect for when you have specific, non-negotiable needs. 

How to run a Rapid RFQ: 

• Optional EOI – This is where the Customer sends out an EOI to all awarded Framework Suppliers for the Lot and only takes forward those who respond to the EOI.  

• Define Pass/Fail Criteria: The Customer defines their need by identifying a few essential, non-negotiable requirements. These are not for scoring; they are simple "Yes/No" gates. 

• Example: "We need a cloud engineer who 1) holds an active AWS Solutions Architect certification (Pass/Fail) and 2) can be on-site in Exeter within 48 hours (Pass/Fail)." 

• Issue Rapid RFQ. The Customer sends this simple request to all capable Suppliers on the Framework, setting a short, fixed deadline (this is not a defined duration. Where Suppliers have provided a full price book the Customer may use this to price their RFQ.  

• Suppliers submit simple bids: Suppliers respond with two things only: 

             - Confirmation and evidence that they meet the Pass/Fail criteria. 

             - Their price for the work. (unless Customers are using the price book) 

• Customer applies judgment (compliantly): The Customer evaluates the responses. This is the judgment step. They assess the evidence and decide "Yes" or "No" for each Supplier against the Pass/Fail criteria. 

• Award to the Most Advantageous Tender Compliant Supplier: From the pool of Suppliers who passed all the essential checks, the Call-Off Contract is awarded to the one who submitted the Most Advantageous Tender as determined by the Customer. 

• Best For: Requirements needing a specific, verifiable skill, where price is the deciding factor after that essential need is met. 

Further Competition (competitive selection process): 

A Further Competition process is used where Customers carry out a competition for the award of a Call-Off Contract.   

How to run a Further Competition: 

• The Customer must invite all Suppliers on the Framework who are deemed capable of delivering the particular requirement. 

• The Customer shall be responsible for formulating a specification/product brief containing full details of the goods/services required. 

• The Customer will send the specification/product brief to all Suppliers quoting the Framework reference number.  A reasonable and proportionate time limit should be set for the submission of fully completed Bid responses. 

• Responses received must be unopened until the designated closing date and time for final submissions has passed.  Responses received after the specified date and time should be rejected unopened. 

• The submitted response shall be evaluated in accordance with the criteria stated in the original specification/product brief.  The headline criteria used must be the same as the headline criteria used for the original Framework or part thereof, but the Customer may change the weightings and add their own sub-criteria to apply. 

• The Bidders must be advised of the result in writing. Customers are not required to provide Suppliers with an assessment summary however, they are encouraged to do so as a matter of best practice. 

• A voluntary standstill period of no less than 8 working days beginning with the day on which the contract ward notice is published must be completed before entering into the Call-Off Contract 

Best For: Complex projects, high-value Call-Off Contracts, and any situation where the quality of the solution is a critical factor. 

Conditions of Participation 

Under this Framework a Further Competition process provides for conditions of participation if the Customer is satisfied that the conditions are a proportionate means of ensuring that Suppliers party to the Framework have 

• the legal and financial capacity to perform the Call-Off Contract, or  

• the technical ability to perform the Call-Off Contract. 

In this section, a “condition of participation” means a condition that a Supplier must satisfy in order to be awarded a public contract in accordance with the Framework. 

A condition may not  

• require the submission of audited annual accounts, except from Suppliers who are, or were, required to have the accounts audited in accordance with Part 16 of the Companies Act 2006 or an overseas equivalent;  

• require insurance relating to the performance of the Call-Off Contract to be in place before the award of the Call-Off Contract.  

A condition may relate to Suppliers’ qualifications, experience or technical ability, but may not 

• require Suppliers to have been awarded a Call-Off Contract under the Framework or by a particular Customer. 

• break the rules on technical specifications in section 56, or  

• require particular qualifications without allowing for their equivalents. 

When considering whether a condition is proportionate a Customer must have regard to the nature, complexity and cost of the Call-Off Contract. A condition of participation may require the provision of evidence that is verifiable by a person other than the Supplier. If a Supplier does not satisfy a condition of participation, the Customer may exclude the Supplier from participating in, or progressing as part of, the competitive selection process (Further Competition).  

A competitive selection process may provide for the assessment of proposals, but only by reference to one or more of the award criteria against which Bids were assessed in awarding the Framework. The award criteria used for this Framework was: 

The award criteria may be refined for example; additional sub-criteria may be included or the criteria explained further. 

In any event the Contracting Authority and Procurement Services take no responsibility for the chosen contracting method of any individual Customer. 

1. Order Process 

The following instructions outline how Orders are to be placed under this Framework. 

Following Further Competition 

Orders will be raised by the Customers, either using a pre-printed Form of Award or their own Order form following a Further Competition.  Information on the Order form will include: 

• Customer’s Order number 

• Framework reference number 

• Reference number of the Further Competition 

• Full details of their requirement including delivery information 

• Name and full details of establishment to whom delivery is to be made (End User) 

• Agreed Call-Off Contract Price 

Direct Award (award without competitive selection) 

The Customer awarding under the route of Award without Further Competition shall 

• Develop a clear statement of requirements; 

• Select terms and conditions as set out in Annex F Core Terms and Conditions; 

• Apply the relevant criteria as set out in 9 - Call-Off Contract Award 

in order to establish which Supplier provides the Most Advantageous Tender (MAT); 

• On the basis set out above, award the Call-Off Contract with the successful Supplier by sending (including electronically) a signed Form of Direct Award or the Customers own Order form, clearly stating 

• Customer’s Order number 

• Framework reference number 

• Full details of their requirement including delivery information 

• Name and full details of establishment to whom delivery is to be made (End User) 

• Agreed Call-Off Contract Price 

All Orders must be placed either via a procurement portal, e-mail, post or telephone.  Suppliers are required to confirm receipt of Orders, within twenty-four (24) hours.  Any Orders placed via telephone must be confirmed in writing (for the purpose of the Framework ‘in writing’ will include e-mail). 

Orders placed in any other way should not be accepted.   

The Contracting Authority and Customers accept responsibility for payment of their own Orders only.  The Contracting Authority accepts no responsibility for payment of any Orders placed and processed by Customers.