Framework operation description
This Framework comprises multiple suppliers. Call-offs may be made through:
a) Direct Award, or
b) Mini-Competition, depending on the value, urgency, performance history, and requirements of the works.
The Council reserves the absolute right to determine which method delivers best value for money, compliance, and operational efficiency.
2. Direct Award (for requirements up to £5,000)
2.1. A Ranked Supplier Model will apply for call-offs valued up to £5,000.
• Supplier ranked No.1 on the Framework will be approached first for all requirements up to this value threshold.
• Where Supplier 1 is unable to supply within the required timescales, unable to meet the specification, or would not represent best value, the Council may approach the next highest-ranked supplier(s).
2.2. The Council may request a short quotation where necessary to confirm pricing, lead times, compliance and delivery.
2.3. Orders will be placed through official Council purchase orders, in accordance with Contract Procedure Rules.
3. Mini-Competition (for requirements above £5,000)
3.1. For all call-offs above £5,000, the Council will invite all suppliers appointed to the Framework to participate in a Mini-Competition.
3.2. Suppliers will be asked to submit:
• Unit rates or total price.
• Delivery times.
• Confirmation of compliance with the Specification.
• Any value-added or environmental considerations.
3.3. Mini-Competitions will be evaluated based on the 100% price
3.4. The Supplier achieving the highest score will receive the call-off award.
4. Right to Run a Mini-Competition at Any Time
4.1. The Council reserves the right, at its sole discretion, to run a Mini-Competition at any time, regardless of the anticipated value or ranking structure.
4.2. Reasons may include (but are not limited to):
• Delivery urgency.
• Poor performance of the ranked supplier.
• Specific technical requirements.
• Large volume orders.
• Market price volatility.
• Demonstrating best value.
• Budget limitations.
• Environmental or social-value requirements.
4.3. Where the Council deems a Mini-Competition to be more advantageous, this method will supersede the Direct Award process.
5. Emergency or Urgent Requirements
5.1. For urgent, time-critical or emergency situations, the Council may:
• Place a Direct Award with any supplier on the Framework, OR
• Request quick-turnaround quotes, OR
• Use nearest-available supplier to ensure operational delivery.
5.2. Emergency decisions will be recorded for audit purposes.
6. Performance-Based Adjustments
6.1. Persistent poor performance, late deliveries, failure to meet specification, or safety issues may lead the Council to:
• Skip the ranked Supplier and approach the next Supplier.
• Issue performance improvement notices.
• Increase use of Mini-Competitions.
6.2. Performance will be monitored regularly through KPI schedules.
7. Purchase Order Requirement
7.1. No works shall commence without an authorised Council Purchase Order (PO).
7.2. Suppliers must reference the PO number on all delivery notes, invoices, and correspondence.