Empowering Procurement

National Framework Partnership operates on behalf of a charity and actively promotes frameworks within the public sector, to achieve tangible savings in conjunction with legislative requirements.

National Framework Partnership is funded through its charity sponsor to provide procurement and administrative services.

The charity claims a nominal rebate for services from most call off contracts, of around 2%*. This fee is revinested into the social arm of the charity to maintain its community offerings.

*For our Architectural Services, Construction, and Employers Agent Frameworks we do not claim a percentage fee from the supplier. Instead, a nominal fee is invoiced to the client on a contract award.

Our framework fee, payable by appointees, is generally lower than competitors.

Our ethos is supplier centred, each appointee is allocated their own webpage on our site.

Our fee is designated to support our charity sponsor.

This will depend on the requirement. From April 2021 to March 2022, NFP saved their clients on average 27.9 %. For outsourced requirements, this is dramatically increased.

A framework allows for more flexibility around the goods or services contracted for under the framework, both in terms of volume and also the detail of the relevant goods and services.

A multi-supplier framework allows a contracting authority to select from a number of suppliers for its requirements, helping to ensure that each purchase represents best value.

Our unique 4 Step ‘realtime’ Call-Off and E-Signature System provides results in minutes rather than days or weeks.

What is an electronic signature?

An “electronic signature” can include a party typing their name into a document, such as using an online “e-signing portal” to insert a signature into a document.

It is now considered lawful to execute forms of contract using electronic signatures.

1. PRELIMINARY
1.1. In these Conditions National Framework Partnership Limited is referred to as “we”, “us” or “our” and the client with whom we contract to supply services is referred to as “you” and “your”.
1.2. Our responsibility is solely to you and we will perform our services with all reasonable care and skill and will act in good faith at all times.
1.3. Fees are processed by National Framework Partnership Ltd and passed onto Hyde Group. The amount will be as stated in any proposal.
1.4. The terms of our appointment are binding between you and us and may only be varied if mutually agreed in writing with you and accepted in writing by your authorised signatory and one of our Directors, or the Associate Director who has signed our letter of appointment.

2. CHARGES AND EXPENSES
2.1. If there is a material change in the scope of our instructions, we will agree with you, in writing, an additional or alternative fee arrangement.
2.2. Unless expressly stated in our letter of appointment, in addition to our fees, you will (subject to condition 2.3 below) be responsible for all reasonably incurred out-of-pocket expenses including, without limitation, advertising, photocopying, printing and reproduction costs, signboards, mailshots, photography, receptions, plan printing charges, courier charges, travelling costs, overnight accommodation etc., and marketing material of any kind.
2.3. If we are responsible for arranging marketing material then we will obtain estimates for the costs of marketing materials and agree them with you before incurring the cost.
2.4. All fees quoted in our letter of appointment are exclusive of VAT, which will be charged at the applicable rate. VAT shall also be payable by you on disbursements and other amounts due, where applicable.
2.5. In the event of our appointment being terminated for whatever cause, we reserve the right to charge for the work carried out (even if incomplete) in accordance with the fee basis agreed for the appointment or any subsequent agreed variations to the terms of our appointment.

4. QUALITY CONTROL AND COMPLAINTS PROCEDURE
4.1. We have documented Quality Management Systems (QMS) which have been developed to meet the requirements of ISO 9001:2000. Enhancing client satisfaction and continual improvement are key requirements of the New Standard and we are dedicated to providing you with a first class personal service.
4.2. In the event that you feel that we are falling short of the high standards that we set ourselves in the services we provide, please do let us know. Our Complaints Procedure involves a full investigation of any complaints that we receive and has been designed to comply with the Royal Institution of Chartered Surveyors Rules of Conduct (Rule 11). A written copy of our Complaints Procedure will be made available upon request.

5. LIABILITY
5.1. All information that has been or will be supplied to us by you or your representatives has been or will be accepted as being correct unless otherwise stated.
5.2. Nothing in our appointment shall exclude or limit:
(a) Our liability to you for death or personal injury of any person arising from our negligence, or fraudulent misrepresentation; and
(b) Your liability to us for death or personal injury of any person arising from your negligence, or fraudulent misrepresentation.

5.3. We shall not be liable for any indirect, special or consequential loss or damage howsoever caused, whether in contract, tort, negligence or otherwise.
5.4. We shall not be liable to you if we cannot fulfil our obligations to you due to reasons outside our reasonable control. You shall not be liable to us if you cannot fulfil your obligations to us due to reasons outside your reasonable control.
5.5. Subject to condition 5.6 below, our maximum liability (in contract, tort, negligence or otherwise) to you howsoever arising in relation to any property to which the appointment relates, shall in no circumstances exceed 25% of the value (on the basis identified in the appointment or if no basis is expressed Market Value as defined by the IVSC) on the date of this instruction of that property.
5.6. Our maximum aggregate liability to you arising from, or in relation to, this appointment (in contract, tort, negligence or otherwise) howsoever arising shall not in any circumstances either exceed £10 million or exceed the sub-limits stated from time to time in our insurance policies (details available on request).

6. DOCUMENTS
6.1. Unless expressly stated in our letter of appointment, all intellectual property rights in all reports, drawings, accounts and other documentation created, prepared or produced by us in relation to our appointment belongs to us.

7. TERMINATION
7.1. Our services under the terms of our appointment will terminate when one of a number of events occurs, which include:
7.1.1. The job is finished; or
7.1.2. We consider that it is not in our mutual best interest for us to continue to act on your behalf; or
7.1.3. If you do not pay our invoices as they fall due, or we reasonably anticipate that that will be the case; or
7.1.4. If either you or us becomes insolvent, or has a receiver, liquidator, administrator or administrative receiver appointed; or

8. SUPPLEMENTARY TERMS
8.1. Agency appointments only – Where we are acting for you on the sale or purchase of an interest in a property, please refer to the attached Supplementary Terms for Agency Appointments.
8.2. Valuation appointments only – Where we are acting for you on the valuation of a property or a property portfolio, please refer to the attached Supplementary Terms for Valuation Appointments.

9. GENERAL
9.1. We do not give legal advice. You should seek legal advice as appropriate from your lawyers. We have no responsibility for the content of any legal advice that is obtained.
9.2. We maintain professional indemnity insurance.
9.3. We comply with the Data Protection Act 2018 in relation to your personal data.
9.4. All discussions we have with you, advice we give to you and documentation provided by you to us will be kept confidential, unless we agree with you otherwise.

A framework agreement allows for more flexibility around the goods or services contracted for under the framework, both in terms of volume and also the detail of the relevant goods and services.

A multi-supplier framework allows for a contracting authority to select from a number of suppliers for its requirements, helping to ensure that each purchase represents best value.

Yes, if you are a Contracting Authority then you are classed as a Permissible user.

Our contract notices include a link to the Office of National Statistics to cover all current, and future contracting authorities.

To check if you are eligible please refer to our Classification checker that can be found above.

Simply click on the required Framework on our website, and all the relevant documentation can be accessed within the framework page. With our new “E-Sign” package, accessing our frameworks is far less time consuming

Contracting Authorities may set any length of contract by taking account of factors such as the time needed for their performance, where maintenance of equipment with an expected useful life of more than four years is included, or where extensive training of staff to perform the contract is needed.

Call-off contracts can continue after the relevant framework agreement has expired.

An Authorised User may award a Call Off Contract directly to a Framework Contractor, without any further competition between the Framework Contractors, (“Direct Selection”) in any of the following circumstances:

• The Authorised User may award a Call Off Contract by Direct Selection to the number 1 ranked Framework Contractor on the Framework Lot in question. Should the number 1 ranked Framework Contractor not wish to accept the award of the Call Off Contract, Hyde or the Authorised User may award the Call Off Contract by Direct Selection to the number 2 ranked Framework Contractor on the Framework Lot in question, and so on;
• An Authorised User may award a Call Off Contract by Direct Selection to a Framework Contractor where the Framework Contractor has already carried out works or services at risk for the Trust or the Authorised User in relation to the site to which the Call Off Contract relates;
• The Authorised User may award a Call Off Contract by Direct Selection to a Framework Contractor where the Call Off Contract has substantial similarities to a previous project in which the Framework Contractor was involved (whether such project was the subject of a Call Off Contract awarded under this Framework Agreement or not);
• An Authorised User may award a Call Off Contract by Direct Selection to a Framework Contractor where for reasons of urgency it is not reasonably practicable to award the Call Off Contract by way of a Mini-Competition;
• An Authorised User may award a Call Off Contract by Direct Selection to a Framework Contractor where  the Authorised User has determined through application of the Capability Criteria that only one Framework Contractor on the Framework Lot in question is capable of carrying out the Call Off Contract.

A mini competition is a process you need to carry out to place a call-off contract under a framework agreement where the best value supplier has not been specified. It allows you to further refine your requirement whilst retaining the benefits offered under the collaborative agreement.

PCR Directives

When awarding call-offs, the full procedural steps of the PCR Directives do not need to be applied.

Frameworks do not in themselves create any contractual obligations, whereas a call-off does. In placing a call-off contract with a supplier from a framework, your institution will be making a commitment to purchase the specified goods/services from that supplier.

How it works

1. We send out an ‘expression of interest’ to all providers on the framework, giving them the chance to opt in or out. Geographical location, value and/or current workload may mean not all those on the framework can accept a new contract.

2. Clients can then choose whether they want us to run the procurement process for them or carry it out in-house, with our support.

3. All our mini competitions are managed through Delta E-Sourcing and run on a price and quality basis.

4. During a tender period we manage all queries, ensuring a transparent process.

5. Returned submissions are made available to the client for evaluation and final selection.

6. Following selection of a provider, our Projects Officer will arrange and attend a kick start meeting.

If an Authorised User wishes to award a Call Off Contract by way of a Mini-Competition, the Authorised User shall identify the Framework Contractors appointed who are capable of carrying out the particular Call Off Contract, and with the assistance of NFP shall invite those Framework Contractors to take part in a Mini-Competition.

Mini-Competition Process

1. Prepare your Invitation To Tender (ITT)
2. Issue your ITT
3. Evaluate responses and select supplier
4. Award

1. Preparing your ITT
Although you cannot change the basic terms or specification set out in a framework agreement (the scope of the agreement cannot substantively change), mini-competitions do allow you to refine the basic terms of the framework prior to making a call-off. For example, areas you can refine include:

Delivery timescales;
Invoicing/payment arrangements;
Associated services, such as installation, maintenance and training;
Quantity;
Functional specification.

The invitation to take part in a Mini-Competition shall be issued in writing and will;

• explain whether the Mini-Competition is to comprise of written tender / selection proposals by the Framework Contractors, site visits, interviews or presentations or a combination of any of these things;
• where the Mini-Competition is to involve the submission of written tender proposals by the Framework Contractors, specify a fixed time limit for submission of such proposals, such time limit being of sufficient duration to allow proposals to be submitted, taking into account factors such as the complexity of the Works and Services in question, the nature of the Authorised User’s requirements and the time needed to compile and submit proposals;
• set out the evaluation criteria on which tenders submitted pursuant to the Mini-Competition will be assessed, which shall be based on the Mini-Competition Evaluation Criteria set out in Schedule 4 with such amendments as the Authorised User may stipulate to reflect the requirements of the Call Off Contract in question;
• contain a copy of the form of Call Off Contract that will be entered into with the successful Framework Contractor.
• When invited by an Authorised User to participate in a Mini-Competition, the Contractor shall provide written confirmation to the party carrying out the tender as to whether or not it wishes to participate.
• The Contractor shall be responsible for any costs it incurs in participating in a Mini-Competition and acknowledges and agrees that neither NFP, Hyde nor any Authorised User shall have any liability for such costs under any circumstances.
• The Mini-Competition will be assessed on the basis of the evaluation criteria set out in the invitation and all Framework Contractors invited to take part in the Mini-Competition will be informed of the outcome of that evaluation.

There is no requirement* to publish an award notice for a call-off contract under a framework. However, if the value of the call-off is over the relevant threshold, you will need to include information about the award on the Contracts Finder website in accordance with Regulation 108.

*We recommend a VEAT notification letter to all the bidders to voluntarily hold a standstill period.

 

If the Contractor is selected to carry out a Call Off Contract (whether following a Mini-Competition or by Direct Selection), the Authorised User may issue a Call Off Contract to the Contractor for execution.

The Contractor shall execute and return the Call Off Contract to  the Authorised User within ten (10) Working Days of receipt of the same or such longer period that the Authorised User may specify.

Should the Contractor fail to comply with its obligation in clause above, the Contractor shall be deemed to have declined the offer to enter into the Call Off Contract and Hyde or the Authorised User may recommence the selection process under this clause 5.

Once appointed to carry out Works and Services under a Call Off Contract, the Contractor shall carry out those Works and Services in accordance with the terms of the Call Off Contract.

Under Regulation 37  Contracting Authorities accessing these agreements are responsible for compliance with the PCR 2015 in respect of any parts of the procedure they conduct themselves, such as:

• Awarding a contract
• Conducting a mini competition.
• Determining which of the framework providers it should place an order or enter into a contract with.

It is therefore important that each client is aware of their responsibility, the limit of NFPs liability and the mechanism for how the award will work. NFP has set these out in 5 simple steps.

Our frameworks allow for a 10% deviation to the relative priorities of the call-off award criteria from those used for framework award.

The Public Contracts Regulations 2015 sets out a specific threshold for PCR tendering. These values are:

The Public Contracts Regulations threshold Levels from 1st January 2021

Supplies & Services (except subsidised services contracts)
Central Government bodies1 £138,760
Others £213,477

Subsidised services contracts
All bodies £213,477

Works (including subsidised works contracts)
All bodies £5,336,937

Light Touch Regime for Services
All bodies £663,540

Small lots
Supplies and services £70,778
Works £884,720

Under Regulation 37 Contracting Authorities accessing these agreements are responsible for compliance with the PCR 2015 in respect of any parts of the procedure they conduct themselves, such as:

Awarding a contract
Conducting a mini competition.
Determining which of the framework providers it should place an order or enter into a contract with.

It is therefore important that each client is aware of their responsibility, the limit of NFPs liability and the mechanism for how the award will work. NFP has set these out in 5 simple steps.

Yes, many frameworks allow clients to either directly award contracts to suppliers or to hold mini-competitions among suppliers within the framework to meet specific requirements.

Yes, framework agreements usually have a predetermined contract period which is specified in the framework documentation. You should review this documentation for details on the contract period and any potential extension options.

NFP adheres to stringent data security and privacy regulations to protect client information. You should review the provider’s data protection policy for more information on how they handle data security and privacy.

Yes, clients are usually encouraged to provide feedback on supplier performance to help the framework provider maintain a high standard of service quality and to make informed decisions about supplier selection and retention.

A framework is a Public Contract Regulation (PCR) compliant agreement between one or more Contracting Authorities, listing several suitably qualified suppliers to provide Goods, Works, or Services to all Public Sector organisations.

There are four types of framework agreement, as stated in Regulation 33:

• Single supplier framework agreement. The contracting authority enters into contracts with the supplier in accordance with the terms of the framework, but can also ask the supplier to supplement its tender to reflect more refined requirements.
• Multi-supplier arrangements which set out all the terms under which contracts may be called off without further agreement. It must be clear from the procurement documents which supplier will perform the contract. Typically, this will be the supplier who achieved the highest score following evaluation to get onto the framework agreement or, if not available, and the documents permit it, the next highest-scorer.
• Multi-supplier arrangements do not set out all the terms of the arrangement and under which contracts will be awarded following mini competitions, the procedure for which must comply with regulation 33(11).
• Multi-supplier arrangements allow for contracts to be called off without opening competition and for mini-competitions. The decision as to which approach to use must be made on objective criteria set out in the initial procurement documents.

We generally operate Multi-supplier arrangements which allow for both contracts to be called off without opening competition, and for mini-competitions

We actively encourage our framework suppliers to provide logo’s and testimonials as this enables prospective clients to readily see who our framework partners are. Please note that space is limited, and this will be fairly assessed on a case by case basis.

Generally speaking, Framework providers are funded via a levy/framework fee that is claimed from the framework appointee, for any called off contracts. The fee, claimed as a percentage of total invoice spend, is between 1-8%.

• Our fee is low at 1-2%
• We do not charge an annual fee

For our Architectural Services, Construction, and Employers Agent Frameworks we do not claim a percentage fee from the supplier. Instead, a nominal fee is invoiced to the client on a contract award.

The revised Construction (Design & Management) Regulations, which came into force in April 2007, introduced the Stage 1 Core Criteria for assessing health and safety competence of contractors and consultants working in
the construction industry. The introduction of these competence criteria provided an opportunity for existing
health and safety prequalification schemes to build on and formalise mutual recognition already in operation
amongst some schemes. ​
​​
SSIP assessments are all judged on core criteria approved by HSE.

To become an approved supplier, you need to participate in the framework tender process which is advertised publicly. You will need to satisfy the criteria mentioned in the tender documentation, which usually includes demonstrating financial stability, relevant experience, and adherence to quality standards.

You can check current opportunities on our tenders page:

Tenders

Being on a public sector framework often results in a more streamlined procurement process, increased business opportunities with various public sector entities, and the potential for long-term partnerships and contracts.

Yes, depending on the nature of the goods or services being supplied, you may need to adhere to specific certifications or standards which will be outlined in the framework agreement documentation. This may include quality management standards, environmental certifications, and industry-specific accreditations.

Contracts under a framework agreement are usually awarded through a mini-competition or a direct award process among the suppliers who are on the framework. The exact process will be defined in the framework agreement documentation.

The terms of the framework agreement are generally fixed and non-negotiable once the agreement is in place. However, there may be room for non-material negotiations during the tender process before a call-off is finalised

The duration of a framework agreement can vary but is usually between 2 to 4 years, potentially with options to extend for further periods as stipulated in the agreement.

Pricing under a framework agreement is usually determined during the tender process and is based on the supplier’s proposed pricing structure, which may include volume-based discounts or other pricing strategies.

Suppliers are generally expected to adhere to pre-agreed quality standards and may be required to submit regular reports demonstrating compliance with these standards. This may include performance metrics, service level agreements (SLAs), and quality audits.

If you have any issues or concerns during the contract period, you should contact the designated contract manager or procurement officer from the public sector entity, as mentioned in the framework agreement.

Typically, joining a framework agreement midway is not possible as suppliers are selected through a tender process that occurs at the outset. However, our DPS allows for the addition of new suppliers at specified intervals or under certain conditions.

To ensure compliance with environmental and social value considerations, you need to adhere to the standards and guidelines specified in the framework agreement. This might include demonstrating sustainable business practices, offering community benefits, or other criteria outlined in the agreement.

Failure to meet the performance standards outlined in the framework agreement can have various consequences, including financial penalties, loss of business, or even removal from the framework agreement. It’s crucial to continuously monitor performance and make necessary adjustments to meet the required standards.

Subcontracting may be allowed under the framework agreement, but usually requires prior approval from the public sector entity. It is essential to ensure that any subcontractors also adhere to the terms and conditions outlined in the framework agreement.

Generally, the pricing and service offerings are fixed for the duration of the framework agreement. However, there might be provisions for reviews and adjustments at specified intervals or under certain conditions, I.e CPI. Any changes would typically need to be negotiated and agreed upon with the public sector entity.

The performance of suppliers is typically evaluated based on a variety of metrics outlined in the framework agreement. This might include adherence to service levels, quality of goods or services provided, compliance with environmental and social value criteria, and customer satisfaction.

Payment terms under the framework agreement will be defined in the contract documentation. Usually 37 days for the fee. Usually, payment terms align with standard public sector payment policies, which might stipulate payment within a certain number of days following invoice receipt.

Disputes arising during the contract period should ideally be resolved through the mechanisms outlined in the framework agreement. This might include discussions with the designated contract manager, or formal dispute resolution processes if necessary.

Framework agreements differ from standalone contracts in that they establish a long-term relationship between the supplier and the public sector entity, streamlining the procurement process for recurrent goods or services. They allow for quicker and more efficient procurement compared to negotiating separate contracts for each procurement.

Yes, many frameworks encourage participation from smaller suppliers to promote competition and innovation. The criteria for joining would be outlined in the specific framework documentation.

Suppliers are usually evaluated based on various criteria including their financial stability, experience, technical competence, and ability to deliver quality services or products at competitive prices.