Tender Framework Concern

[edsa131]

Hi all, apologies if I have posted to the wrong forum.

 

We have recently gone to tender for the renewal of our managed print service. I provided the 4 companies with the exact same requirements and specifications. The details were sent via post on the same day. All four returned their response via post on the deadline. The tender applications were opened by the BM and myself at the same time and were stamped. The BM made final decision on the successful vendor.

 

The BM is asking me for evidence of using a tender framework such as CPC for the ESFA. I did look at this initially because I used the framework earlier in the year for our Microsoft licensing, but the quotes that came back were no cheaper than our existing reseller. I am worried that I may be in trouble for not having the evidence for using a framework. Any suggestions on what I should do in this situation?

 

I would really appreciate any advice or guidance.

 

Regards

[Diello]

I'm no expert here, but I'm fairly sure there is no requirement to use a Tender Framework. If you school was a member of the CPC, your BM would know about it for a start.

 

The Academies Financial Handbook is the bible here: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/714474/Academies_Financial_Handbook_2018.pdf

 

It makes no reference to having to using a Framework, it simply states that: "2.4.1 The academy trust must ensure that: a competitive tendering policy is in place and applied, and Official Journal of the European Union (OJEU) procurement thresholds are observed".

[PotNoodleTech]

It's usually a good idea to get one quote from the framework as then that gives you proof that your other quotes are indeed best value. (assuming they are).

 

The CCS framework is usually best value for reprographics (but not always, depending on the exact equipment you need) and also often has the better support bundled with it (faster responsetime, higher uptime targets etc).

Edited July 15, 2019 by PotNoodleTech

[localzuk]

It all depends on your school's finance policy. In this case, you appear to have gone to tender in a law compliant way, so use of frameworks isn't relevant - using frameworks is generally when you don't need to tender at all (as they are already tendered to be on the framework agreement in the first place).

 

When we do our MFP contracts, we generally just get quotes, but specify we want them under a framework (either CPC or CCS). Saves a lot of hassle.

[FishCustard]

It all depends on your school's finance policy. In this case, you appear to have gone to tender in a law compliant way, so use of frameworks isn't relevant - using frameworks is generally when you don't need to tender at all (as they are already tendered to be on the framework agreement in the first place).

 

When we do our MFP contracts, we generally just get quotes, but specify we want them under a framework (either CPC or CCS). Saves a lot of hassle.

 

Same here. I agree that it seems you've complied with the law. (obligatory I'm not a lawyer or an accountant disclaimer, just an internet idiot)