Buying IT hardware under government frameworks (Desktops/etc)

[DrCheese]

Hi -

 

Historically when I bought computers I've only bought them in chunks of 31 (IT suites) or one offs, for which I've followed standard practise when it comes to procurement (eg 3 quotes) as the value has rarely exceeded £15,000

 

However, this year I need to buy significantly more (150+) which pushes the project cost into a "High value" project under the government's procurement guidance

https://www.gov.uk/guidance/buying-procedures-and-procurement-law-for-schools/find-the-right-way-to-buy

 

I've previously used a framework for MFD contracts, but have never done it for computers - However, right now I can't see how this offers the best value. To avoid going out to each vendor separately you can view the prices for devices direct on the framework websites

 

For example - Looking at the Crown Website

https://buying.crowncommercial.gov.uk/s/

 

They have a number of computers that meet our spec under the RM6103L4 Hardware framework - However, one model I've already had direct pricing from the manufacture for but is listed on the CCS framework website in stock at 5 suppliers, but at least £80 more expensive at all of those.

 

The same is true when looking at the CPC framework (ICT HARDWARE) - You can browse the prices of each vendor under the framework & again, they seem to be higher than just dealing direct.

 

So my questions are these

 

• How critical is that we use the frameworks? i.e, Do we have to use them in this case?
  
• Am I able to compare the pricing from the framework websites to the pricing from vendors? - If so, would this be considered acceptable under the government guidance?
  
• Will I get better pricing from the vendors under the frameworks by going to a mini-competition/full tender process? Are they then allowed to give out different pricing but stay under the framework rules?
  

 

 

I'm desperate to get the best value for money out of the budget I have this year but equally need to comply with government rules - Any advice of those who've gone through this recently would be appreciated.

 

Many thanks

Edited May 26, 2021 by DrCheese

[Andycat]

In my experience, I go to the CCS framework plus my usual suppliers. You don't HAVE to pick the winning framework supplier if they're not best value. But the exercise ticks many boxes here, and things like our annual purchase of 200 iPads actually are a lot easier through the framework, as the old tender process was harder work for me and the devices are so similarly priced it made hardly a difference!

[DrCheese]

Thanks - So when you've done this in the past you've put together a full invitation to tender (With dates/conditions etc), along with all the transparent scoring requirements that's needed - or have you just gone off the prices on the portal?

Apparently, you can direct award suppliers on the frameworks as well but if you ask a company for a formal quote, do you then have to ask all the others? (Which is really then a tender?)

 

I don't mind putting together an invitation of course, just want to avoid causing mountains of paperwork if there's simpler ways to do it.

[simpsonj]

Is there any good guidance (website/videos/training) for this? It just seems like another element of an IT Manager's job that you should just know without any kind of training or instruction...

[Andycat]

I've only used the simplest of tools really, iPads is easy (1 model and case matching spec of xxxx).

 

The prices you get back may be cheper than shown on the framework. Equally, for other equipment (Projectors was one) someone off the framework comfortably won, but this was just 3 quotes rather than Tender.

[DrCheese]

Is there any good guidance (website/videos/training) for this? It just seems like another element of an IT Manager's job that you should just know without any kind of training or instruction...

 

No, annoyingly. It's the kind of thing you pick up when you go to do a large (£40k+) order & read into current best practice on these. I'm old school so it was always 3 quotes (I always got more) & then pick the best one for your needs in the past!