Framework for the Provision of IT Software

This will be an Open framework for a total period of 8 years. It is anticipated the framework will be re-opened in Year 3 and Year 6. However, the Council reserves the right to reopen earlier if, for example, Providers are failing KPIs. At least three (3) Providers with the highest overall score will be appointed to the framework. When the framework is re-opened: - Existing Providers will need to confirm on what basis they wish to participate. For example, whether they wish a tender relating to an earlier award to be assessed or whether they have submitted a new tender for assessment - New Providers will be able to submit a tender response for assessment. All work is on an ‘as and when required' basis only, there is no guarantee of an award of any work. When the Council have a requirement, they will use a mini-competition to request pricing, and a call-off order will then be placed with the Provider that demonstrates best value. Mini-Competitions may be used to: - Identify the best value solution for the Council where one or more Providers are capable of providing Services under a Call-Off Contract; and - Identify best value proposals for Services. The process for running a Mini-Competition will follow the method set out below. Step 1: Identification of requirements The Council will issue an invitation to submit a quote request to all Providers on the framework. Step 2: Evaluation of responses and award decision The Council will assess all submissions and award the contract either to the lowest-priced bid or to the proposal that offers the best overall value, considering total cost of ownership. Evaluation criteria shall be notified to Providers in the invitation to submit a quote. Note, for higher value procurements, the Council may decide to use an auction process for example a reverse Dutch auction Where appropriate, the Council may award a contract through a Direct Call-Off method, as outlined below. - When the software vendor provides pricing exclusively through a specific Provider. - When the Council is purchasing additional licences under an existing agreement with a particular Provider. - In accordance with Procurement Act 2023 Schedule 5 Direct Award justifications.