GWR Customer Facing Maintenance

Framework Overview and Call-Off Process

Great Western Railway (GWR) intends to establish a multi-supplier Framework Agreement for the provision of customer facing maintenance services across the network. The Framework will comprise of suitably qualified and experienced suppliers capable of delivering responsive, planned, and ad hoc maintenance activities as detailed in the specification.

The Framework is intended to provide GWR with a flexible and efficient route to market for maintenance requirements that arise during the term of the Framework. Appointment to the Framework does not guarantee any minimum volume or value of work.

Award of Call-Off Contracts

Task Orders made during the Framework term may be awarded through one of the following mechanisms:

Mini-Competition Where appropriate, GWR will invite all Framework Suppliers to participate in a mini-competition. Tenderers will be invited to submit proposals against project specific requirements, and the resulting Call-Off Contract (Task Order) will be awarded in accordance with the evaluation criteria specified within the mini-competition documentation.

Direct Award GWR reserves the right to make a direct award to a Framework Supplier where this is permitted under the Framework Agreement and is considered appropriate having regard to factors including, but not limited to, technical capability, resource availability, performance history, continuity of service, urgency of requirement, or value for money considerations.

GWR will determine the most appropriate call-off method on a case by case basis and will conduct all call-off awards in accordance with the Framework Agreement and applicable procurement legislation.

Appointment to the Framework does not mean exclusivity, and GWR reserves the right not to award any Call-Off Contracts during the Framework term. Suppliers accepted onto the framework are informed that there is no guarantee of work under this framework agreement.

GWR may make a direct award where one or more of the following circumstances apply:

a) the requirement falls below £5k ex VAT in value;

b) the requirement is urgent and cannot reasonably accommodate a mini competition;

c) only one Framework Supplier possesses the required technical capability or accreditation;

d) continuity of service is required in relation to existing works or assets;

e) a Framework mini-competition has been conducted and no suitable tenders (or requests to participate) have been received.

Where more than one Framework Supplier is capable of meeting the requirement and no direct award condition applies, GWR may undertake a mini-competition.

Weightings

GWR may, at its sole discretion, award Call-Off Contracts under the Framework either by Direct Award or by conducting a Mini-Competition between Framework Suppliers, in accordance with the provisions of this Framework Agreement.

Where a Mini-Competition is undertaken, GWR will determine the evaluation methodology and award criteria most appropriate to the specific requirement, taking into account the nature, complexity, value, risk and objectives of the Works and/or Services.

The evaluation criteria applied to a Mini-Competition may comprise Price and Quality. The weighting attributed to each criterion will be specified within the Mini-Competition documents and may vary between individual requirements. For the avoidance of doubt:

Price weighting may range from 10% to 90%;

Quality weighting may range from 10% to 90%; and

The combined weighting of Price and Quality will total 100%.

Examples may include, but are not limited to:

90% Price, 10% Quality;

70% Price, 30% Quality;

50% Price, 50% Quality;

30% Price, 70% Quality; or

10% Price, 90% Quality.

The applicable evaluation criteria, weightings, scoring methodology and any minimum quality thresholds will be clearly stated in the Mini Competition documents issued to Framework Suppliers.

GWR reserves the right to tailor the evaluation approach to ensure that Call-Off Contracts are awarded on the basis of the most economically advantageous tender having regard to the specific requirements of the Works and/or Services being procured.

Appointment to the Framework does not mean exclusivity, and GWR reserves the right not to award any Call-Off Contracts during the Framework term. Suppliers accepted onto the framework are informed that there is no guarantee of work under this framework agreement.