Resurfacing, Reconstruction, Recycling, Patching and High Friction Surfacing Framework 2026 -2030

Selection Procedure A - Lots 1, 2 & 3 (Design complete and Client Programme identified)

Where a Client programme is identified, individual Work Orders for Lots 1, 2, and 3 shall be awarded following the below selection procedure.

1. The Client Representative (or delegate) will populate the bill of quantities for the proposed Work Order using the rates from each of the Supplier's Price Lists, excluding those Suppliers currently suspended by the Client in accordance with Framework Contract clause Z6. This exercise will identify the 3 Suppliers with the lowest total price from the relevant Price List
2. The Client Representative (or delegate) then sends to the 3 Suppliers with the lowest price, details of the design, and seeks confirmation of availability to undertake the works within the Client programme, by the stated Response Deadline.
3. Of the Suppliers remaining, the Client Representative will award the Work Order to the Supplier that has at that moment in time been awarded the least cumulative total value of Work Orders, based on the total of the Prices at award of the Work Orders, within the relevant Lot in the current DCC financial year (1st April - 31st March). Where there is no difference in the cumulative total value of Work Orders between the Suppliers the Client Representative will award the Work Order to the Supplier with the lowest bill of quantities total.
4. Should none of the 3 Suppliers provide confirmation of their availability to undertake the works within the Client programme at step 2, the Client Representative repeats steps 2 to 3 for the remaining Suppliers on the relevant Lot.

Selection Procedure B - Lots 1, 2 & 3 (Design Incomplete)

Where the design solution is incomplete, Lots 1, 2 and 3 shall be awarded to Suppliers following the below selection procedure.

1. The Client Representative (or delegate) will share information on the number of programmes or individual schemes within Lots 1, 2 and 3, including their location with Suppliers within the relevant lot , excluding those Suppliers currently suspended by the Client in accordance with Framework Contract clause Z6, and request Suppliers provide confirmation of a) their capacity and b) their availability to undertake works within the typical optimum season of February to October each annum within the duration of the Framework Contract by the stated Response Deadline.
2. The Client Representative (or delegate) will confirm the provisional allocation of Work Orders to Suppliers who have confirmed a) their capacity and b) their availability, based on consideration of the following conditions (in order of priority):

• capacity and availability of the Supplier to meet the Clients proposed timescales
• the rates (lowest total of the prices) from the Supplier's Price List

However, in certain circumstances, (such as in urgent situations) the Client reserves the right to deviate from the above selection process in order to support effective programme delivery and to maintain an appropriate distribution of work across the framework. Examples of urgent situations include, but are not limited to; significant changes in funding, significant programme changes resulting from periods of inclement/adverse weather or damage to the network needing urgent rectification. This may include:

• Continuity of road closures/restrictions and associated permits, where a supplier is already mobilised on or adjacent to the affected highway, thereby minimising public disruption, programme delay, and duplication of traffic management arrangements; and
• Workload distribution across framework suppliers, whereby works may be awarded to a framework supplier with a lower volume or value of work orders awarded to date, notwithstanding the availability of other suppliers, provided that the supplier meets the Client's requirements and the pricing is comparable and represents value for money. This may also take into account the appropriate allocation of work based on geographic considerations or operational efficiencies, where it is in the Client's best interest to do so.

Any decision to apply this exception will be proportionate, recorded, and based on operational need rather than supplier preference.

3. The Client Representative (or delegate) provides to the Suppliers provisionally allocated work orders, the scope of the relevant works orders, and requests from those Suppliers by the stated Response Deadline:

a) identification of Rogue Items (to be treated as compensation events following award).

b) confirmation of availability and capacity to under the works

Note: Significant rogue items (either number or value) are not envisaged through this Framework. In instances where these are included in the design proposed by the Suppliers the Client may ask for justification of why items contained within the Price List have not been used, opt not to approve the design or if the design is considered acceptable seek a fair and reasonable comparison to items in the Price Lists.

4. If the Supplier confirms availability and capacity to undertake the works and identifies any Rogue Items that are required to the Client Representative, the Client Representative proceeds to award the Work Order(s) to the Supplier.

If there is no response from the Supplier by the Response Deadline or the Client Representative considers the Rogue Item rates proposed by a Supplier are either not consistent with other relevant rates in the Supplier's Price List or are disproportionate, the Client Representative may exclude the Supplier from further consideration for award of the Work Order or request the Supplier reviews and resubmits their proposed Rogue Item Rates.

5. If the Client Representative excludes a Supplier for consideration for allocation of a Work Order in accordance with stage 4, the Client Representative repeats stages 2-4, excluding the specific Supplier. This may also take into account the appropriate allocation of work based on geographic considerations or operational efficiencies, where it is in the Client's best interest to do so