A framework is an 'umbrella agreement' that sets out the terms (particularly relating to price and quality) under which individual purchases (call-offs) can be made throughout the period of the framework's operation. Frameworks are designed to help buyers procure supplies, services and works contracts from a list of pre-approved suppliers, whose ability to offer value for money is tested as part of the framework tendering process. Each framework supplier has been through a robust procurement process to get a place on the framework. A contract is only formed when a call off contract is established between your institution and a supplier appointed to that framework. Sourcing through a framework will usually provide you with an easier and compliant route to market for the majority of your third party requirements.
How do I use a framework?
This varies from framework to framework and it depends how complicated your requirement it is. For some purchases it can be a relatively simple matter of comparing price lists and selecting the price that represents the best value. For more complex purchases you will need to define your requirement then invite all suitable suppliers appointed to the framework to submit their proposals with prices. Both of these are termed ‘mini competitions’ or 'further competitions' as you are seeking competition from the framework suppliers.
In some instances, suppliers provided their fixed prices when they were appointed the framework, so it may be possible to direct award a contract to the supplier ranked either first on the framework, or by using the framework's direct award calculator.
When you use a framework you don't have to openly advertise the opportunity and instead you 'call off' your specific requirements by mini/further competition between the framework suppliers.
Direct award is an option when there is only one supplier appointed to a framework, or if the framework rules permit where more than one supplier, you may conduct a direct award exercise with the single supplier. For multi-supplier frameworks, the rules on direct award will be clearly set out in the framework user guide.
Conducting a mini competition is less onerous than a full Act or Regulations compliant tender process and there is a template you can use in each framework user guide. If you are a CPC member you have free access to CPC's Quote Tool and Sourcing Cloud e-Sender to run your mini competition(s) electronically and in compliance with the relevant procurement legislation.
How do I use a framework compliantly?
A framework cannot deliver compliance simply because it is used. You need to manage any framework mini competition/further competition or direct award in a compliant manner in accordance with UK procurement regulations. There are financial thresholds set out in the regulations and if the cumulative value of the purchases is likely to exceed the threshold for your institution the regulations must be followed.
The UK is currently transitioning from the Public Contracts Regulations (PCRs) 2015 to the Procurement Act 2023 (which replaced the PCRs 2015 on 24th February 2025). During this period of transition, any frameworks established under the PCRs 2015 have call-off rules which differ slightly from the new 2023 Act. The user guide for each individual framework will detail the regulations it was established under and provide guidance on call-off procedures.
When calling off a framework, there are several simple 'rules' including:
What you are buying from the framework must fall within its scope e.g. you would not use a stationery framework to purchase printers (even though the framework supplier may be able to provide them)
The award criteria you use to make your decision must be based on the award criteria set out in the framework itself, focusing on your particular requirement. This means the criteria you use need not be the same as in the original framework but can be fine-tuned to reflect the particulars of your requirement. With many frameworks, the guidance material will tell you the award criteria and then advise that you may adjust their weightings. You must make it clear in the procurement documentation the criteria to be used for awarding call-off contracts
If the value of what you are purchasing using the framework is above threshold, there are some specific steps that you need to follow
The mini/further competition must be managed electronically using a similar process to a sealed tender. This includes:
The mini competition tender documentation must be issued in writing to all the framework suppliers at the same time. If you are a member of CPC, you are provided with free access to two electronic quote tools that can be used with our frameworks to manage mini competition tenders securely with the appointed framework suppliers
Suppliers are asked to respond in writing by a stated time and date that gives each framework supplier a reasonable amount of time to respond proportionately to your requirement
The tender submissions should be opened only after the deadline and evaluated against the stated award criteria
The decision is made and outcome notified to all bidders, including the provision of written feedback to all suppliers who participated in the mini competition (including the successful supplier)
If the value of the contract you are awarding is above the relevant procurement threshold, you must notify the wider supply market of your intention to award and then the actual award by use of the new UK6 Contract Award Notice and UK7 Contract Details Notice required by the Procurement Act 2023
For legacy frameworks managed under the former 2015 Regulations, simply a Regulations-compliant F20 Contract Award Notice if the value of your contract award exceeds £30,000 including VAT
Remember the key pillars of public procurement still apply – proportionality, transparency and equal treatment
What are the main benefits of sourcing through frameworks?
You can be assured of the supplier's quality and capabilities as the panel of suppliers has already been vetted and approved
Prices are as keen as possible because every supplier has been through a competitive process in compliance with procurement regulations
The suppliers are engaged in constant and repeated competition for business throughout the life of the framework (where a panel has more than one supplier)
The buying process for each framework is made as straightforward as possible by CPC or other framework providers, and the process will be clearly explained in each framework's User Guide
Better prices and service because using a framework consolidates the purchasing power of lots of individual institutions
You can rely upon advice, expertise and framework management services from the framework provider (such as CPC) if you experience a problem with a supplier
How are CPC frameworks created?
Typically, CPC will set up a framework in the following way:
CPC consults its members to find out what supplies, services or works are required
CPC, with assistance from its members, develops a specification and researches the supplier market for the commodity or service in question
CPC carries out a competitive tendering exercise in compliance with public sector procurement legislation, inviting tenders from all suitable suppliers
A panel of several suppliers is selected, based on criteria including price, quality and service
CPC prepares a User Guide that explains how to use the framework
CPC manages and improves the performance of the framework throughout its life
Other framework providers will broadly follow a similar process.
See our range of frameworks
School / MAT members - the information on this page aligns with the following ISBL Professional Standards: 3.13, 3.14, 3.15, 3.16