Servers, Storage and Solutions National Agreement (SSSNA) · SUPC I The Southern Universities...

SUPC I The Southern Universities Purchasing Consortium (SUPC) is an operating unit of

Southern Universities Management Services, a Company limited by guarantee.

Registered in England and Wales (No. 2732244). Registered Charity No. 1042175.

Registered Office: University of Reading, Earley Gate, Whiteknights, Reading, RG6 6BZ.

1

Back to Contents

GUIDANCE FOR USING THE FRAMEWORK AGREEMENT FOR:

Servers, Storage and Solutions National Agreement (SSSNA)

Ref: 2016/2

1st November 2016 – 31st October 2018

2 x 12-month extension periods running from 1st November 2018 to

31st October 2019 and 1st November 2019 to 31st October 2020.

Main Contact

Tammie Purdue

SUPC ICT Category Manager

[email protected]

0118-935-7081

Version 16

Date 26-10-18

Restricted Commercial





2

Back to Contents

Contents

Contents....…… …………………………………………………………………………………………………………………………………2

1. Can I Access this Agreement? ....................................................................................... 3

2. What Does this Agreement Cover? ............................................................................... 3

3. What are the Benefits of Using this Agreement? ......................................................... 4

4. How does this agreement support sustainability? ........................................................ 5

5. Who are the Suppliers? ................................................................................................. 5

6. Supplier Scoring by Lot .................................................................................................. 8

7. Pricing ............................................................................................................................ 8

8. How Do I Call-Off from the Agreement? ..................................................................... 11

9. How Do I Run a Further-Competition? [Remove if Ranked Only] ............................... 13

Step 1 – Develop Further-Competition Invitation To Quote (ITQ) ............................. 13

Step 2 – Issue Further-Competition Documents ........................................................ 14

Step 3 - Evaluate responses and select supplier ......................................................... 15

Step 4 -Award.............................................................................................................. 15

10. What are the Standard Terms and Conditions? .......................................................... 15

What are the Commercial and Payment terms of the Framework Agreement? ....... 16

11. How do I issue my Call-off Contract? .......................................................................... 16

12. How Will the Supplier’s Performance be Measured? ................................................. 16

13. What is [Consortia Name]? ......................................................................................... 19

14. Frequently Asked Questions ....................................................................................... 19

15. Glossary ....................................................................................................................... 20

Appendices

A – Suppliers’ Full Contact Details B – Specification, Section 2 ITT C – Tender Questions and Evaluation Criteria, Section 3 ITT D – Framework Agreement E - Call-Off Terms and Conditions F – Contract Notice G – Access Agreement Form (SUPC Only)





3

Back to Contents

1. Can I Access this Agreement?

This framework agreement has been tendered by Southern Universities Purchasing Consortium

(SUPC). To learn more about SUPC, please see section 13. Members of the following organisations

can access this framework agreement:

Advance Procurement for Universities and Colleges (APUC)

Higher Education Purchasing Consortium Wales (HEPCW)

London Universities Purchasing Consortium (LUPC)

North Western Universities Purchasing Consortium (NWUPC)

North Eastern Universities Purchasing Consortium (NEUPC)

Southern Universities Purchasing Consortium (SUPC)

2. What Does this Agreement Cover?

The purpose of this framework agreement is to deliver an efficient and compliant route to market

for participating public bodies, by minimising the resource and providing value for money.

This framework agreement was procured via the open procedure tendering process and advertised

on Intend and in the Official Journal of the European Union (OJEU) Reference Number 2016/S 061-

103632.

LOT LOT DESCRIPTION

Lot 1

Servers

For the supply of an approved range of enterprise servers and associated

options. This lot includes maintenance renewals, management software and

other software layers (where part of a hardware requirement). A hybrid

approach (on and off premise), where off premise represents a minority

element of the requirement (i.e. less than 50% of the value of the

procurement). Leasing will be permitted under this lot but must be evaluated

by way of further competition.

Lot 2

Storage

For the supply of an approved range of enterprise storage equipment

including backup, maintenance renewals, management software and other

storage related software (where part of a hardware requirement). A hybrid

approach (on and off premise), where off premise represents a minority

element of the requirement (i.e. less than 50% of value of the procurement).

Leasing will be permitted under this lot but must be evaluated by way of

further competition.

Lot 3-sub

lot 3A –

OEM

Solutions

excluding

HPC

For the supply of full end to end solutions such as converged infrastructure,

hyper-converged and hybrid solutions including servers, storage, networking

and intrinsic to solution software, support, maintenance and design and

deployment services. A hybrid approach (on and off premise), where off

premise represents a minority element of the requirement (i.e. less than 50%





4

Back to Contents

of value of the procurement). Leasing will be permitted under this lot but

must be evaluated by way of further competition.

Lot 3–sub

lot 3B –

OEM

Solutions

for HPC or

DIC

For the supply of full end to end solutions for High Performance Computing

(HPC) or Data Intensive Computing (DIC) solutions, including servers, storage,

networking and intrinsic to solution software, support, maintenance and

design and deployment services. This lot is to enable new technologies.

Leasing will be permitted under this lot but must be evaluated by way of

further competition.

Lot 4-

Reseller

Solutions

For the supply of reseller led full end to end solutions. The intention is for this

lot to enable new technologies (Flash storage etc.) associated networking and

software, consultancy and installation within the scope of products and

services set out in this agreement. This lot will allow solutions and multi-

vendor solutions from new and evolving manufacturers and specialist

deployment services via the appointed Resellers who will lead. Leasing will

be permitted under this lot but must be evaluated by way of further

competition.

Please see Appendix B for a copy of the specification as used in the Invitation To Tender (ITT)

document or contact the Contract Manager Tammie Purdue. Contact details are available on the

cover page.

3. What are the Benefits of Using this Agreement?

There are several benefits to using this framework:

• All hardware pricing includes a standard 3-year next business day fix on-site warranty

• Prices are held for 12 months and reviewed annually

• Provides compliance under EU Procurement Directives.

• Full software support is provided and facilitates access for Member Institutions and their

buyers to obtain patches, bug fixes, new software releases and documentation (including

BIOS firmware releases) as required.

• Schedules of rates have been provided for installation, commissioning and professional

services allowing Member Institutions to manage service costs

• New lots for Solutions which allow Member Institutions to procure high value, technical

solutions within the compute category such as converged, hyper-converged, high

performance computing and hybrid solutions.

• New Reseller Led Solutions lot bringing more competition for high value, technical solutions

within the compute category and allowing better management of deal registration.

• New Call off Contract for Institutions to use as template for contracting with suppliers

• Gives robust performance management by setting clear KPI’s to be monitored over the life

of the agreement.





5

Back to Contents

4. How does this Agreement Support Sustainability?

Sustainability is an important element for this agreement and therefore a large selection of

questions covering buying sustainably, supply chain sustainability and organisational sustainability

was assessed. For further details on the questions asked please see Appendix C.

5. Who are the Suppliers?

The following suppliers are appointed to the framework agreement as follows:

Supplier Lot 1 Servers

Lot 2 Storage

Lot 3A – OEM Led Solutions excluding HPC

Lot 3B – OEM Led Solutions for HPC and DIC only

Lot 4 – Reseller Led Solutions including HPC

Dell Corporation Ltd

Yes Yes

Yes

Yes

Hewlett Packard Enterprise

Yes Yes Yes

Lenovo Technology UK Ltd

Yes Yes Yes

Yes

NetApp UK Ltd No Yes

Stone Computers Ltd

Yes No Yes

XMA Ltd Yes No Yes

Yes

Fujitsu Services Ltd

Yes Yes Yes

Yes

Huawei Technologies Ltd

Yes Yes Yes

Yes

Atos IT Services Ltd

Yes

Clustervision Ltd

Yes

Q Associates Ltd

Yes

OCF Plc Yes

Softcat Plc Yes

CDW Limited Yes

MCSA Group Yes

Tectrade International Holdings Ltd

Yes

SCC Plc Yes





6

Back to Contents

Insight Direct Ltd

Yes

Logicalis UK Ltd

Yes

Details of the suppliers nominated partners are provided in the tables below. Please note these will

be subject to change during the first 3 months of the agreement and suppliers have the option to

amend 1 reseller annually thereafter.

Lot 1 - Servers Direct Reseller 1 Reseller 2 Reseller 3 Reseller 4

Dell Yes Esteem Softcat Circle IT

Centerprise

Fujitsu Yes

CAE Softcat Insight OCF

Hewlett-Packard Enterprise

Yes Specialist Computer Centres PLC (SCC)

European Electronique Ltd

DTP Group Daisy IT Managed Services Limited

Huawei Technologies (UK) Co., Ltd.

No CAE MCSA Capita Insight

Lenovo Technology

Yes OCF SCC Getech Q Associates

Stone Computers Direct Only

XMA Limited Direct Only

Lot 2 - Storage

Direct Reseller 1 Reseller 2 Reseller 3 Reseller 4

Dell Yes

Esteem Circle IT MTI UK S3

Fujitsu

Yes CAE OCF Insight Softcat


Yes Specialist Computer Centres PLC (SCC)

European Electronique Ltd

DTP Group Daisy IT Managed Services Limited

Huawei Technologies (UK) Co., Ltd.

No CAE Capita Insight MCSA

Lenovo Technology

Yes OCF SCC Getech Q Associates

NetApp UK Ltd

No Proact IT UK ANS Group Q Associates CDW

Sub Lot 3A


Dell Yes Esteem MTI S3 Circle IT





7

Back to Contents

Fujitsu OCF Softcat Centerprise CAE

Huawei Technologies (UK) Co., Ltd. Yes Capita MCSA CAE Q Associates

Lenovo Technology Yes OCF SCC Getech

Sub Lot 3B


Atos IT Services Direct Only

ClusterVision Ltd Direct Only

Dell Yes Esteem

Fujitsu Yes OCF CAE Softcat Centerprise


Yes Specialist Computer

Centres PLC (SCC)

Organised Computer Systems Limited

Huawei Technologies (UK) Co., Ltd. Yes

Clustervision OCF Capita

Lenovo Technology Yes

OCF SCC Getech

XMA Limited Direct Only

To appoint a supplier, please refer to the call-off mechanisms below. Full contact details for each

appointed supplier are located in Appendix A – Suppliers’ Full Contact Details. Your local consortia

contact details are:

Consortium Name Email Number

LUPC Mike Kilner Senior Contracts Manager

[email protected] Tel: 020 7307 2768

HEPCW Howard Allaway Procurement Manager

[email protected]

Tel: 029 20879201

NEUPC Kim Vaughan Category Manager – IT, Telecoms and Office Supplies


NWUPC David Lamb Category Manager


APUC Lorona Watts Procurement Manager – Information Services

[email protected] Tel: +44 (0) 131 442 8950

mailto:[email protected]





8

Back to Contents

6. Supplier Scoring by Lot

To appoint a supplier, please refer to the call-off mechanisms below. You can find additional

information on all the questions asked at tender stage on HE Contracts Database.

Lot 1 Servers

Supplier Weighted

Quality Score (Max 60%)

Weighted Price Score (40%)

Total Weighted

Score Rank

Stone 49.66% 37.46% 87.12% 1

XMA 50.93% 33.43% 84.37% 2

Fujitsu 49.81% 27.61% 77.42% 3

Lenovo 45.18% 31.08% 76.27% 4

Huawei 45.28% 28.69% 73.97% 5

Dell 50.73% 22.10% 72.83% 6

HPE 45.16% 25.04% 70.19% 7

Lot 2 Storage

Lot 2

Weighted Quality Score

(Max 60%)


Total Weighted

Score Rank

Huawei 43.75% 35.73% 79.48% 1

Fujitsu 48.91% 19.86% 68.78% 2

Dell 50.28% 17.09% 67.38% 3

Lenovo 44.19% 22.88% 67.07% 4

NetApp 42.07% 22.73% 64.80% 5

HPE 43.00% 17.16% 60.16% 6

Lot 3A OEM Led Solutions excluding HPC

Supplier Weighted Quality Score (Max 60%)


Total Weighted

Score Rank

Dell 47.19% 36.62% 83.80% 1

Huawei 44.39% 25.18% 69.57% 3

Lenovo 43.64% 23.54% 67.18% 4

Fujitsu 40.56% 22.25% 62.81% 5

Lot 3B OEM Led Solutions for HPC and DIC only





9

Back to Contents

Supplier Weighted

Quality Score (Max 60%)


Total Weighted

Score Rank

XMA 46.25% 39.00% 85.25% 1

Lenovo 46.96% 33.12% 80.08% 2

Fujitsu 45.90% 32.54% 78.44% 3

HPE 43.65% 32.79% 76.44% 4

Atos IT Services 42.03% 30.33% 72.36% 5

Huawei 42.22% 28.86% 71.07% 6

ClusterVision 41.54% 28.76% 70.29% 7

Dell 41.13% 25.10% 66.23% 8

Lot 4 Reseller Led Solutions including HPC

Supplier Weighted Quality Score (Max 60%)


Total Weighted

Score Rank

XMA 47.50% 36.85% 84.34% 1

Q Associates 46.01% 27.20% 73.21% 2

OCF 39.10% 33.27% 72.37% 3

Softcat 46.52% 23.81% 70.33% 4

CDW 47.36% 22.49% 69.84% 5

CSA Waverley 40.52% 28.29% 68.81% 6

Stone 42.72% 25.20% 67.92% 7

Tectrade 37.68% 28.58% 66.25% 8

SCC 43.86% 20.20% 64.06% 9

Insight 45.52% 16.90% 62.42% 10

Logicalis 38.43% 23.89% 62.32% 11

7. Pricing

Pricing under this framework for all goods is on a Cost Plus basis. Prices shall be made up of:

• Goods Cost Price to Supplier + Cost to Serve + Net Profit Margin = SSSNA Framework Price

The following tables show the Cost to Serve and Net Profit Margin for each lot by supplier:

Lot 1 Servers

Supplier Cost to Serve Net Profit Margin

Dell 15.00% 8.00%-15.00%*

Fujitsu 2.00% 3.00%





10

Back to Contents

HPE Not provided Not Provided

Huawei 0.00% 8.00%

Lenovo 7.00% 9.00%

Stone 6.50% 3.90%

XMA 3.00% 3.00%

*dependant on model of server

Lot 2 Storage


Dell 15.00% 48.00%

Fujitsu 2.00% 4.00%

HPE Not provided Not Provided

Huawei 0.00% 10.00%

Lenovo 7.00% 12.00%

NetApp 7.50% 7.00%

Lot 3A OEM Led Solutions excluding HPC


Dell 15.00% 23.00%

Fujitsu 2.00% 6.00%

Cisco BT – 0% BT – 10.1%

Huawei 0.00% 8.00%

Lenovo 7.00% 18.00%

Lot 3B OEM Led Solutions for HPC and DIC only


Atos IT Services 4.98% 5.64%

ClusterVision 5.00% 12.00%

Dell 15.00% 23.00%

Fujitsu 2.00% 7.00%

Huawei 0.00% 8.00%

Lenovo 7.00% 9.00%

HPE Not Provided Not Provided

XMA 3.00% 3.00%

Lot 4 Reseller Led Solutions including HPC





11

Back to Contents


XMA 3.00% 3.00%

Q Associates 5.25% 2.75%

OCF Plc 6.00% 1.50%

Softcat Plc 0.00% 3.50%

CDW 0.00% 3.00%

MCSA Group 2.50% 2.50%

Stone 6.50% 3.90%

Tectrade 0.00% 5.00%

SCC 4.00% 1.00%

Insight 2.50% 1.00%

Logicalis 0.00% 5.00%

8. How Do I Call-Off from the Agreement?

Call-off from this framework agreement is by means of Direct Award (ranked), desktop evaluation

and further-competition.

Institutions will determine the correct lot to use when placing a call-off contract from the framework

agreement by assessing their requirement against the available lots.

Member Institutions of SUPC will be required to complete an ‘Access Agreement’ in the first instance

which must be completed and sent to the Contract Manager. A copy of the Access Agreement can be

found in Appendix G.

Note: As both the technology and the pricing is so tangibly variable within this field, it is

recommended that the majority of Framework ‘call-offs’ will involve a further-competition amongst

all awarded suppliers on the applicable Lot to achieve best value. The institution must also be

careful to avoid introducing restrictive technical criteria where only a specific supplier will be able

to meet the need. It is highly recommended that all ‘call-offs’ under lots 3a, 3b and 4 are awarded

following a further competition.

Option One – Direct Award - Ranked

Institutions are required to contract directly with the first-ranked supplier, unless:

• The first ranked supplier confirms that they do not have capacity to undertake the work; or

• Cannot respond within the required timescales as detailed in the specification of

requirements; or

• There are other relevant issues such as conflict of interest.

If any of these criteria are applicable, then the second ranked supplier should be appointed. If the

second ranked supplier cannot meet the need (by reason of issues detailed above), the third ranked

supplier should be approached and so on.





12

Back to Contents

This award of a contract will take place after the institution has discussed its specific requirements

with the supplier and agreement has been reached as to timescales, methodology/approach,

specific service requirements and key milestones and performance indicators to be met. The

Standard Terms and Conditions of any call-off contract shall be as those stated in the framework

agreement and only minor points can be re-negotiated with the consent of the supplier and the

institution such as Payment Terms. For individual assignments under longer term call-off contracts,

instruction will be given and received as per the Specification of Requirements section of this ITT.

Option Two - Desktop Exercise

If time is of the essence and institutions are comfortable with the terms of the proposed contract,

and these do not require amendment or supplementary conditions then institutions may use a

desktop calculator to amend the criterion by up to 20 percentage points to reflect their local

requirements. This tool is available on HE Contracts Database and, based on the institution

amended weightings, will then recalculate the total overall score. Once complete, you should place

your contract with the highest scoring supplier.

For example, if quality has a 30% weighting then this could be changed to anywhere between 10%

and 50%. The total percentage for all criteria must equal 100%.

Option Three – Further-Competition

Institutions wishing to undertake a further-competition [within a particular lot] may do so. All the

supplier(s) appointed [to the relevant lot] must be invited to submit responses to the institution’s

further-competition tender document. [Insert details of e-auctions, if permissible].

The original framework agreement evaluation criteria should be applied in the further-competition

tender document, though some of the criteria weightings may be adjusted in line with local

institution requirements. As this is a Most Economically Advantageous Tender (MEAT) framework

agreement, both technical and commercial evaluation criteria must be used in a further-competition

tender process.

Evaluation criteria that should be used for evaluating further-competitions should be as follows:

Award Criteria Weighting

Price 40%

Quality 60%

Contract Management 10%

General Management 5%

Sustainability 5%

Technical 40%





13

Back to Contents

Please note: No additional technical criteria can be introduced. Sub-criteria under the criteria above

can be introduced but must be relevant to the requirement and criteria. The weighting of the

criteria can be amended depending on importance to the requirement and in line with the tender

documentation.

Note: The same questions asked during the tender, should not be asked at further-competition.

Note: Commercial evaluation criteria charges submitted at the ITT stage are capped, and will be

the highest rate charged by a supplier at further-competition stage.

9. How Do I Run a Further-Competition?

When running a further-competition Institutions must ensure that ALL suppliers on the Lot are

invited to submit a quote via the Invitation to Quote (ITQ).

Lots 1, 2, 3A and 3B are awarded to OEMs with the option to service this via up to four resellers.

Institutions should send all further competitions to the OEM in the first instance. If, a specific OEM

under the lot is not supplying direct, Institutions should send the competition to the resellers and

copy to the OEM. In most cases, the OEM will advise the institution if a competition should be sent

to one of their resellers, as they will know which reseller is best suited to your requirement.

Alternatively, institutions can send the competition to all OEMs and their resellers.

The further-competition must not be issued to suppliers that have not been awarded a place on the

framework agreement [or are not part of the Lot].

Step 1 – Develop Further-Competition Invitation To Quote (ITQ)

Institutions should develop a detailed specification which sets out their specific requirements. When

developing the specification please take into consideration the following.

1) Brands or brand-specific descriptions of goods should not be used (e.g. Hewlett-Packard

printer or BiC Biro pen). Descriptions should give reference to the characteristics and

outputs of the product or service. Where no other description is possible, any reference

should be qualified by adding the words ‘or equivalent’.

Step 1 – Develop

Mini-Competition

Invitation to Quote

Step 2 – Issue Mini-

Competition

Documents

Step 3 - Evaluate

responses and select

Supplier

Step 4 -Award

Contract





14

Back to Contents

2) It is highly recommended that an ‘output-based’ specification is used wherever possible to

clearly define requirements. For example, if you were issuing an ITQ for a PC, you could state

the required memory size, processor speed, hard drive capacity for example. This enables

suppliers to quote for provision of goods/services that meet your minimum requirements

and does not unfairly eliminate a supplier that cannot supply the exact brand/manufacturer

of goods specified. This can also reduce the risk of unnecessarily over-specifying your

requirement.

The ITQ must state the weightings to be applied to the evaluation, and the evaluation methodology

to be used. In line with this framework agreement, the following criteria should be used, no

additional technical criteria can be added but sub-criteria can be introduced but must be relevant to

the requirements. The weighting of the criteria can be amended depending on importance to the

requirement and in line with the tender documentation.

It is important that questions which have already been asked in the original ITT are not re-evaluated

at further-competition stage. The evaluation criteria, and weighting applied to each, must be stated

to suppliers when inviting them to quote. For a full break down of questions asked at ITT stage

please see Appendix C Section 3 - Tender Questions and Evaluation Criteria in the ITT.

Examples of questions that can be asked during a further-competition are;

1) Seeking confirmation that the specific products with the required specification can be

supplied

2) Confirmation of product lead time if requirements differ from the standard included in the

main framework

3) Details of how multi-delivery drops will be handled specific to a particular institution

Step 2 – Issue Further-Competition Documents

The ITQ must be issued to all suppliers on the applicable lot on the framework agreement at the

same time via your preferred tendering system, where applicable. It is extremely important that all

suppliers are treated equally.

Award Criteria Weighting

Technical Criteria 60%

Contract Management 10%

General Management 5%

Sustainability 5%

Technical Capability 40%

Commercial 40%

Product Price 30%

Price Related 10%

Total 100%





15

Back to Contents

It is important that a reasonable timeframe for responses is set, and which reflects the complexity of

the requirement.

Please Note:

• The Terms and Conditions of the framework agreement cannot be altered; however, the

call-off terms (governing the relationship between the supplier and member institution) can

be amended. Due consideration should be given to ensure these amendments meet your

own requirements for EU compliance.

• Suppliers who are not on the framework agreement must not under any circumstances be

included in the mini-competition.

• Where there are multiple lots, suppliers can only be selected for the lot in question.

Suppliers must not be selected from multiple lots.

Step 3 - Evaluate responses and select supplier

Responses must be evaluated on the basis of Most Economically Advantageous Tender (MEAT) using

the previously stated award criteria.

If you would like any further clarification on the process, please contact the Contract Manager

Tammie Purdue. Contact details are available at the start of this document.

Step 4 -Award

Once the evaluation stage is completed, the call-off contract can be awarded. All Suppliers must be

notified of the outcome of the further-competition.

Note: A standstill period is not mandatory but you may still wish to observe this to give suppliers

the opportunity to review their feedback. Please note, that it greatly assists suppliers if you can

give them information on the relative merits of their bid in comparison to the winning bidder.

10. What are the Standard Terms and Conditions?

SUPC has overarching Terms and Conditions that govern the framework agreement, and separate

call-off contract terms which have been agreed as part of the award of the framework agreement.

The framework terms govern the relationship between the contracting authority (SUPC) and the

supplier, and can only be changed by the contracting authority, in this case SUPC.

The call-off terms, which govern the relationship between the institution and the supplier can be

amended; however, due consideration should be given to ensure these amendments meet your own

requirements for EU compliance.

Please refer to the Terms and Conditions found on HE Contracts Database.





16

Back to Contents

What are the Commercial and Payment terms of the Framework Agreement?

Where applicable, Commercial Terms are capped on the framework agreement and will be the

maximum that can be charged on a call-off contract. This capped pricing may be reduced at the time

of further-competition.

SUPC will advise any such change in pricing via HE Contracts Database and can be obtained from

Tammie Purdue Contract Manager. Contact details are available at the start of this document.

The Supplier shall not increase prices in relation to all Supplies provided to Member Institutions

under the terms of the Contract, unless an application is submitted and in any case not within the

first 12 months of the Agreement commencement. Each subsequent year’s prices will also be held

for 12 months.

Standard payment terms are 30 days from receipt of a valid invoice.

11. How do I issue my Call-off Contract?

A call-off contract or a Purchase Order should be issued to the relevant supplier for each order to be

placed. Order frequencies can be daily, weekly, or as otherwise agreed with the supplier in line with

your preferences and needs. Institutions should have contacted the supplier to finalise the request.

Purchase Order’s should detail, as a minimum:

• Text that states “This Purchase Order forms a call-off contract from the framework

agreement for the Servers, Storage and Solutions National Agreement (SSSNA) (Reference

2016/2)

• Name and address of the institution for invoice purposes

• Description [and Product Code] (where applicable)

• Quantity of products required (if applicable)

• Deliverables and timescales

• Details of the Premises to which the requirements and deliverables are to be supplied

• The charges including any discounts

• Invoicing arrangements and settlement terms

12. How Will the Supplier’s Performance be Measured?

SUPC will contract manage and monitor the performance of the suppliers on the framework

agreement throughout the duration of the framework agreement and will use the following agreed

Key Performance Indicators (KPI’s) as a benchmark for management information reporting. It is

intended that this list will be developed throughout the lifetime of the framework agreement as it

evolves and will be reviewed annually (as a minimum) in consultations with the supplier(s) and the

local stakeholder groups.





17

Back to Contents

The Contract Manager will:

− Undertake regular contract review meetings

− Liaise with institutions and local stakeholder groups to gain feedback on supplier

performance

− Review and manage contract uptake

− Monitor management information spend and reporting

− Monitor savings performance

− Mange the following KPI’s

Number Definition Target Consequence of not

meeting target

KPI 1 % Market Share of Lot Year 1 – 1% /

£500,000

Year 2 – see KPI 2

below

Agree 6 month

improvement plan,

subject to outcome,

supplier may be

suspended from the

Framework Agreement KPI 2 Expenditure Growth over

12 month period

Year 1 – N/A

Year 2 – 15%

KPI 3 Number of Institutions

transacted under

Framework with each

supplier

Year 1 – Minimum of

10

Year 2 – Minimum of

15

Or increase of x %

KPI 4 Delivery Performance 98% delivered within

30 days or within

timescale set for

project

KPI 5 Quotation Performance 100% delivered

within 2 weeks or

within timescale set

for project





18

Back to Contents

MI 1 Number of Further

Competition Invitations /

RFQs received

Data to be

submitted quarterly

by the 15th of the

month following

quarter end

Reviewed via review

meetings


Competitions for which a

bid was submitted.

(Explanation required

where no bid submitted)

Reviewed via review

meetings


Competitions won

Reviewed via review

meetings

MI 4 Quarterly expenditure

Information submitted in

requested format

As per section 9

mandatory

requirement.

Repeated failures to

adhere to this could

result in Supplier being

suspended from the

agreement

MI 5 Of the expenditure

reported, the % for each

Reseller (if applicable)

Reviewed via review

meetings

Please ensure you feedback any supplier performance issues to the contract manager.





19

Back to Contents

13. What is SUPC?

Southern Universities Purchasing Consortium (SUPC) is a membership-based buying organisation for

universities and further education colleges that develops and manages framework agreements. Our

members have access to a wide range of professionally tendered, EU-compliant agreements. By

using our agreements, members can purchase competitively priced goods and services across a

variety of commodity areas. These agreements can save members both time and money.

SUPC is one of the six regional University Purchasing Consortia in the UK which together form the

United Kingdom University Purchasing Consortia (UKUPC) group. SUPC is also a member of

Procurement England Ltd a partnership supporting collaborative procurement in England.

More information about SUPC can be found at: http://www.supc.ac.uk/

14. Frequently Asked Questions

Q: A supplier isn’t listed on the framework agreement; can I invite them to quote / mini-

competition?

A: No; you must only invite the suppliers who have been appointed to the framework agreement for

the lot you wish to Call-off against. No additional suppliers can be invited.

Q: Can I invite suppliers from multiple framework agreements to quote / further-competition?

A: No; you must only invite the suppliers who have been appointed to the framework agreement for

the lot you wish to call-off against.

Q: Can you ‘de-select’ a supplier from the framework agreement because you don’t like them or

have had issues in the past?

A: No; you must invite all the suppliers who have been appointed to the framework agreement for

the lot you wish to call-off against. Any issues must be raised with the contract manager or via the

contract uptake website; however, the Public Contract Regulations 2015 do allow for past

performance to be considered.

Q: Can you ask for references or evidence of a supplier’s relevant experience?

A: No: This is non-compliant with The Public Contracts Regulations (2015). The suppliers appointed to

the framework agreement will already have proved their capability to fulfil the requirements of the

framework agreement. You may, however, seek relevant information to demonstrate key personnel’s

capabilities if they are directly involved in delivery of the framework agreement.

Q: When setting up a call-off Contract from a framework agreement does the contract have to

expire on or before the framework agreement expires?

A: No: The call-off contract has to be awarded before the framework agreement expires, but it can be

for any length (ideally no more 3 years) and the expiry date does not have to be concurrent with the

expiry date of the framework agreement.

http://www.supc.ac.uk/





20

Back to Contents

Q: Can you combine suppliers from different service lots or geographical lots from the framework

agreement when inviting participants to a further-competition?

A: No: You can only invite suppliers appointed to the specific geographical or service lot you are

calling off against. Where a combined requirement is expected against a range of service lots, a ‘one-

stop’ lot may have been created and this should be utilised.

Q: Can I select any supplier I want from the framework agreement and purchase from them directly?

A: You can only purchase directly from a supplier if the framework agreement has been set up with

pre-defined call-off criteria, otherwise you must go through the ranking process or a further-

competition as set up in the framework agreement.

15. Glossary

Buyer’s Guide

A document produced by SUPC (or other contracting authority) which provides an overview of the

agreement that has been let and guidance on how Institutions can access and use the agreement.

Call-Off Contract

The call–off contract is the legally binding contract between the institution and the framework

agreement supplier which defines the goods/services to be provided.

Framework Agreement

A framework agreement can be described as a general term for legally binding agreements with

providers which set out terms and conditions under which specific purchases (call-off) can be made

throughout the term of the agreement.

Further-Competition

A further-competition or mini-competition are terms used to describe one of the processes for

selecting a supplier on a framework agreement to place a call-off contract with. The terms ‘further-

competition’ and ‘mini-competition’ are used interchangeably, and within this document, we refer

to ‘further-competition’.

Lot

A discrete sub-division of the authority’s requirements. These sub-divisions can be based on region,

technical / service requirement or any other relevant criteria

OJEU Notice

Advertisement issued in the Official Journal of the European Union in respect of this framework

agreement.





21

Back to Contents

Supplier

The successful tenderer(s) who will be party to the framework agreement with responsibility for

supplying the goods and/or services.

Date post:	25-Jul-2020
Category:	Documents
Upload:	others
View:	2 times
Download:	0 times