1. Check your Requirement
Start by reviewing the Specification of Requirements for the Framework you wish to call-off from to confirm that the services you need are covered by the Framework. The specification can be found under 'Additional Resources' on the Live Framework pages.
2. Get Access to Documentation
To access the documentation, you will need to complete an online Option Form and Confidentiality Statement. This lets you choose how you want to access the user documents - view the documents only, join the Framework to run call-offs, or access additional Lots. You can find the Option Form and Confidentiality Statement on each Live Framework page by clicking 'Find Out More'.
Once submitted, our team will review your request then contact you with details of how to access the documentation within the secure area of our website. We will give you access as soon as possible, but please allow at least one business day.
Depending on your selection in the Option Form, you will receive access to the user documents, Provider Catalogues and Pricing Schedules as either view-only or editable documents and templates to support your needs.
3. Join the Framework
Before using a National LGPS Framework, your organisation must complete a Members Access Agreement (MAA) with Norfolk County Council, the administering authority for the National LGPS Frameworks. This sets out the legal terms and responsibilities for using the Framework. For some Frameworks there will also be a joining fee.
If your organisation already has an MAA in place through another National LGPS Framework, you can join by completing an Annex A letter instead.
Our team will provide information on how to complete these documents when we email you with details on how to access the Framework documentation.
Please return the completed documents before using the Framework to run any call-offs.
4. Prepare for your Call-Off
Before starting your call-off, make sure you have everything in place. Ensure you involve your Procurement team and your Legal team in preparing to call-off from a National LGPS Framework.
Review your existing contract
- Check the end date of your current contract
- Review any termination clauses
- Review exit provisions
Information and data
- Identify any information or data you will need to share with Providers
- Consider any confidentiality or commercially sensitive issues
Contract arrangements
- Agree how the contract will be monitored
- Confirm the length of contract you need
Framework documentation
- Review the Provider Catalogues to understand each Provider's response to the Specification of Requirements.
5. Choose your Procurement Route
Depending on which Framework you are using, you will need to run a Further Competition or make a Direct Award. Check which procurement routes are available through the Framework you are using, as not all National LGPS Frameworks offer Direct Award as an option.
Before calling-off from a Framework, you will need to read the Guide to Call-off document which gives a more detailed step-by-step guide on how to call-off from each Framework.
Further Competition
A Further Competition allows you to assess and evaluate which Provider best meets your individual needs. This process involves establishing an evaluation award criteria, timeframe, and process, along with creating your own Invitation to Further Competition document using the templates provided.
As part of this process, you will need to:
- Customise the Specification of Requirements
- Refine the Call-off Terms and Conditions
- Create your Invitation to Further Competition
- Set your evaluation criteria
- Create a Pricing Schedule which allows you to evaluate on a like-for-like basis
- Invite Providers to bid
- Evaluate your Further Competition
- Award your contract
- Publish your Contract Award Notice (if required)
- Hold a standstill period
- Publish your Contract Award
- Notify the National LGPS Frameworks team of your award
Direct Award
Where the Framework allows, you can make a Direct Award by using the Provider Catalogues and Pricing Schedules to identify the most suitable Provider for your requirements. This can be done under shorter timescales, and you can award on the same day if required.
As part of this process, you will need to:
- Identify and evaluate the most suitable Provider
- Award your contract
- Notify the National LGPS Frameworks team of your award
6. Notify Us
Whichever call-off route you take, we need to know of any contract awards made under the National LGPS Frameworks. This includes every Direct Award and Further Competition, even if it is made to the same Provider as a previous contract.
Please notify the National LGPS Frameworks team by completing the Contract Award Notification Form and emailing it to NationalLGPSFrameworks@norfolk.gov.uk.