Framework documents
The framework documents are available from our secure stakeholder site. If you have previously registered for access to our secure stakeholder site then you can access the documents directly;
Principal Catalogues, Terms, Information Pack, KPI's etc
Alternatively please contact jim.thomson@scotland.gsi.gov.uk to obtain a user name and password.
Key Guidance
Information Pack: This pack is to provide buying organisations with simplified, user-friendly guidance (including templates) which will help them achieve value for money from this Framework Agreement.
Cost Calculator: This document has been developed to assist organisations to compare product pricing from the suppliers' principal catalogue, and may also be used as a tool for evaluation purposes as part of a mini competition.
Things to Consider and Time scales: This document has been provided to assist organisations when choosing office equipment products, and provides indicative timescales on your preferred procurement route.
Carbon Footprint Calculator: As part of the Scottish Governments drive to cut its carbon footprint, Scottish Procurement has added the hp carbon footprint calculator to the web site. This particular website is very comprehensive and user friendly. The calculator will assist organisations to further understand their current and future office equipment fleet requirements by providing comparisons between various manufacturers product ranges
Indicative Time Scales: Allowing sufficient time for suppliers to submit quality bids is crucial to a successful outcome to the tender process. Although timescales will vary dependant upon the complexity of the overall procurement exercise, the table below provides some indicative timescales.
Indicative timescales
| Procurement route | Total indicative timescales
(including supplier response times) | Response times
(supplier to complete and submit) |
| *Mini Competition | 4 months | 1-2 months |
| *Managed Print Service(MPS) | 5 months | 1-3 months |
| **Direct Buy | 2 weeks | 1 week |
Note-
* Time scales will be dependant on the complexity of your procurement exercise.
** Consists of low volume, low value requirements using the suppliers principal catalogue.
Mini Competition: As part of conducting your mini competition, the attached document provides a "Good Practice and Do and Don'ts" check list for Office Equipment. This is not an exhaustive list, but will provide organisations with help to ensuring a successful mini competition process and outcome.
Scottish Procurement: this guidance provides advise on the operation of framework agreements under Public Contracts (Scotland) Regulations 2006. Regulation 19 of the regulations sets out the procedure which contracting authorities must follow when concluding a framework agreement and awarding contracts under the framework.
Template letters to suppliers: Scottish Procurement has also revised the template letters available for use by public bodies when awarding a contract by mini-competition or under a dynamic purchasing system. We have also updated the attached guidance to incorporate links to the revised template letters. Please therefore replace the previously issued version of SPPN 3/2010 with this revised version.
Order forms: created to assist organisations and individuals when conducting mini competitions or direct buys. Organisations may wish to refine the order form to suit the levels of information required for their particular mini competition.
Key Performance Indicators: a quick reference to the agreed framework 'Key Performance Indicators' (KPI's), which can be refined by individual organisations to suit their specific requirements and importance.
Marketing leaflet: As part of office equipment marketing campaign, Scottish Procurement has produced a marketing leaflet that provides organisations with background information about the framework, the benefits and a narrative on each of the framework suppliers.
Case Studies
The following provide examples of successful supplier case studies covering the following key areas:
MPS (Managed Print Service); Print rationalisation; Fleet replacement; Environmental
Contact details
If you would like more information, please get in touch with our team:
National Category Forum (NCF) membership (as of March 2010)
Link to sharepoint - for National Category Forum members
- Advanced Procurement for Universities and Colleges (APUC)
- Central Scotland Fire and Rescue
- Scottish Procurement
- East Lothian Council
- Higher Education Institutions (HEI)
- Heriot-Watt University
- Scottish Police Services Authority (SPSA)
- Scotland Excel
- Scottish Environment Protection Agency (SEPA)
- Scottish Local Government Procurement Forum (SLGPF)
- South Lanarkshire Council
- The Scottish Government, Information Services and Information Systems (ISIS)
- National Health Service (NHS)