Simulation Devices and Services Buying Guide

The framework can be used in a number of ways (in accordance with Regulation 19 of the Public Contracts Regulations 2015 and any subsequent amendment of re-enactment thereof).

You can use the ‘calling-off’ method of purchase – making a Direct Award.

Alternatively, you can re-open competition and run a Further Competition exercise amongst suppliers within one of the framework’s categories.

Typical process if you have already obtained a quotation from the supplier:

1. Send quotation to our Procurement Delivery team.
2. Products checked against the framework to ensure the supplier has been awarded, the products are listed and the pricing is in line.
3. We then issue you with a Unique Reference Number (URN).
4. Average time – two or three days (may be up to two weeks for more complex requirements).

Typical process if you have the specification of your requirements and require a quotation from the supplier:

1. Contact our Procurement Delivery team with details of requirement.
2. We obtain and validate quotes from suppliers.
3. Check quotations and select supplier.
4. We issue a URN and advise successful supplier.

You may decide you wish to complete a Further Competition under our framework. We have a range of templates and resources to guide you through the process. These cover the process from specification through to Invitation to Tender (ITT), including guidance material and are available on request. Please contact:

See our Useful Links section for further information on the Roles and Responsibilities for a Further Competition.

The average time that it takes to complete a Further Competition varies greatly as it is mainly down to the preparation of the documents which are completed by the customer. We can discuss your project and the relevant timelines with you when you are ready to initiate the project.

The procurement process we undertook was based upon an open tendering procedure as detailed in the European Communities Combined Directive (2004/18/EC).

The tender was advertised as a single lot framework which was evaluated and assessed based on set criteria.

The evaluation involved two stages, qualifying and award; those tender submissions that met the qualifying criteria were then scored against the award criteria.

During the tender extensive pricing and discount structures were captured from all the suppliers for both evaluated lines and additional lines

The qualifying criteria included assessment of the following:

• Compliance of bid
• Regulatory compliance of devices and products
• Compliance with contract regulations
• Compliance with terms and conditions.

The award element of the evaluation was subsequently carried out based on quality (60%) and price (40%).

The quality score added to the price score gave the total of points, and a position on the framework was awarded to all suppliers meeting the 50% overall threshold.

Please note: If you are looking to carry out Further Competition, these thresholds can be changed to meet your individual requirements.

In addition to the various documents, templates and further information outlined in this guide, we can also provide:

• Call-Off Contracts – These will be issued by us upon award of any Direct Award or Further Competition process. Both you and your successful supplier will be given the opportunity to review and sign.
• Order Form – this document is a form of contract between you and your successful supplier and includes the specification specification and all relevant information regarding the award and contract placed.