Procurement - publishing, print, design and associated services: buyer's guide

Process for call-off from the PPDAS framework agreement

The process for ordering will vary between framework public bodies and the process should be agreed with APS Group (Scotland) Ltd. In general times, the customer should provide details of their requirements to APS Group (Scotland) Ltd, obtain a quote and, if the quote is acceptable, place an order (call-off contract).  Prices quoted should not exceed the rates detailed in the pricing schedule. 

For information, where APS Group (Scotland) Ltd nominates Sub-Contractors to assist with delivery of a service and or product, they are required to demonstrate Value for Money in sub-contractor procurement - formal competitive tendering will be undertaken and a minimum of three quotes sought for orders in excess of £5,000 ex VAT. In addition, where new Scottish Government or Framework Public Body policy initiative dictates delivery across a range of services in excess of £10,000, this requirement should also be competitively tendered, in advance of any order being placed, using the Public Contracts Scotland Portal to ensure a transparent, robust and auditable process and provide an opportunity for a range of supply chain bids.

Framework public bodies utilising the framework agreement must adhere to the following procedures when calling off.

• a call-off contract must be signed prior to the commencement of delivery of the services to the framework public body. A call-off contract must be in the form of a fully completed schedule 5 to the framework agreement
• any call-off contract must be awarded prior to date of expiry. The period of a call-off contract may continue notwithstanding that the framework agreement has expired or terminated
• a call-off contract cannot be entered into when the framework agreement has expiredany orders placed under a call off contract will be in a format agreed between the framework public body and APS Group (Scotland) Ltd. Orders must include a Purchase Order reference

Customer orders must be sent by email to PO.PPDAS@theapsgroup.com.

Buyers are reminded of the obligations contained in the Procurement Reform (Scotland) Act 2014 in relation to the award of contracts valued equal to or greater than £50,000 including those awarded as a result of a framework call-off/mini competition

Buyers should note that in accordance with Section 23(2)

the award of contracts must be publicised on the Public Contracts Scotland website and in accordance with Section 35, contracts must be registered in the contracting authority’s “contracts register”.

Your attention is also drawn to the requirement to provide feedback in accordance with Section 32 and Section 33 .