Procurement - public sector heat decarbonisation framework 2026 to 2029: buyer's guide

Using the framework

Eligibility to access the framework

It is the responsibility of any buying organisation wishing to use the framework agreement to satisfy itself that it is eligible to do so. Entitlement can be established from the Terms of the OJ S advert (OJ S reference number 2026/S 000-016219: Section I.4 of the advert refer; copy embedded below) and guidance on this can be found in Annex A of Scottish Government guidance on framework agreements. If there is any doubt, legal advice should be sought. The contract award notice for the framework can be found here at public contracts scotland or using the following reference numbers: OCID: ocds-r6ebe6-0000770612 OJ S: 2026/S 000-016219

Framework benefits

• access to technical knowledge and industry expertise to support end-to-end planning and implementation of heat decarbonisation projects for the Scottish Public Sector
• single solution to support public sector bodies to devise targeted decarbonisation action in moving towards net-zero buildings across the Scottish Public Sector estate
• clear pricing mechanism to support customers with delivery of flexible solutions for retrofit projects
• kpis included to influence positive and targeted delivery for achievement of key policy outcomes evidenced with data-driven metrics 4
• access to advice on decarbonisation project financing options currently available to public sector bodies in Scotland (subject to changes as policy and financing options are changed, added, or withdrawn)
• early technical feasibility and business case support to scope projects and gain necessary funding approvals
• tried and tested template procurement documents streamlining delivery

Using the framework

The process for ordering under the Framework as outlined under Schedule 3 (Award Procedures) is as follows:

• framework Authorities place an order using Schedule 3 (Award Procedures) Part A example template or may use their own order templates. Detailing: o services required o anticipated timelines & programme o seek a quotation or alternatively states the price payable for the Services in accordance with the Framework Agreement Pricing Schedule
• the framework authorities shall give notice sent by email to the psu which refers to the framework agreement. Orders must be sent by email to helen.alderson@mottmac.com
• the PSU shall provide a response and a firm price (i.e. not subject to change) and send a notice by email to the Authority and the framework authorities
• framework authorities consider the proposal and determine whether the technical proposal is suitable ensuring that the pricing proposal submitted does not exceed the psu framework rates
• subject to the framework authorities notifying the psu that their response has been accepted, the call-off contract (schedule 5 – Standard Terms of Supply) shall be formed on the commencement Date set out in the order gorm. A call-off contract must be signed prior to the commencement of delivery of the services to the Framework Authorities. 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 expired

Completing the Call-Off order form

• ensure the framework agreement has not expired and is within the noted period 5
• complete the call-off order form template within the knowledge hub using either; Part a example template within schedule 3 (ordering Ppocedures) of the framework agreement or using the framework authorities own template
• issue the completed Call-Off order form by email to helen.alderson@mottmac.com to receive a response and a firm price (i.e. not subject to change)

Fair work first, sustainability and community Benefits

In order to ensure the highest standards of service quality, the psu is expected to commit to adopting fair Work first in the delivery of this agreement as part of a fair and equitable employment and reward package as a route to progressing towards wider fair work practices set out in the fair work framework. The psu is encouraged to obtain living wage accreditation. sustainability is at the core of the Framework the psu has been procured to support. The authority is seeking to support the transition to a low carbon economy, as set out in the Authority's economic Strategy and contribute to climate change targets. The psu has committed to delivering community benefits during the period of the Framework by provision of a community benefits proposal. This will complement the main purpose of the contract and proportionate to its value.

Procurement reform (Scotland) act 2014

Framework Authorities 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. In particular, Framework Authorities 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”.

Framework documents

A copy of the Framework Terms and Conditions, including schedules 1 to 12 (which include the specification and pricing) can be downloaded from the secure Knowledge Hub site. Framework authorities are reminded that schedule 2 (pricing schedule) contains commercially sensitive information which must not be disclosed to any party out with your organisation without prior approval from the procurement point of contact.