Procurement - software value added reseller services framework (SP-21-034): buyer's guide

Framework information

Framework benefits

• compliant route to market with reduced duplication and complexity of procurement activity within the Scottish public sector
• easy ordering via one supplier to purchase any commercial off the shelf software (COTS) and related services.
• direct award - no need to run a mini-competition
• all orders are covered by Scottish Government’s Standard terms and conditions complying with Prompt payment, Fair Work First, environment/sustainability and community benefits.
• structured discounts in place for software purchases that will deliver demonstrable value for money and savings
• centralised Framework administration and management
• asset recording and management of purchased software
• aggregation of bulk software purchases (bringing together organisations with similar purchases to identify savings) To utilise Public Sector buying power.
• management and administration of price competitions between software options to identify further savings
• option to participate in Gainshare activities to increase further savings and innovation.
• measured Community Benefits at Framework level

Using the framework

Using the Framework is simple.  Buyers should follow these steps:

• identify your requirement via your normal procurement process, due diligence etc.
• Contact Computacenter using the details below for a quotation usually within 48 hours. (Check your vendor has been onboarded as this can cause delays)
• receive the quotation, check it’s correct and when it expires.
• raise a purchase order on a valid quote, depending on value/complexity complete either an order form or schedule 5.
• see below for details of Purchase order, Order form and Schedule 5.
• if over £50,000 publish a contract award notice on PCS as per Procurement Regulations

There are three ways to purchase (call-off) from the Framework.

All purchases are covered by the terms and conditions within the schedule 5 document.

Order type – purchase order-order form-Sched 5

Purchase order – Orders under £50,000

• COTS or straightforward renewal
• No review of terms needed (Std DPA/Cyber etc)

Order form – Any value of order

• COTS or straightforward renewal
• Includes full contract details, references to specific terms in schedule 5, e.g EULA,DPA or additional terms.

Schedule 5 – Over £50,000 unless a complex requirement

• COTS and related services with specification
• Orders Over £50,000
• Complex requirement needing minor amendments to terms. e.g DPA/Cyber/termination etc.

Order value

Under £50,000

• COTS or straightforward renewal
• No review of terms needed
• Requires - Purchase order and Valid Quote

Any value

• COTS, straightforward renewal
• full contract details, references to specific terms in schedule 5, EULA,DPA/additional terms etc.
• Requires - Purchase order, Order Form and Valid Quote

Over £50,000

• complex COTS, complex renewal
• more detailed requirement with minor amendments to terms, e.g. DPA/Cyber/termination etc.
• requires - Purchase order, Schedule 5 and Valid Quote

It is your responsibility to decide which document you want to use for your call-off contract and any additional terms required from your procurement process. e.g. DPA’s and/or statement of works (SOW).

Completing the Call-Off order form

• complete the call-Off order form template within the Knowledge Hub
• populate sections marked for completion by ‘The Buyer’ Highlighted in Yellow.
• please include any project specific deliverables/statements of work as Appendices
• insert the quote to section 4.2 Contract Charges
• please don’t include anything that is not needed or specific to the call-off (internal emails, personal information, other requests etc.)
• any contract/licence specific terms should be included within section 4.4 Project specific information.  

An example of a complete Call Off order form for guidance can be found on Knowledge Hub.

Procurement Reform (Scotland) Act 2014

A reminder for buyers that contracts awarded, equal to or greater than, £50,000 must follow the requirements of the Procurement Reform (Scotland) Act 2014.

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.

Fair Work First, sustainability and community benefits

Computacenter will deliver several Fair Work Practices, Sustainability deliverables and Community Benefits during the period of the Framework.  These include but are not limited to:

• minimum of 4 additional jobs from long-term unemployed, Modern Apprentices and Graduates
• deliver 8 work experience placements from 14+ age groups
• 80 hours of STEM, learning and digital engagement sessions
• 40 hours of Digital Accessibility sessions
• Financial & Non-financial support for community projects
• nominated charity – Homeless Project Scotland
• guarantee that all staff working on this Framework will be paid at least the Real Living Wage and no use of zero-hour contracts
• commitment to achieving Net Zero Greenhouse Gas emissions by 2040 and is on track to be carbon neutral for scope 1 and 2 emissions by end of 2023
• develop a plan to reduce carbon outputs during the delivery of this Framework and reporting on Sustainability via an annual report for each year of this Framework.
• promote the use of sustainable/green software.
• appoint a Social Value Champion who will report quarterly on sustainability performance

Framework documents

A copy of the Framework Agreement can be downloaded from the Procurement Information Network Group within the Knowledge Hub.

The Agreement consists of:

• terms and conditions
• specification
• pricing
• call off order terms and conditions
• management arrangements
• contractor sensitive information
• exit management
• cyber security requirements

Buyers should note that the pricing schedule contains commercially sensitive information which must not be disclosed to anyone out with your organisation.

Information about pricing, terms and conditions, order form, call off Schedule 5, Computacenter contacts and the Framework’s complaints procedure can be found on the Procurement Information Network Group within the Knowledge Hub.

If you are not registered to access the procurement information network within the knowledge hub, and are eligible to use the Framework please complete the registration form and send it to scottishprocurement@gov.scot.