Procurement - web based and proprietary devices framework: buyer's guide

Buyer's guide for the procurement web based and proprietary devices framework.

Frequently asked questions

About framework agreements

A framework agreement is a general term for agreements which can be with either single or multiple contractors that set out the terms and conditions under which specific purchases (call-offs) can be made throughout the framework duration.

Scottish Procurement has entered into this framework agreement with a single contractor to ensure organisations may obtain value for money in their purchasing whilst being assured that their procurement is compliant with EU procurement regulations.

In establishing this framework agreement, Scottish Procurement carried out a competition in accordance with EU procurement regulations.

Using a framework agreement saves time and money for organisations and ensures that the terms and conditions of their contract with the contractors are robust and follow best practice.

Framework agreement start dates and durations

The Framework commenced on 1 March 2024 and will end on 28 February 2027. There is a 12-month extension option, giving a maximum contract duration of four years.

Who can use the framework

Entitlement can be established from the terms of the Contract Notice, Section II.2.4 refers. It is the responsibility of any buying organisation wishing to use any framework agreement to satisfy itself that it is eligible to do so.

Further 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.

Framework terms and conditions are subject to Scots law.

Distribution of framework agreement details

Scottish Procurement will disseminate relevant information concerning the framework via sectoral Centres of Expertise, who then cascade to their stakeholders. Framework terms can be accessed via the “Scottish Procurement: Procurement Information Network” group on the secure Knowledge Hub site or via your sector representative.

How my contract will be formed

Your contract will be based on the Standard Terms of Supply (Schedule 5), which have been constructed by Scottish Procurement and which forms part of the framework agreement between Scottish Procurement and the contractor awarded a place on the framework. This will be amended to reflect the individual customer organisation, contractor, reference numbers, dates, etc. Specific requirements or variations will be recorded in the supporting schedules. It will constitute the entire agreement between you and the contractor relating to the services ordered.

Data protection

Both you and the contractor are obliged to duly observe all your obligations under the Data Protection Regulations which arise in connection with the contract.

Under the contract, both you and the contractor are asked to take all necessary precautions to ensure that all confidential information is treated as confidential and not disclosed or used other than for the purposes of the contract by your employees, agents or sub-contractors. Please refer to the Data Protection clause in the Standard Terms of Supply (Schedule 5) for further details.

Amending contracts

If you or the contractor wish to amend the contract, such amendments must be agreed between you both and formally amended in accordance with the Change Control procedures. The contract may be amended only by the written agreement of both parties. Accordingly, the service provider may not unilaterally amend the contract. Care should be taken when considering amendments to the contract that any amendment would not substantially alter the terms and conditions to such an extent that it could be alleged that the contract is no longer conformant with the framework agreement and therefore not compliant with EU Directives.

Organisations can only select the products and services that are in scope for this framework.

Viewing full service specifications

You can see the specification and service levels schedule for the service. Both of these can be accessed via the “Scottish Procurement: Procurement Information Network” group on the secure Knowledge Hub site or your sector representative.

About contract management provisions

The framework will be managed overall by Scottish Procurement, who will be responsible for regular Contractor review meetings covering escalated issues, key performance indicators (KPIs), benchmarking and innovation. Organisations will be required to manage the day-to-day operational aspects of their contract with their contractor. Please see Schedule 4 – Management Arrangements. This can be accessed via the “Scottish Procurement: Procurement Information Network” group on the secure Knowledge Hub site or via your sector representative.

Providing feedback

Scottish Procurement is committed to managing, monitoring and developing contractor performance. Understanding whether our contracts are delivering and meeting the needs of our customers and customer feedback is an essential part of the process. It is proposed that a balance scorecard will be used to monitor performance. Feedback and escalation processes will support the framework and robust Management Information from all contractors will cover several performance measures.

Contractor’s catalogue

You can access a copy of the contractor’s catalogue from the “Scottish Procurement: Procurement Information Network” group on the secure Knowledge Hub site.

Management information

Management information will be provided by contractors throughout the lifetime of the agreement. Management information will be provided to Scottish Procurement on a quarterly basis as specified.

Performance related criteria

As part of the overarching terms and conditions target key performance indicators (KPI) have been agreed.

Community benefits

Community benefits are social considerations which include not only targeted recruitment and training, but also equal opportunities, training for the existing workforce, supply-chain initiatives, community consultation, 'considerate contractor' schemes, contributions to education, the promotion of social enterprises, and resources for community initiatives. Bidders were asked to provide details of any quantifiable wider community benefit they will bring to the framework through their approach to the delivery of Web Based and Proprietary Client Devices.

Workforce Matters

For more information on ‘Workforce matters’ please see the attached Scottish Procurement Policy Note SPPN 1/2015.

Mini competitions

You do not need to run a mini competition. The only route to market for a single contractor framework is through Direct Award. For high volume requirements, it is possible to request a quote from the contractor, who may be able to provide a better price than the published framework price.

More detail can be found in Schedule 3 – Award and Order Schedule. This can be accessed via the “Scottish Procurement: Procurement Information Network” group on the secure Knowledge Hub site or via your sector representative.


Pricing shall remain fixed for the term of the Framework Agreement except where:

  • the exchange rate has increased or reduced by more than an average of 5% over a 6-month period, a price review has been proposed and a price adjustment has been approved by the Authority,
  • the Contractor, at their sole discretion, reduces the price, or
  • the Authority has provided the Contractor with Benchmarked prices in accordance with the Schedule 2, Price and Product Listing of the Framework Agreement

Small organisations

Small organisations can still benefit from these prices. Contractors published framework pricing is available to all organisations regardless of size. The prices provided are the maximum price any customer organisation using the framework agreement would expect to pay when making a call-off from this agreement.

Price comparison

A Contractor Catalogue containing further details, including pricing, is available on via the “Scottish Procurement: Procurement Information Network” group on the secure Knowledge Hub site. This will enable comparison with prices.

Invoicing arrangements

Contractors have been asked to provide invoicing and you must pay all sums due to the Contractor within 30 days of receipt of a valid invoice.

Interest is payable on the late payment of any undisputed sums of money in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

Further details can be found within the Standard Terms of Supply (Schedule 5) at section 14 - Payment and Invoicing.


Dawn Swan

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