Terminology for using procurement framework agreements Terminology for using procurement framework agreements Version 1.2, March 2008 © Becta 2007 http://www.becta.org.uk Becta's procurement frameworks page 1 of 7 Becta | Terminology for using procurement framework agreements Contents Introduction A – Z listing A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z Version 1.2, March 2008 © Becta 2007 http://www.becta.org.uk Becta's procurement frameworks page 2 of 7 Becta | Terminology for using procurement framework agreements Introduction Public sector procurement processes and the legislation governing them are becoming increasingly complex. Below are some of the terms you might come across when using Becta’s procurement frameworks. A-Z listing accreditation An initiative that selects suppliers on the basis of their overall capability. Accreditation schemes are not recognised by the European Union (EU) as procurement schemes, so using an accredited supplier does not remove the legal requirement for customers to follow EU rules on above-threshold purchasing. acquisition The process of acquiring goods and services through procurement, including solutions other than outright purchase eg managed services. call off A contract under a framework agreement. contracting authority A school, local authority, etc establishing a contract under a framework agreement. EoI See expression of interest EU European Union evaluation criteria This is required under European Union (EU) law to be determined in advance of a procurement. The criteria should be transparent to the participating suppliers so they can tailor their bids accordingly. In mini competitions, the evaluation criteria used must be closely based on those used to select the framework suppliers. Version 1.2, March 2008 © Becta 2007 http://www.becta.org.uk Becta's procurement frameworks page 3 of 7 Becta | Terminology for using procurement framework agreements expression of interest (EoI) This is used to denote a summary form sent to suppliers ahead of a full invitation to tender/mini competition. Suppliers can decide whether or not to participate, and contracting authorities can know in advance how many bids they are likely to receive. FITS See Framework for ICT Technical Support framework agreement This is a term defined under European Union (EU) procurement legislation. A framework agreement generally offers a number of suppliers which are selected via a mini competition. See also terms and conditions. Framework for ICT Technical Support (FITS) A framework developed by Becta, with an aim to provide a reliable and effective ICT infrastructure within schools. Adhering to FITS principles is the minimum requirement for most of Becta’s framework agreements. More information about FITS is available on the Schools website [http:www.becta.org.uk/fits]. functional specification This document provides a detailed breakdown of the features which learners, educators and administrators should expect from ICT in their schools, and highlights the ICT functions which need to be in place if these expectations are to be met. infrastructure An institution’s network, applications, services and data. invitation to tender (ITT) This document formally notifies suppliers of a requirement and invites them to submit a tender in response. See also mini competition. ITT See invitation to tender Version 1.2, March 2008 © Becta 2007 http://www.becta.org.uk Becta's procurement frameworks page 4 of 7 Becta | Terminology for using procurement framework agreements key performance indicators (KPIs) These are comparative measures for specific aspects of performance over a period. KPIs are useful to highlight areas where, for example, a supplier’s performance falls below a given standard and requires remedial action. local education partnership (LEP) A model for delivering local projects under the Building Schools for the Future (BSF) programme. The role of a LEP is to ensure that BSF money is used efficiently and effectively to improve local authorities’ secondary school estates. managed service A managed service frees schools and local authorities from the tasks of managing the IT infrastructure themselves by providing a complete range of services managed to agreed levels of service. In the Infrastructure Services Framework Agreement, a full managed service consists of all of the six elements of design, provision, implementation, maintenance, service/support and training. Some local authorities and schools also run their own managed services. mini competition An invitation to tender for a contract under a framework agreement. Official Journal of the European Union (OJEU) All public procurement contracts for values over the published threshold (currently £139,893) must be advertised in OJEU by law. The value of any contract running over a number of years should be calculated for its full duration. OJEU See Official Journal of the European Union prime integrator In a complex project involving multiple providers, the prime integrator carries the ultimate risk and responsibility for the successful management of all of the elements in delivering the contract. The role of prime integrator can be undertaken by a supplier, a third party such as a professional consultant, or the authority procuring the range of services. Version 1.2, March 2008 © Becta 2007 http://www.becta.org.uk Becta's procurement frameworks page 5 of 7 Becta | Terminology for using procurement framework agreements procurement The acquisition of goods and services at the best possible total cost of ownership in the right quantity and quality, at the right time, in the right place for the direct benefit or use of governments, corporations, or individuals generally, via a contract. pro-forma A template document with entry fields that can be tailored to a customer’s requirements. scope of works See statement of requirements service level agreement (SLA) A document which sets out the agreed requirements for the services to be provided by the framework supplier. These requirements need to be realistic and appropriate to secure the optimum value for money. service order The contracting authority’s order form, used with the framework agreement’s service order terms to form the contract. service order terms A document setting out the terms agreed for a contract under a framework agreement. In conjunction with the framework agreement (or terms and conditions) this forms the legal contract with the framework suppliers. SLA See service level agreement SoR See statement of requirements statement of requirements A document which sets out the full requirements of the call off contract; also sometimes referred to as scope of works. Version 1.2, March 2008 © Becta 2007 http://www.becta.org.uk Becta's procurement frameworks page 6 of 7 Becta | Terminology for using procurement framework agreements subcontractor A supplier providing a specialist service on behalf of a framework supplier; the framework supplier retains the contractual responsibility for successful delivery of the contract. terms and conditions The contract document (the framework agreement) between Becta and the framework suppliers. This is used in conjunction with the service order terms which govern the contractual relationship between the customer and the framework supplier for a specific contract following a mini tender competition. Version 1.2, March 2008 © Becta 2007 http://www.becta.org.uk Becta's procurement frameworks page 7 of 7