Highways Consultancy support Framework

How the framework will operate

Following the establishment of the Framework, call-off contracts will be entered into based on requirement and demand. Call-off contracts will be based on the terms and conditions submitted with this tender, however a condensed "order form" will be completed and signed for each call-off which will contain a summary of specific project details. A copy of the draft order form will be included with the tender documentation.

Call-offs under this Framework will follow a ranked call-off process with the option for direct award or mini-competition, as outlined below:

Direct Award (Ranked Call-Off)

• The first-ranked supplier in the relevant Lot will be approached in the first instance for each new requirement.
• If the first-ranked supplier is unable to meet the requirement (due to capacity, capability, or availability), the opportunity will be offered to the second-ranked supplier, and so on down the ranking.
• This process will continue until a suitable supplier is identified who can fulfil the requirement.

As a priority, and for routine or low-risk requirements, a direct award will be undertaken using the framework's ranked system.

Mini-Competition

The Contracting Authority reserves the right to undertake a mini-competition exercise with all bidders under a specific lot where it deems it appropriate. For more complex or high-risk projects, where market testing and the receipt of detailed written proposals are considered beneficial, a mini-competition process will be undertaken to ensure value for money and robust evaluation. The mini competition will be conducted in accordance with the terms set out in the framework agreement and will include a clear specification, evaluation criteria, and timescales.

Mini competition proposals will be assessed based on the extent to which they meet the specifically defined requirements. The evaluation criteria will be clearly set out for each mini-competition and may be based on the following criteria:

Mini-competition award criteria Potential weightings

Quality (Written submission) - including, but not limited to:

• Technical merit
• Methodology / approach
• Value for money
• Relevant experience and specialised knowledge 60% to 90%

Price -Based on lowest price 40% to 10%

Please note the weightings outlined above are for a guide only. Weightings will be determined on a project-specific basis, proportionate to the complexity, risk and strategic importance of the requirement.

Supplier proposals will be scored against the set criteria (in line with the above thresholds), and scores will be added together to give an overall score for each proposal. The proposal(s) scoring highest that meet all of the requirements will be awarded the call-off contract.

Mini-competition proposals will be evaluated by an evaluation panel comprised of appropriate representatives on a consensus scoring basis.

Right to Direct Award

Where applicable and in extreme circumstances The Authority reserves the right to make a direct award to any supplier within the relevant Lot where:

• The supplier is the highest-ranked and can meet the requirement; or
• The requirement is of urgent nature, and following the direct award and mini-competition call-off options as described above is deemed unfeasible and would deliver no value to the Council; or
• The Supplier in question has unique expertise or knowledge / experience relevant to the specific project, which is verifiable.

The Authority reserves the right to conduct either process outlined above for any project.

Pricing will be based on a schedule of rates for each discipline. These rates provided will be a maximum 'ceiling rate' and will be fixed for 12 months. While these rates will be fixed for Direct Award activity, for mini-competition exercises, Suppliers are permitted and encouraged to put forward their most competitive offer (which must not exceed the tender rates) for project delivery in order to have the best chance of winning work