Heating & Hot Water Systems

A procurement framework is a fully compliant agreement with material or service suppliers that sets pre-agreed terms and conditions and price and quality levels for the duration of the programme (usually four years) and then suppliers are invited to deliver the specification when required. Frameworks take significant time and resources to establish and they enable buyers to purchase goods and services without running their own full and lengthy tendering exercises.

Our frameworks are procured with the potential aggregated spend of all our members which helps to achieve some of the lowest rates in the country. Prices are generally established during the initial framework tender stage and any additional prices required for specific projects will be confirmed during the call-off process.

Minimum standards are laid out within the documents so members can simply ‘call-off’ from the framework and add their own requirements to suit their specific projects. Members can call-off from the framework by running a mini-competition which usually takes 4-6 weeks or if their internal procedures allow, they can compliantly select a providers directly.

Each of our frameworks run for four years and suppliers cannot be added to the arrangement during this period. If a member wishes to call-off from the framework towards the end of its life span, it is compliant for the contract to run for a 2-5 years after the end date, depending on the framework in question.

Our aim is to keep the call-off process as simple as possible.

Most frameworks are available to call-off from via direct award or mini-competition and either option is fully compliant with the terms of the framework agreement. Members direct awarding via our frameworks will need to ensure the award is compliant with any internal regulations and procedures their organisation has.

For a direct award call-off, we will arrange and attend a meeting with you and your proposed material or service provider. Providers must confirm framework prices, scope of works and accept the terms of the call-off. We will help manage the direct selection process to make sure the provider is applying terms of the framework correctly.

For a mini-competition call-off, the first stage would be for EEM to issue an ‘expression of interest’ request to all providers within the relevant work stream and geographical location for your project. Members can then choose whether they would like EEM to run the procurement process for them or carry it out in-house, with our support. All our mini competitions are managed through a secure portal and usually run on a price and quality basis. During a tender period, we manage all queries, ensuring a transparent process. Returned submissions are made available to the member for evaluation and final selection. A member of our Member Support Team will then arrange and attend a kick start meeting with the successful material or service provider.

For both processes, once a provider is selected, EEM can complete the standard form of contract and provide ongoing support throughout the contract period.

We advertise opportunities to join an EEM framework on websites such as Find a Tender (FTS) when we are creating a new opportunity, or a current framework is approaching the end of it’s life span (usually every 4 years). Suppliers may join a DPS at any time during the DPS term. The Find a Tender (FTS) advert remains open on the relevant websites throughout the DPS life span.

Suppliers may wish to find the framework(s) that suits them best on our framework pages and hit the button to request to be notified when the next opportunity to join arises.

Some of our frameworks require contractors to be able to cover a wide variety of works. If your organisation only covers one small aspect of works required, we recommend that you contact our current successful contractors to enquire about sub-contracting opportunities.