Purchasing steps: direct awards

A guide to the steps to follow when buying from 'Lot 1: sole supplier' of our purchasing framework.

Our framework agreement allows UK NHS, health and social care organisations to buy knowledge resources that support practice, learning and development. Only distinct journal and book collections (sole supplied titles) can be purchased from Lot 1.

Supplier information

Call offs under direct award can only be completed when:

  • The required knowledge resource and any associated service is provided by a sole supplier. 'Lot 1: sole supplier' is provided for this purpose. View our supplier information page for more details.

  • The buyer has checked the current list of sole supplied titles. Only those titles or collections listed may be purchased under 'Lot 1: sole supplier' of this framework.

If the knowledge resource title or titles that you want to buy are not listed on the list of sole supplied titles, you'll need to follow the steps for further competition.

Steps

Step 1: take advice

Check the resource you want to buy is on the list of sole supplied titles. Ask the suppliers in Lot 1 of our purchasing framework if you’re not sure. View our supplier information page for details. Get internal approval to purchase in your organisation.

You should always get advice from your procurement team before making a direct award. They will be able to support you through the purchasing process.

Step 2: set out your requirements

Download and complete the call off order form (Word) with information about your intended purchase and requirements. You will need to include the following information:

  • your organisation details

  • the resource(s) you want to buy

  • the start and end of the agreement

  • how the resource is accessed or discovered

  • any other requirements you have.

Also, does the buyer have any additional requirements that were not pre-agreed on the framework? These could include licensing, service, supply, delivery or purchasing requirements.

Download and review the call off terms and conditions (Word). This document contains the full terms and conditions, and the core standards for suppliers.

Step 3: issue the invitation to quote (ITQ)

Email your draft call-off order form to the supplier. This is your invitation to quote (ITQ). The email should state:

  • that the purchase is being made under the terms of the NICE knowledge resources framework agreement (NICEFAHEE/2528)

  • who the users will be

  • any specific requirements or terms you are requesting

  • any information you are asking the supplier to provide along with their quote.

The email should include:

  • partially completed call off order form

  • call off terms and conditions.

  • HSSC licence (not used for Agent purchases).

The supplier needs to have enough information to provide an accurate quote.

Some of the terms in the contract documents are negotiable by both parties. But most are fixed and cannot be changed.

If needed, suppliers can negotiate the wording of these sections and clauses. This applies to both the call off order terms and conditions and the HSCC licence. The supplier must state any proposed changes to negotiable clauses in their ITQ response.

Step 4: evaluate the supplier's ITQ response

You should now review:

  • the supplier’s quote and any responses to additional requirements set out in the ITQ

  • any proposed wording for negotiable terms and agree them with the supplier.

Step 5: contract award

Complete the remaining sections of the call off order form:

  • update annex 6 with any additional terms agreed

  • supplier and buyer sign clause 10.

The call off order form has to be signed to complete the agreement. It's the only document that needs to be signed.

You must always quote 'subject to the NICE knowledge resources framework agreement (NICEFAHEE/2528)' on each purchase order or renewal form. You must also make sure that suppliers quote this text on each order acknowledgement and invoice.

Framework documents