Purchasing steps: further competition

You should run a mini competition if the resources you want to buy are available from more than one supplier.

A mini competition can be used to appoint:

  • a supplier for a specific resource(s), or

  • to select a supplier for a resource type for a set period of time. During that period calls offs can be made direct from the supplier without any further competition required.

If the knowledge resource you want to buy only has one supplier, you can follow the process for direct awards.

Steps

Step 1: prepare

Determine what you want to buy and any requirements for your purchase. Get internal approval to purchase.

Ask your procurement team for advice before carrying starting a mini competition. They will be able to support you through the purchasing process.

If you're not sure which suppliers provide the resource you're looking to buy, email the suppliers in the relevant Lot and ask them.

Step 2: review requirements

Review:

  1. Core service requirements for providers.

  2. Purchasing and pricing models for suppliers who want to take part in the mini competitionn. These are available by emailing KRframework@nice.org.uk with your request. Include your name, email address, role, organisation and organisation address.

All suppliers on the framework comply with the essential core service requirements. You should document any additional requirements and include them in the invitation to quote (ITQ).

Step 3: complete the framework documentation

Download and complete the call off order form (Word). 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.

Take note of those sections and clauses highlighted with the words 'guidance notes'.

Step 4: 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

  • clearly state how the bids will be evaluated and a winning bidder decided.

The email should include:

  • Partially completed call off order form

  • call off terms and conditions

  • HSCC licence (not used for print books).

As well as the framework documentation, make sure you have detailed any additional requirements and included them in the ITQ.

You must also include details of how these will be evaluated. So, before sending the ITQ check with your procurement team for advice on evaluating bids.

You can base your criteria on the core service requirements. They are set out in both the health and social care content (HSCC) licence agreement (Word) and the call off terms and conditions (Word). If needed, suppliers can negotiate the wording of these sections and clauses. The supplier must state their preferred wording for negotiable clauses in their ITQ response.

Step 5: evaluate ITQ response(s)

Review the quotes received, including the responses to any additional requirements set out in the ITQ (if relevant) and any changes to the (negotiable) terms requested by the bidders.

At this stage, all bids should be evaluated and the winning bidder selected for contract award.

If buying digital knowledge resources through an Agent, you should request the publisher's licence for review at this stage.

Step 6: award contract

Complete the remaining sections of the call off order form once you have:

  • updated annex 6 with any additional terms agreed

  • arranged for both parties to 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 (NICENHSFA/2528)' on each purchase order or renewal form. You must also make sure that suppliers quote this text on each order acknowledgement and invoice.

Buyers and suppliers should take note of the order of precedence set out in 'clause 2: overriding provisions', in the call off terms and conditions (Word).