A quick guide to getting the most out of your framework suppliers

A framework is essentially an agreement established between a public sector body and a selection of suppliers. It provides public sector bodies with a pre-approved list of suppliers who have been deemed to meet the necessary criteria and can be called upon to deliver specific services – in our case, this falls under the graphic design and marketing and communications categories.

Frameworks can be hugely beneficial to organisations, as it makes the process of testing the market much easier. It really isn’t feasible for public sector buyers to process hundreds of submissions every time they go to tender. By establishing a framework, public sector organisations can establish the criteria suppliers need to meet to effectively deliver services. And with all the contractual terms and conditions agreed in advance, both the buyers and suppliers know what they’ve signed up to.

Framework agreements are also lucrative to suppliers, as they offer them exclusive access to contracts with a closed pool of competition. It also allows suppliers to bypass the often lengthy and cumbersome procurement process.

Sadly, there are a range of reasons that framework agreements fail to work - for both the buyer and their suppliers.

As framework agreements are, by nature, nothing more than a formal acknowledgement that an organisation might choose to work with a certain supplier. And when suppliers choose to have an unnecessarily large volume of suppliers on their framework – many of whom will sadly never get awarded any work – this can result in something called ‘supplier fatigue’. This is when your suppliers start to adopt the mindset of ‘we never win so why bother’, resulting in disengagement with the framework agreement and a complete breakdown of the relationship between the buyer and that supplier.

For frameworks to succeed, public sector bodies need to make sure they’ve put in place certain measures that help get the absolute most out of these agreements.

Here’s what they should consider doing before the tender:

• Set a reasonable limit to the number of suppliers you’re inviting to the framework
• Allow pitching suppliers to ask questions about the tender so they can figure out if the fit is right on their side
• Provide plenty of time for your suppliers to meet the submission deadline to allow them to deliver a considered and quality submission

And here’s what they need to do after a place on the framework has been awarded:

• Make sure your suppliers know who you are and how to contact you (an introductory call with a central point of contact is a great way to do this)
• Streamline your process of asking for bids for work under the framework agreement, allowing your suppliers to respond quickly and efficiently to your requests
• Provide regular and consistent communication to all suppliers on your framework, making sure that everyone has the same visibility of opportunities to bid for work

 

We’re appointed to a number of framework agreements for public sector organisations across the UK. You can check out some of the fantastic work we've delivered by clicking here.