The Procurement Framework process will greatly simplify purchasing ICT hardware for schools
Frameworks are processes that are available to assist schools in getting quality products and services, and getting good value for money. Below are details of the latest Procurement Frameworks:
Apple Equipment Framework: HEAnet have put in place a framework for Apple equipment.
The Procurement Framework involves the pre-selection of vendors who meet certain criteria and are committed to provide ongoing quality ICT products/services to the public service (incl. Education). The aim of the Procurement Framework is to deliver excellent value for money (VFM) via ongoing vendor 'competition' on quality of service and price. The management of the process & vendors is conducted by the Department of Finance CMOD (Centre for Management and Organisation Development) section.
How the process works
Schools can buy ICT hardware and services from qualified suppliers by running "mini-competitions" within the framework.
Mini-competitions normally take the form
- Of a Simple Request for Quote (RFQ): An email is sent to the relevant framework specifying requirements and schools criteria for selection. (See framework documents for more details)
- Schools should allow sufficient time for vendors to reply.
- Schools should ensure that the tender returns match their specification and that the details returned by the vendors should be comparable (like with like) with the other bids to ensure a fair comparison can be made.
- Once a decision has being made on the purchase, you should indicate this to the successful vendor promptly. It is good practice to inform the other bids of their unsuccessful outcome. The successful vendor at this stage should inform the school of the remaining steps to complete the process.
- Schools are obliged to ensure that they treat all vendors fairly and equally (non-discriminatory, to all vendors).
Schools must be open and transparent with how winning quote is selected, stating criteria by which winning bid will be selected eg. Cost 90%, suitability for intended use 10% etc.