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The Direct Award procedure has a value limit that you cannot exceed. You must terminate (and re-procured procure the contract services if necessary) before you hit the limit of £40,000 (excluding VAT). You must also be able to evaluate a Catalogue Solution using only the information that is available on the Buying Catalogue. If you don’t have enough information to complete an evaluation, or if you can’t tell how much of any Associated Services you will need to buy , to implement or operate the solution and that may impact the solution you award the contract, then you must use the Further Competition Off-Catalogue procedure.
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Identify the Capabilities and Epics that represent your needs. Identify any Additional Associated Services you might need, for example, training, implementation support, etc... Be sure to consider your local environment and any special requirements, for example, local integration requirements that must be met.Identify the volumes you need to buy and other costs that will impact the whole life cost
Most Catalogue Solutions have a per patient price that will be based on the number of patients registered with the Service Recipient. The price of some Catalogue Solutions and Additional Services however, are based on users or other units (e.g. transaction volumes). You need to use the same volumes (e.g. users or patients) for each Catalogue Solution when calculating the total cost of each one, but the volumes may differ where different Additional Services and Associated Services will make up your order. You should ensure that you are treating all Catalogue Solutions equally when you choose which services and how much of each service to include in your estimate and later, your evaluation.
You may also wish to consider your own costs that might vary depending on the solution, for example, local implementation costs, transition costs or internal training costs. You need to identify these costs before you begin the procurement so that they are applied fairly and appropriately to all Catalogue Solutions that you are evaluating.
Confirm the evaluation criteria
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If there is genuinely only one Catalogue Solution on your shortlist that fulfils your requirements, you have a shortlist of one and can select that Catalogue Solution and proceed to Step 4.
Identify the volumes you need to buy and other costs that will impact the whole life cost
You will need to define the volumes applicable to each unit of order for each of your shortlisted Catalogue Solutions (including any Additional Services you have shortlisted) and for each Associated Service you require in order to determine the total cost of each.
Most Catalogue Solutions have a per patient unit of order based price that will be based on the number of patients registered with the Service Recipient. The price of some Catalogue Solutions and Additional Services however, are based on users or other units of order (e.g. transaction volumes). You should ensure that you are treating all Catalogue Solutions equally when determining the number of units of order applicable to each.
You may also wish to consider your own costs that might vary depending on the solution, for example, local implementation costs, transition costs or internal training costs. You need to identify these costs before you begin the procurement so that they are applied fairly and appropriately to all Catalogue Solutions that you are evaluating.
Calculate costs
You must calculate the total Price for each Catalogue Solution on your shortlist, taking into account any Additional Services and Associated Services you require, applying the volumes you defined and any other costs you identified during step 1 ‘Prepare’. An explanation and examples for calculating contract cost can be found in 5.2.5.the Understanding Price pages.
If you find there isn’t enough information in the Catalogue Solution Listing to identify how much of any service to buy, you will need to to buy and that may impact the solution to which you award the contract, then you must use the Further Competition Off-Catalogue procedure so that a Supplier can respond to your requirements.
Apply the criteria and score each Catalogue Solution
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While you wait to hear from the Supplier, you can begin to complete the Call Off Order Form. The Call Off Order Form is entirely paper-based and you as the purchaser are responsible for completing it to maintain control of the information. In future, some and eventually all of the Call Off Order Form will be completed on the Buying Catalogue.
You will need to set an initial term for the Call Off Agreement, (. We recommend that you set a Call Off Initial Period (see section 4.1.6) of 6 months. If you don’t give notice to terminate any Service Instances before the end of the Service Instance Initial Period, the contract will continue to roll monthly until you give 30 days’ notice.
You will also need to set an initial term for each Service Instance. We recommend that you set a Service Instance Initial Period (see section 4.1.6) of no more than 12 months. If you don’t give notice to terminate before the end of the initial term, the contract will continue to roll monthly until you give 30 days’ notice.
If you withdraw the order More information on the Call Off Order Form is provided on the GP IT Futures Contracts pages.
If you withdraw the order because details cannot be agreed with the supplier and you evaluated more than one Catalogue Solution, you can choose whether the second place Catalogue Solution is suitable and offer that Supplier an order, or you can end the procurement process.
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