Approved Lists and Framework Agreements

INTRODUCTION
The Corporate Procurement Unit operates many approved lists for construction contractors, service providers and design related consultants.  In addition to the approved lists, there are a number of framework agreements in place covering a range of suppliers.

In general terms the approved lists and framework agreements have been put in place to cover the overall requirements of the Council, however, this does not preclude schools from accessing these lists.  In fact there are many good reasons as to why schools can benefit by using them and these are detailed below.

Contents

Approved List Vetting Process

Accessing Approved Lists

Framework Agreements

Contractor Performance
 

  1. Approved List Vetting Process
    • Every contractor, consultant or service providers that wants to apply for membership of any of the Council's approved lists must first satisfy the Council's quality assured vetting process.  This vetting process includes the following;
      • Financial Stability - as part of the application process applicants are required to provide copies of their audited financial accounts.  The accounts are vetted for both turnover and net worth to determine the maximum value of work that an applicant can safely carry out in any one financial year.  In addition to this applicants can safely carry out in any one financial year.  In addition to this, applicants can be credit checked and this will identify any possible risk of them going out of business or potential risk of failing to pay their creditors.  Applicants that fail to meet this criteria are restricted to a maximum level of work in any one financial year of £34,999.
      • Insurance - all applicants must provide proof that they have the appropriate type and level of insurance cover for employers liability and public liability.  Certain types of consultant will also require professional indemnity.
      • Health and Safety - all applicants must operate good health and safety practice and have a policy that meets the requirements laid down by the Health and Safety Executive and the Health and Safety at Work Act.
      • Technical/Professional References - applicants are required to provide details of three references from which the Council can take up technical/professional references.  The references need to be for the same type of work as the subject of their application.  Applicants need to have a minimum of two good references.
      • Equal Opportunities - applicants must be able to demonstrate that they have sound equal opportunities policies and practices, in particular employment practices.
      • Environmental Matters - some approved lists require the applicants to have an environmental policy.

      back to contents
       

  2. Accessing Approved Lists
    • Details of the types of approved lists that the Council has in place can be found by accessing the Council's supplies and contract management system (SCMS) http://scms.alito.co.uk.
    • The approved lists do not constitute a contractual arrangement, they are lists of construction contractors and goods and service providers that have been vetted to the Council's standards.  Companies on the list can be invited to tender of quote for goods and services.

      back to contents
       
  3. Framework Agreements
    • Unlike approved lists, framework agreements are contractual arrangements and contain details of providers and their places for carrying out categories of work making up the agreement.  Schools can use the agreement as they allow direct access to appropriate providers who can be asked to carry out the work in question.
    • Details of the available framework agreements are available by accessing the Council's Contract Information System (CIS) http://cis.leeds.gov.uk.  Help and support in using these arrangements can be obtained from the Procurement and Service Advice Team on 0113 24 75268.
    • Any advice regarding the School's Capital Programme can also be obtained from Tony Palmer, Estate Management Education Leeds on 0113 24 75342.

      back to contents
       
  4. Contractor Performance
    • The regular reporting of contractor, consultant and service provider performance is extremely important both in terms of good and adverse performance, in that it allows the Council to:
      • Identify good performing contractors, consultants and service providers and when this happens the good performers can be promoted and their use further maximised.
      • identify adverse performance.  The last thing that the Council wants (and schools) are contractors, consultants and service providers that offer a poor service or carry out poor quality work.
    • The Council has a procedure in place for reporting and dealing with performance and schools are encouraged to use this procedure as follows:
      • Report performance on a regular basis, this should be done on a minimum of once per year or more if a school thinks it necessary to raise an interim report.  In the case of short term construction contracts then the reporting of performance can take place upon practical completion.
      • Performance reports can be made by using the relevant performance report.  Copies of the Performance Reports for construction contractors, consultants and service providers can be found here.
      • The completed performance reports need to be forwarded to the Corporate Procurement Unit, Department of Legal and Democratic Services, Leeds City Council, Civic Hall, Leeds, LS1 1UR marked for the attention of David Threapleton or telephone on 0113 24 74087.
      • Details of all performance reports are logged in the Council's database.
      • In the case of adverse performance the following procedure is used:
        • Schools must provide document evidence to support the claim of adverse performance (i.e. copies of correspondence, emails, meeting notes etc).
        • The adverse report will be investigated and the contractor, consultant or service provider asked to provide a written explanation.
        • A report prepared and presented to Legal Approved List Performance Decisions (LAPD).
        • LAPD can decide to:
          • suspend from further invitations and close monitor all other ongoing work with the intention of a follow up report being presented to LAPD.
          • delete from approved list and close monitoring of all ongoing commitments.
          • delete from approved list and terminate ongoing contracts.

      back to contents

W3C HTML 4.01 Validation logo W3C CSS validation logo Bobby AAA approved logo