call-off

A call-off is a purchase or order made under an existing framework agreement. It is a simple and efficient way for the public sector to make purchases without having to conduct a full tender procedure each time.

How do call-offs work?

When a contracting authority has entered into a framework agreement with one or more suppliers, they can make call-offs from that agreement whenever they need goods or services. Think of it as ordering from a pre-approved menu -- you choose from what has already been agreed upon.

There are two main types of call-offs:

• Direct call-off: When the framework agreement is with a single supplier, the contracting authority can order directly.
• Mini-competition: When the framework agreement is with multiple suppliers, the contracting authority must often conduct a small competition among them before placing an order.

Practical example

Let's say a municipality has a framework agreement for office furniture with three suppliers. When they need to buy new office chairs, they send a request to all three suppliers (mini-competition). The suppliers submit their bids based on the terms of the framework agreement, and the municipality selects the best bid according to the agreed award criteria.

Benefits of call-offs

• Saves time and resources compared to a full tender procedure
• Simplified process with predefined terms
• Faster delivery since suppliers are ready
• Predictable prices and conditions

To keep track of call-offs and framework agreements, tools like Cobrief can help simplify the process and ensure that all requirements and guidelines are followed.

In short, a call-off is a practical way to make purchases when a framework agreement is in place. It saves time and resources for both contracting authorities and suppliers while ensuring efficient and legally compliant procurement.