Business Solutions framework

Yes. The framework was procured through a competitive tender process in line with the Public Contracts (Scotland) Regulations 2015, advertised via the Find a Tender Service and the Public Contracts Scotland portal. For Scottish public sector bodies, using this framework provides a compliant route to market that satisfies the requirements of the Procurement Reform (Scotland) Act 2014. The Sustainable Procurement Duty requires contracting authorities to consider how procurement can improve economic, social, and environmental wellbeing. The framework’s quality evaluation covered sustainability, social value, and supply chain management for all suppliers, which means members using it can demonstrate that these considerations were built into the procurement process rather than overlooked. 

Both lots cover the same range of office and business solutions including stationery, business machines, paper, PPE, and hygiene supplies. The difference is in how pricing is structured. Lot 1 operates on a core basket of goods with competitive framework pricing. Lot 2 is specifically designed for organisations that want a formal, measurable savings commitment: the supplier’s bid includes a minimum guaranteed savings percentage, and within 30 days of call-off they deliver a Smart Savings Plan setting out how those savings will be achieved by the first anniversary. Monthly progress tracking gives you ongoing visibility of whether the commitment is being met. If demonstrating a clear return on procurement activity is a priority, whether for internal governance or external reporting, Lot 2 provides that structure. 

Tail spend refers to the long tail of small, infrequent purchases that sit outside your main contracts. These transactions are typically low in individual value but high in volume and administrative effort: multiple purchase orders, multiple invoices, multiple supplier relationships, and no consolidated visibility over what’s being spent. Lot 10 routes all of that through a single managed solution, consolidating fragmented spend, automating low-value transactions, and providing reporting on what’s being purchased and where savings can be made. It’s particularly relevant for smaller Scottish housing associations where procurement staff are covering a wide range of responsibilities and don’t have capacity to manage dozens of low-value supplier relationships. The 70% quality weighting on this lot reflects how much operational complexity a good tail spend solution has to handle. 

PPE supplied through Lot 8 must comply with the Personal Protective Equipment at Work Regulations 1992 (as amended by the 2022 Regulations), which require employers to provide suitable PPE for employees exposed to health and safety risks that can’t be eliminated by other means. Suitable means appropriate for the risk, correctly fitting, and compliant with the relevant product standard for the hazard involved. Framework suppliers have been through quality evaluation covering compliance with industry standards. For housing organisations with field-based staff carrying out maintenance, inspections, or void clearances, the specialist hazard capability in Lot 8 covers flame-resistant, chemical-resistant, and electrical protection clothing where those risks are present. If you’re not sure which protection level applies to a particular role, PfH Scotland can help you work through the specification. 

The Procurement Reform (Scotland) Act 2014 requires contracting authorities to have a procurement strategy that addresses economic, social, and environmental wellbeing, and to produce an annual procurement report. The Sustainable Procurement Duty means sustainability isn’t optional in how you approach procurement decisions. The Business Solutions framework has it built into supplier evaluation: social value, environmental practices, and supply chain management were all assessed as part of the quality scoring for each lot. Members can point to the framework’s procurement process as evidence that these considerations were applied, and suppliers can provide data on environmental certifications, packaging reduction, and sustainability credentials to support your own reporting. For members managing the Fair Work First requirements that apply to Scottish public sector contracts, supplier assessments during the tender also covered relevant workforce and employment practices. 

Lot 6 covers the technology layer that sits around document and information management. For housing organisations, practical applications include moving from paper-based processes such as tenancy documentation, repairs job sheets, and inspection records to secure digital systems with search and indexing; automating routine workflows such as invoice approval or contractor onboarding; and moving file storage to secure cloud or hybrid environments with proper data backup and network security. These aren’t abstract technology projects: they directly reduce the administrative cost of managing information, speed up processes for staff and residents, and help organisations meet their data management and security obligations. The three suppliers on Lot 6 were assessed on digital capability and innovation as part of the quality evaluation, so they bring experience of implementing these kinds of changes rather than just supplying the technology. 

Once a member calls off from Lot 2, the supplier has 30 days to deliver a Smart Savings Plan. That plan sets out the specific actions the supplier will take to achieve the guaranteed savings percentage by the first anniversary of the call-off contract. Savings might come from substituting own-brand alternatives where quality is equivalent, consolidating purchasing into fewer higher-volume orders, or identifying products where you’re currently paying above-market rates. Monthly progress tracking means you’re not waiting until the anniversary to find out whether the commitment is on track. If you want the benefits of a managed savings programme without running your own spend analysis or negotiation process, Lot 2 provides that structure with accountability built in. 

Yes on both counts. The framework is designed to be flexible. An organisation could use Lot 1 or Lot 2 for everyday office supplies, Lot 4 for print devices at specific sites, Lot 8 for workwear and PPE for operational staff, and Lot 9 for janitorial supplies, all under the same framework. Different sites can call off from different lots or from the same lot through different suppliers depending on local needs. If you’re currently managing multiple separate supplier relationships across these categories, PfH Scotland can help you work through how to consolidate them through the framework in a way that reduces both cost and administrative overhead. 

PfH Scotland provides support throughout the process including helping you identify which lots and access routes best fit your requirements, providing template call-off documentation, and supporting evaluation if you run a mini-competition. The Quantum platform gives members ongoing visibility of contract performance, spend analytics, and value-for-money data throughout the framework term. For organisations that want to develop a broader procurement strategy around operational spend, PfH Scotland’s consultancy services can help with that alongside framework access. Membership is open to all Scottish housing associations, local authorities, and registered social landlords regardless of size.