Retrofit Procurement Frameworks: Which to Use and When

Selecting the right procurement framework is critical for PAS2035 retrofit projects. The choice affects project timelines, cost control, supply chain resilience and quality assurance. This guide outlines the main frameworks available to retrofit coordinators and when each approach delivers best value.

Understanding Your Options

UK retrofit coordinators typically work within four main procurement routes: open tender, restricted tender, framework agreements, and dynamic purchasing systems. Each has distinct advantages depending on project scale, complexity and timeline requirements.

Open Tender Procurement

Open tendering is the most transparent approach, allowing any qualified supplier to bid. This suits:

• Medium to large retrofit programmes with clear specifications
• Projects where you have time for a full competitive process (8-12 weeks typical)
• Programmes requiring maximum value for money demonstration
• Complex technical requirements where broad market knowledge is valuable

Open tender requires detailed technical specifications aligned with PAS2035 standards. Prepare comprehensive quality criteria beyond price, including installer accreditation, warranty provisions and performance guarantees.

Restricted Tender Procurement

Restricted tendering pre-qualifies a supplier list before inviting bids. This approach works well for:

• Repeat or phased retrofit programmes across multiple properties
• Schemes requiring vetted installers with specific PAS2035 competencies
• Projects where supplier financial stability matters (longer contracts)
• Programmes needing faster procurement cycles (4-6 weeks)

Pre-qualification questionnaires (PQQs) should assess installer experience with retrofit measures, PAS2035 accreditation levels, relevant certifications (MCS, FENSA, OFTEC), and references from similar projects. This filtering reduces evaluation burden on shortlisted bidders.

Framework Agreements

Framework agreements establish terms with multiple suppliers, allowing work orders across a defined period (typically 2-4 years). These suit:

• Large-scale retrofit programmes (50+ properties) with rolling pipelines
• Projects requiring rapid mobilisation after property selection
• Schemes needing consistent quality across multiple phases
• Programmes with budget certainty but variable delivery schedules

Framework agreements offer cost certainty through agreed rates whilst maintaining competition through periodic mini-tenders for specific work packages. Establish clear performance metrics covering completion timescales, defect rates and customer satisfaction.

Frameworks require robust supplier management. Include performance monitoring clauses, financial stability reviews and provisions for underperforming suppliers to be removed or demoted.

Dynamic Purchasing Systems (DPS)

Dynamic Purchasing Systems allow continuous supplier recruitment under standing terms. These work best for:

• Long-term retrofit programmes (3+ years) with uncertain demand profiles
• Schemes requiring access to specialist suppliers for specific measures
• Programmes where supplier capacity is unpredictable
• Projects benefiting from ongoing market competition

DPS platforms can include e-cataloguing and automated ordering functionality. They suit large social housing retrofit programmes where scale justifies system investment.

Hybrid Approaches

Many successful retrofit programmes combine frameworks. For example, a primary framework for standard measures (cavity wall insulation, loft insulation) with a secondary specialist framework for heat pump installations or air-tightness work. This balances cost certainty with flexibility for emerging supplier needs.

Key Evaluation Criteria

Whatever framework you choose, evaluation should balance:

1. Technical competency: PAS2035 accreditation, measure-specific certifications, relevant experience
2. Financial viability: Company accounts review, insurance cover, credit checks
3. Capacity and timescales: Realistic project scheduling, available resources
4. Quality systems: ISO 9001, customer feedback, defect management processes
5. Value for money: Competitive pricing within market norms, transparent cost breakdowns

Procurement Timeline Planning

Build sufficient lead time into your project schedule:

• Open tender: 12-14 weeks (specification, advertising, evaluation)
• Restricted tender: 8-10 weeks (PQQ, shortlist, tender)
• Framework establishment: 10-12 weeks (specification, procurement, standstill period)
• DPS setup: 12-16 weeks (platform development, initial recruitment)

Underestimating procurement timelines is a common source of retrofit project delay. Factor in statutory standstill periods post-decision notification.

PAS2035 Specific Considerations

Regardless of framework choice, ensure your procurement documents specify:

• Requirement for PAS2035 retrofit assessment competency
• Mandatory quality assurance and testing protocols
• Post-completion verification and defect liability periods
• Data requirements for RDSAP re-assessment
• Warranty and performance guarantees aligned with retrofit standards

Making Your Selection

Choose your procurement framework based on programme scale, complexity, timeline and supplier market maturity. Smaller, straightforward programmes typically suit restricted tender or single-supplier frameworks. Large, complex programmes benefit from framework agreements or DPS structures that provide scale benefits.

Document your procurement strategy early in project development. Ensure sufficient technical specification detail to support meaningful supplier evaluation. Build in adequate timelines and maintain clear communication with all stakeholders throughout the procurement process.