Framework Call-Off

A framework call-off is the commercial event that delivers value from a framework agreement. The framework establishes who can supply and at what terms; the call-off activates those terms for a specific requirement. Understanding how call-offs work, and how to compete effectively for them, is central to making framework membership commercially productive.

What is a Framework Call-Off?

When a contracting authority has an established framework agreement and a specific procurement need arises, it issues a call-off to one or more framework suppliers to meet that need. The call-off is a legally binding contract in its own right; it creates the delivery obligation, sets out the quantities or scope, and confirms the price and timeline.

Under Article 33 of Directive 2014/24/EU, call-offs must respect the conditions of the framework. A buyer cannot materially change the terms, scope, or prices agreed at framework level through the call-off process. If the requirement has changed substantially from what the framework was designed to cover, a new standalone procurement may be more appropriate.

How call-offs are placed depends on the framework structure. Under a single-supplier framework, call-offs are placed directly with the sole framework supplier. Under a multi-supplier framework, call-offs are placed either by direct award (using pre-established ranking or criteria) or by mini-competition among the admitted suppliers.

Why it matters for bidders

For suppliers on a framework, every call-off is a revenue opportunity. Tracking call-off activity on frameworks where you are admitted allows you to prioritise responses and plan resource allocation. In frameworks using mini-competition, each call-off requires a competitive response; suppliers who fail to engage with call-off invitations may be deprioritised or removed from the framework.

For suppliers not on a framework, call-off notices are a signal that a buyer's needs are being met through an existing arrangement. Spotting a pattern of call-offs under a framework that is approaching expiry can indicate when to prepare for the next framework competition.

Example

A university consortium has a five-supplier framework for audio-visual equipment. A member university needs projection systems for a new lecture theatre. It issues a mini-competition call-off to all five framework suppliers, describing the specification and requesting pricing within ten days. Three suppliers respond. The university evaluates on price and delivery lead time, awarding the call-off contract to the lowest compliant bidder.

Frequently Asked Questions

Can a call-off exceed the framework's duration?

A call-off must be placed (awarded) while the framework is live. However, the call-off contract itself may run beyond the framework expiry date. The key point is that the obligation to deliver must be created before the framework ends, not that delivery itself must be completed within the framework period.

Is there a minimum or maximum value for a call-off?

The directives do not specify minimum or maximum call-off values; these are set by the framework's own terms. Many frameworks include indicative call-off thresholds that trigger mini-competition (for example, all requirements above £25,000 must be mini-competed). These thresholds are set by the contracting authority and documented in the framework terms.

Can a buyer use a call-off to extend the scope of the framework?

No. A call-off must be within the scope of what the framework was established to cover. Expanding scope through a call-off would amount to a contract modification not covered by the original competition, which is prohibited under the directives. If new requirements arise that fall outside the framework scope, a separate procurement is required.