Becoming a Crown Commercial Service Supplier

Becoming a Crown Commercial Service Supplier

The Crown Commercial Service (CCS) helps public sector organisations buy goods and services while meeting procurement regulations. Through CCS agreements, you can sell to 20,000 UK public sector buyers spending over £31 billion yearly across 83 categories.

What is the Crown Commercial Service?

CCS is the UK's largest central purchasing body, managing commercial agreements covering communications, construction, eCommerce, energy, fleet, technology, office solutions, print, professional services, property management, research and travel.

Public sector procurement isn't exclusive to large organisations. Many CCS suppliers are small and medium-sized businesses (SMEs), and some are even micro-businesses.

Framework Application Requirements

When bidding for a place on a CCS framework, you'll need to meet several key expectations:

Technical capability must be demonstrated through detailed references. Most frameworks require you to complete technical reference sheets showing relevant experience, including contract values, volumes and performance metrics. These references must be verifiable and typically from the last three years.

Mandatory accreditations vary by framework but commonly include:

• Cyber Essentials or Cyber Essentials Plus certification
• Relevant industry-specific standards
• Carbon reduction plans are now mandatory for most frameworks, especially those valued over £5 million. You'll need to provide plans showing your commitment to achieving Net Zero by 2050.

Social value requirements typically account for 10-20% of scoring. Your bid must show how you'll deliver social, economic and environmental benefits.

Financial stability will be assessed through your accounts, credit ratings and financial ratios. For larger contracts, CCS often requires minimum turnover thresholds.

Winning a Place on a CCS Framework or Dynamic Market

Crown Commercial Services frameworks and Dynamic Purchasing Systems are the key opportunities for suppliers to gain approval and start winning new UK public sector customers.

To become a framework supplier, you must:

1. Register on the CCS eSourcing portal with your organisation's legal name and DUNS number
2. Read the tender documentation carefully, noting evaluation criteria weightings
3. Attend supplier briefings when offered
4. Submit comprehensive responses to selection questionnaires and quality questions
5. Provide accurate pricing submissions
6. If successful, sign and return your agreement

Dynamic Markets (replacing the current DPS model) will offer more flexibility. Unlike frameworks, suppliers can join at any time during the agreement's lifetime, making them more accessible for new businesses.

There are no joining fees. Suppliers pay a small commission based on sales made through the agreement, currently averaging just 0.33%.

Thornton & Lowe has helped hundreds of businesses become Crown Commercial Service Suppliers with our bid and tender writing services!

Contact us today! Hello@thorntonandlowe.com or call on 01204 238046

What Happens After Winning a Framework Place?

Once you've won a place, public sector buyers can purchase from you through two main routes:

Direct award happens when a buyer identifies your business as meeting their requirements without further competition. This occurs when the framework's pre-defined pricing and terms match the buyer's needs exactly.

Mini-competitions are more common. Buyers invite all suitable suppliers on the relevant framework lot to bid for a specific contract. These have much shorter timeframes than the original framework application - often just 7-10 days.

Mini-competition success requires:

• Rapid response capabilities
• Tailored proposals addressing the organisation's specific requirements
• Understanding of the buyer's challenges
• Competitive pricing that demonstrates value beyond cost
• Detailed implementation plans

Management Information Requirements

Once delivering through a framework, you must fulfil Management Information (MI) obligations - a contractual requirement specified in Framework/DPS Schedule 5.

MI is a record of all business transacted on CCS commercial agreements. You must submit this information monthly via an online portal for the full lifetime of the agreement, even after the framework expires if you have ongoing call-off contracts.

Your MI responsibilities include:

• Submitting accurate monthly returns
• Declaring when you've conducted no business (nil returns)
• Paying CCS invoices promptly
• Resolving any reporting problems immediately
• Keeping your MI contacts updated

This information generates the management charge, allows performance monitoring, and informs CCS business decisions.

Building Relationships and Winning Business

Success as a CCS supplier requires active engagement:

1. Attend supplier engagement events to shape requirements before they're finalised.
2. Monitor mini-competition notices through framework-specific portals and the CCS eSourcing tool.
3. Develop bid libraries with reusable content addressing common requirements like implementation methodologies and social value initiatives.
4. Build relationships with framework managers who can provide guidance on maximising your position.
5. Prepare to evidence your performance against key metrics, as buyers often request performance data from existing contracts.

Take a look at our guide to selling into the public sector.

Options for New Businesses

• If you're new to public sector work, consider these pathways:
• Register on the Government eMarketplace for lower value opportunities.
• Look for CCS's Low Value Purchase System, created for straightforward goods and services from SMEs.
• Target Dynamic Markets rather than frameworks initially, as they offer easier entry points throughout their lifetime.
• Consider partnerships with established suppliers to overcome limitations in experience or financial standing.
• Invest in required accreditations early, particularly Cyber Essentials, which is becoming standard across all frameworks.