For suppliers looking to enter or expand within the healthcare sector, navigating the NHS supply chain can often feel like a complex and daunting endeavour. The landscape is governed by specific rules, terminology, and processes that can be challenging to grasp. NHS frameworks are structured guidelines, tools, and agreements that guide the UK’s healthcare system’s operations, providing a foundation for procurement and service delivery across the UK. This guide is designed to demystify how NHS procurement frameworks and contracts work, provide details on their structure and requirements, explain the critical differences between them, and outline the end-to-end process suppliers must follow. By breaking down these concepts into clear, actionable insights, we’ll help you navigate NHS tenders more effectively—from finding the right opportunities to securing your place as a trusted partner to the health service.
What Are NHS Frameworks and Why Do They Matter for Your Business?
In simple terms, NHS procurement frameworks are umbrella agreements established with a pre-selected group of suppliers to deliver specific goods or services under agreed terms. Framework agreements are designed to ensure ease of access for NHS organisations and provide a compliant route to market in line with the Public Contracts Regulations 2015. Think of a framework as a pre-approved supplier list or catalogue that NHS organisations can buy from without running a full tender each time. These agreements typically run for up to four years and are designed to simplify, standardise, and accelerate NHS purchasing.
Framework agreements are often divided into ‘lots’ by product or service type, providing a comprehensive choice of pre-approved suppliers and excellent geographic coverage. They allow buyers to aggregate demand across trusts and systems, apply consistent quality and compliance standards, and move quickly when requirements arise. This is particularly common for repeat or high-volume categories such as medical devices, digital health solutions, professional services, and facilities management. Framework agreements are the most common way of buying digital products in the NHS, and there are 2,274 approved organisations that can access NHS framework agreements.
HCI Insight: Frameworks account for a significant proportion of NHS contract value, but many providers underestimate how fragmented and dynamic the current frameworks landscape is. New frameworks launch every year, existing agreements expire or refresh, and buyer usage varies widely by trust, ICS, and category. Without clear visibility, providers often miss renewal windows, fail to track buyer call-offs, or invest in the wrong frameworks altogether. For further details on specific frameworks, refer to official NHS resources.
For providers, securing a place on an NHS framework is a major milestone. It signals to NHS buyers that your organisation has been rigorously assessed and meets the minimum required standards for compliance, governance and value. This pre-approved status builds credibility, shortens sales cycles, and unlocks access to opportunities that may never appear as standalone tenders.
Where HCI adds value: HCI helps providers go beyond simply being on a framework to understanding how frameworks are used. By providing insight into live frameworks, historic call-off activity, expiring agreements, and buyer behaviour, HCI enables you to prioritise the right frameworks, engage earlier with NHS decision-makers, and focus effort where real demand exists. The result is smarter bidding, better pipeline planning, and a stronger position within the NHS market.
Core Difference: NHS Frameworks vs. NHS Contracts
Any supplier needs to understand the distinction between a framework agreement and a direct contract. While related, they represent different stages of the procurement journey and come with different expectations. An easy way to think about it is to use an analogy: a framework is like being accepted onto a pre-approved catering panel for a large organisation, whereas a contract is the specific order to provide lunch for next week’s board meeting.
- A Framework Agreement is the overarching arrangement that sets out the terms and conditions (like pricing, quality standards, and service levels) for future purchases. It pre-qualifies a group of suppliers but does not commit the NHS to buy anything immediately. Getting onto a framework is an opportunity, not a guarantee of work. Multiple suppliers are often on each framework, and they may be required to compete against each other for the actual work when a need arises.
- An NHS Contract (often called a “call-off” contract in this context) is the legally binding agreement for the actual purchase of goods or services from a supplier on the framework. It is the purchase order. When an NHS Trust needs something, it “calls off” from the framework, triggering a contract with a specific supplier to deliver a defined product or service. In a direct, open tender process outside of a framework, only one winner gets the deal, making it highly competitive. A framework, by contrast, may have several winners who are all eligible to receive future call-off contracts.
In summary, securing a place on a framework is the essential first step that positions your business to win actual orders more easily. You have joined the team roster; the next step is to compete to be picked for the game.
Navigating the NHS Procurement Process from Start to Finish
The NHS procurement process is structured to ensure fairness, transparency, and value for money, adhering to public procurement regulations. While it can seem complex from the outside, the journey from identifying a need to awarding a contract generally follows a clear and logical path.
What is an NHS Framework Agreement?
Delving deeper, an NHS Framework Agreement is the formal “umbrella” contract between the purchasing authority (like NHS England or an NHS Trust) and multiple suppliers. Its primary function is to establish a pre-agreed set of terms, conditions, and pricing structures. Framework agreements are often divided into ‘lots’ by product or service type, and sometimes by region, which enables NHS organisations to efficiently source specific goods or services tailored to their needs. Crucially, it doesn’t oblige the NHS to spend anything upfront but streamlines future purchasing by laying all the necessary groundwork in advance.
Frameworks enable efficient and flexible procurement for NHS organisations by providing access to a list of pre-approved suppliers. In addition to traditional frameworks, the NHS also uses the Dynamic Purchasing System (DPS), a flexible, electronic procurement method that enables new suppliers to join at any time during the contract period. This promotes innovation and encourages SME involvement in NHS procurement.
When a specific need arises, an NHS body can award a call-off contract in one of two ways:
- Direct Award: If the framework terms are precise enough and one supplier has been identified as offering the best value (for instance, they were ranked first during the initial framework tender), the buyer can award the contract directly without further competition.
- Mini-Competition: More commonly, the buyer will run a further competition, inviting all capable suppliers on that framework (or a specific lot) to submit a more detailed proposal or quote for the specific requirement. This process is much faster and simpler than a full open tender, as the core vetting is already complete.
Exploring the Different Types of NHS Contracts
Within the NHS ecosystem, suppliers will typically encounter three broad categories of contracts, each with its own focus and requirements:
- Contracts for Goods (Supplies): These cover the procurement of tangible products. This can be anything from clinical items like medical devices, pharmaceuticals, and PPE to non-clinical goods such as IT hardware, office supplies, and software solutions that support operational areas like finance. Technology and digital technologies are increasingly procured through specialised frameworks, allowing buyers to access a range of similar products from accredited providers. NHS England has categorised digital services into 6 pillars covering 32 framework agreements to help buyers find the right solutions for their needs.
- Contracts for Services: This category involves contracting for tasks or expertise rather than physical products. Services can be clinical, such as diagnostic scanning or mental health support, or non-clinical, like hospital catering, IT support, or consultancy. Many of these services now involve digital technologies and software, with providers offering specialized technology solutions, including SaaS applications and technical consultancy. Service contracts place a strong emphasis on outcomes, staff qualifications, and adherence to regulatory standards.
- Contracts for Works: ”Works” refers to construction and engineering projects. For the NHS, this includes building new hospitals or health centres, renovating existing wards, or installing critical medical facilities. These high-value projects are often procured through dedicated construction frameworks, such as ProCure23, which pre-selects contractors capable of delivering complex healthcare infrastructure.
A Look at the Main List of NHS Procurement Frameworks
The NHS utilises a vast array of frameworks to procure everything it needs. While it’s impossible to list them all, they can be grouped into key categories:
- Digital & IT Frameworks: Led by organisations like NHS England and Crown Commercial Service (CCS), these frameworks provide access to everything from electronic patient record systems to cloud hosting and cybersecurity. NHS England has developed guidance and a 6 pillar approach to help buyers find the right framework agreement for their needs, simplifying the digital and IT framework landscape. These frameworks are accessible to Contracting Authorities across England and Wales, ensuring broad geographic coverage. Key examples include the Health Systems Support Framework (HSSF) and G-Cloud. Frameworks help align individual trusts and systems towards national goals such as digital transformation and workforce expansion.
- Medical Equipment & Supplies Frameworks: Primarily managed by NHS Supply Chain, these are organised into “Category Towers” covering areas like surgical instruments, diagnostics, cardiology, and ward consumables. Being listed on one of these frameworks places your products in the NHS Supply Chain online catalogue, ready for trusts to order directly.
- Estates & Construction Frameworks: For capital projects, the NHS relies on specialised works frameworks. The most prominent is ProCure23 (the successor to ProCure22), a national framework for the design and construction of healthcare facilities, ensuring projects are delivered with cost certainty and quality.
- Professional Services Frameworks: The NHS also procures a wide range of corporate and clinical services through frameworks. This includes everything from management consultancy and legal advice via NHS Shared Business Services (SBS) framework to temporary clinical staffing through the NHS Workforce Alliance framework.
The Advantages of Using NHS Procurement Frameworks
For suppliers, the effort required to get onto an NHS framework is a strategic investment that pays significant dividends. The benefits are clear and compelling:
Why Healthcare Procurement Frameworks Streamline a Supplier’s Journey
Frameworks are designed to eliminate repetitive, time-consuming hurdles. Instead of completing a full tender for every single opportunity—a high-effort, high-risk scenario—you front-load that effort. Once your place is secured, subsequent call-off bids are far shorter and simpler, as your company’s credentials have already been verified. This saves invaluable time and resources, freeing you to focus on quality delivery rather than constant tendering. The pre-agreed terms and conditions also remove the need for lengthy negotiations on each contract, speeding up the entire transaction for both you and the buyer.
Key Steps to a Successful NHS Tender Application
While frameworks streamline the process, a high-quality application is still essential. It is crucial to follow official guidance and the developed guidance to ensure your application meets minimum criteria and compliance standards. To improve your chances of success, focus on these key steps:
- Understand the Specification: Read every document thoroughly, including all relevant guidance, to ensure you fully grasp the buyer’s needs, evaluation criteria, and desired outcomes. A proposal that doesn’t directly address the requirements will fail.
- Provide Clear Evidence: Make strong, evidence-backed claims. Use case studies, testimonials, and performance data to prove your track record and demonstrate your capability to deliver.
- Price Competitively and Clearly: Your pricing structure must be transparent, easy to understand, and represent clear value for money. Ensure it aligns perfectly with the requirements of the pricing schedule.
- Demonstrate Social Value: The NHS places increasing importance on social value. Articulate how your business contributes to key social, economic, and environmental policy goals, as this is often a scored part of the evaluation.
Challenges to Watch Out For in the NHS Procurement Cycle
Despite the opportunities, suppliers should be aware of the potential hurdles in the NHS procurement cycle. Being prepared for these challenges is key to long-term success.
- Complex Documentation: The bidding process can be paperwork-heavy, with lengthy questionnaires and strict formatting rules. Missing a single detail or document can lead to disqualification.
- High Competition: NHS contracts attract a large number of bidders, including established incumbents. Even on frameworks, you will be competing with your peers in mini-competitions. A compelling value proposition is essential to stand out.
- Long Timelines: Public procurement is not a quick process. A tender can take months from publication to award, and with frameworks often lasting four years, missing one can mean a long wait for the next opportunity. Patience and strategic planning are vital.
- Compliance Demands: The NHS has stringent regulatory requirements, from data protection (DSP Toolkit) to clinical standards (UKCA marking). The compliance bar is high, and suppliers must invest in having the necessary certifications and policies in place. Organisations must effectively manage compliance and documentation throughout the process. Involving relevant stakeholders in the procurement process is crucial to ensure fairness, transparency, and effective management of requirements.
How HCI Contracts Can Help You Win Your Next NHS Contract
Tackling the complexities of NHS procurement alone can be a significant drain on your resources. At HCI we act as a specialist partner, providing the intelligence and support you need to navigate the NHS landscape with confidence. We will help you move from being a reactive bidder to a proactive, strategic supplier.
Our platform offers the insight to help you write compelling, compliant bids that speak directly to the evaluators’ criteria. We help you identify the most valuable frameworks, plan your application strategy, and maximise your chances of success. By partnering with us, you free up your team to focus on what they do best—running your business—while we handle the technicalities of the tendering process.
Ready to navigate the complexities of NHS frameworks with an expert guide? Contact HCI today for a consultation, and let’s secure your place as a trusted NHS supplier.
For further information and comprehensive guidance on NHS procurement and public procurement regulations, please consult official NHS and government resources.
Your Next Steps in Mastering NHS Frameworks and Contracts
Successfully entering the NHS supply chain is a highly rewarding journey. The key is to approach it with a clear strategy and a deep understanding of the system. To summarise the key takeaways:
- Know the System: Understand the fundamental difference between a framework (the opportunity) and a contract (the order). This knowledge will shape your entire sales strategy.
- Prepare to Succeed: Treat every tender application with meticulous care. Invest time in understanding the buyer’s needs and providing clear evidence of your value.
- Address the Challenges: Be realistic about the hurdles. Plan for long timelines, high competition, and complex paperwork. Every bid, win or lose, is a learning opportunity.
The NHS is a stable and hugely significant customer that actively seeks innovative and reliable suppliers. By mastering how its frameworks and contracts operate, and by approaching the procurement process with preparation and expert support, you can position your business to win its share of opportunities and become a valued partner in delivering world-class healthcare.