Getting on Government Procurement Frameworks: Crown Commercial Service, NHS Contracts and Council Approved Lists

Quick Answer: Government frameworks are pre-approved supplier lists that allow public bodies to place contracts without running a full tender each time. The main routes are Crown Commercial Service (CCS) frameworks, NHS Shared Business Services (NHS SBS) frameworks, and individual council/housing authority approved contractor lists (ACLs). Qualification typically requires 2–3 years' accounts, insurance at £2–10 million public liability, and compliance evidence including health and safety policies and a Modern Slavery statement.

Summary

Getting on a government framework can be the difference between scraping around for domestic work and having a pipeline of secured, paid contracts. Council repairs and maintenance, NHS facilities management, housing association refurbishment programmes, and school maintenance contracts all flow through frameworks. A small builder or M&E contractor that qualifies can pick up £500k–£5m of work per year through a single framework without tendering competitively each time.

The process is bureaucratic, and that puts most tradespeople off. The applications are long, require policy documents most small firms have never written, and the criteria can seem designed for large contractors. In reality, many frameworks actively target SMEs. CCS publishes SME spend targets; many councils ring-fence local supplier lots; and NHS SBS has dedicated SME portals. The barrier is knowledge, not size.

The common misconceptions are: that you need to be a large company; that it takes years to break in; and that you need to be VAT-registered (you do not for most frameworks, though turnover thresholds make VAT registration almost certain). What you do need is documentation — policies, method statements, insurance certificates, and financial accounts — and the time to complete the prequalification questionnaire (PQQ) or Selection Questionnaire (SQ).

Key Facts

• Crown Commercial Service (CCS) — the main central government procurement body. Manages frameworks covering construction, facilities management, maintenance, and infrastructure. Website: crowncommercial.gov.uk.
• NHS Shared Business Services (NHS SBS) — manages frameworks for NHS trusts including maintenance, works, and professional services.
• Constructionline — industry prequalification database used by most public bodies. Becoming a Constructionline member (Gold or Platinum level) satisfies the PQQ requirements for most local authority and NHS frameworks. Annual fee: from ~£445+VAT (Standard), ~£835+VAT (Gold), ~£1,490+VAT (Platinum).
• SSIP (Safety Schemes in Procurement) — umbrella body for health and safety prequalification. CHAS, SafeContractor, Acclaim, Exor, and Smas are all SSIP members. One SSIP accreditation is accepted by all SSIP-member clients.
• CHAS (Contractors Health and Safety Assessment Scheme) — most widely recognised SSIP scheme. Annual fee: ~£395+VAT for sole traders, ~£575+VAT for businesses with employees.
• PAS 91:2013+A1:2017 — PAS 91 is the standardised prequalification questionnaire used across the UK construction sector. Reduces duplication across multiple frameworks.
• Public Contracts Regulations 2015 (PCR 2015) — the primary legislation governing public procurement in England, Wales, and Northern Ireland. Being replaced by the Procurement Act 2023 (came into force 24 February 2025).
• Procurement Act 2023 — new UK procurement law effective from 24 February 2025. Replaces PCR 2015 and simplifies the regime. Introduces a new single Unique Identifier (PPON) for suppliers, a new Open Framework route, and a mandatory debarment register.
• Turnover threshold — many frameworks require annual turnover of at least 1.5–2× the estimated annual contract value. A framework lot worth £200k/year typically requires £300–400k turnover.
• Public Liability insurance — minimum £2m required by most frameworks; £5m or £10m for larger lots. NHS and MOD frameworks often require £10m.
• Employer's Liability insurance — mandatory if you have employees (Employers' Liability (Compulsory Insurance) Act 1969). Minimum £5m by law; most frameworks require £10m.
• ISO 9001 (Quality Management) — often required for larger lots. Constructionline Gold includes third-party verification equivalent for many purposes.
• ISO 14001 (Environmental Management) — required for higher-tier lots on infrastructure and highways frameworks.
• Modern Slavery Act 2015 — any business with turnover over £36m must publish an annual statement. Frameworks ask for a Modern Slavery policy regardless of size.
• Living Wage — many councils and NHS trusts now require Real Living Wage commitment as a supply chain condition.
• DBS checks — required for work in schools, hospitals, housing where vulnerable people are present.

Quick Reference Table

Detailed Guidance

Understanding the Framework Structure

Frameworks are not contracts — they are agreements that allow a public body to place orders with pre-approved suppliers without a full tender. Once you are on a framework, you may be:

• Directly awarded smaller contracts below a threshold (e.g. up to £25k).
• Mini-tendered against other framework suppliers for larger contracts — you are invited to price, and the lowest or most economically advantageous tender wins.
• Called off on a pre-agreed rate card for reactive maintenance or measured work.

The Procurement Act 2023 introduces Open Frameworks, which allow continuous joining throughout the framework period (typically 4 years), solving the problem of missing the registration window.

Building Your Documentation Pack

Before applying to any framework, assemble the following:

Insurance documents:

• Public Liability certificate (minimum £2m, ideally £5m or £10m)
• Employer's Liability certificate (if applicable)
• Professional Indemnity certificate (if design-and-build or consultancy work)
• Contractor's All Risks / Plant and Tools

Financial documents:

• 2–3 years' signed accounts or management accounts
• Bank reference letter (some frameworks require)
• Credit check consent

Health and Safety:

• Written Health and Safety Policy (required if 5+ employees under Health and Safety at Work Act 1974; best practice for sole traders)
• CHAS or SafeContractor certificate (SSIP accreditation)
• RIDDOR 3-year record
• Risk assessment examples
• Method statement examples
• Construction Phase Plan template (CDM 2015)

Quality and Environment:

• Quality Policy document
• Environmental Policy document
• Waste management procedure
• ISO 9001 and/or 14001 certificates (if held)

Equality and Compliance:

• Equal Opportunities Policy
• Modern Slavery Policy (brief statement is sufficient for small firms)
• Anti-Bribery Policy (Bribery Act 2010)
• GDPR / Data Protection Policy
• Right to Work procedure

Trade-specific:

• Gas Safe registration (if gas work)
• Part P competent person (if electrical)
• NICEIC/NAPIT registration
• MCS certification (if renewables)
• CHAS/SafeContractor accreditation

Constructionline: The Most Efficient Entry Route

Constructionline is a government-owned prequalification database (now operated by Capita). Almost all local authorities, NHS trusts, housing associations, and many government departments accept Constructionline membership in place of their own PQQ. It is the most efficient way to get on multiple frameworks with one set of documents.

Membership levels:

• Standard — basic verification. Not accepted by most frameworks requiring third-party audit.
• Gold — includes third-party verification by Constructionline assessors. Accepted as equivalent to a full PQQ by most councils and NHS frameworks.
• Platinum — includes on-site audit. Required for some larger framework lots and MOD contracts.

Tip: Check which level the target framework requires before paying for a higher tier than needed.

Local Authority Approved Contractor Lists

Every council maintains an ACL (sometimes called a vendor list or approved supplier list). These are simpler to get on than national frameworks and are the best starting point for a small trade business.

1. Find the council's procurement portal — most use either ProContract, Jaggaer, or In-Tend. Search "[council name] procurement portal" or "[council name] approved contractor list."
2. Complete the online questionnaire — typically covers: trade type, geographic area, insurance levels, SSIP accreditation, financial standing.
3. Submit supporting documents — insurance certificates, SSIP certificate, sample references.
4. Wait for approval — typically 4–8 weeks. Some councils run batch reviews quarterly.

Once approved, you receive email notifications of new contract opportunities matching your trade and location.

NHS Framework Applications (NHS SBS)

NHS SBS manages several frameworks relevant to tradespeople:

• Building, Engineering and Maintenance (BEM) — covers reactive and planned maintenance for NHS estates.
• Healthcare Interiors — decoration, refurbishment.

Applications are managed via NHS SBS's dedicated portal. Typical requirements mirror Constructionline Gold standard. NHS frameworks often require higher insurance levels (£5–10m PL) due to the clinical environment risk. DBS checks are mandatory for operatives working in patient-facing areas. You must also comply with NHS Infection Prevention and Control (IPC) requirements for on-site working — this includes specific PPE protocols and zoning rules.

After Approval: Winning Work

Being on a framework does not guarantee work. You still need to:

• Monitor the portal actively — most frameworks post call-off notices on the same portal. Set up email alerts for your trade category.
• Respond quickly to mini-tenders — typical response windows are 5–10 working days. Late submissions are automatically excluded.
• Maintain your documentation — frameworks require annual renewal of insurance certificates and periodic resubmission of updated policies.
• Build relationships — within procurement rules, you can attend supplier engagement events and framework buyer days. These are not about influencing decisions; they help you understand the client's needs and write better mini-tender responses.

Frequently Asked Questions

Do I need to be VAT-registered to get on a government framework?

Not as a legal requirement, but most frameworks have turnover thresholds (£100k+ per year is common) that make VAT registration almost certain. If you are below the VAT threshold (£90,000 per year from April 2024), you will struggle to meet the financial standing requirements on most frameworks. Focus on local authority ACLs and smaller housing association supplier lists where turnover thresholds are lower.

How long does it take to get on a framework from scratch?

If you need to get CHAS and Constructionline before applying, allow 6–8 weeks. CHAS assessment typically takes 2–4 weeks after submission. Constructionline Gold verification takes 2–4 weeks. The framework application itself then takes 4–12 weeks depending on the body. Total realistic lead time: 3–5 months from scratch.

Can a sole trader get on a government framework?

Yes. Many frameworks have SME lots specifically aimed at sole traders and micro-businesses. The key constraints are turnover (minimum typically £50–150k for smaller lots) and insurance levels. Some housing association lists have no minimum turnover. Start with local council ACLs — these have the lowest barriers and are the most accessible entry point.

What happens to existing frameworks under the Procurement Act 2023?

Frameworks started under the old PCR 2015 rules continue under those rules until they expire. New frameworks from 24 February 2025 are governed by the Procurement Act 2023. The main change relevant to tradespeople is Open Frameworks, which allow rolling enrolment, and the new Procurement Portal (Find a Tender Service replacement). All public bodies must now register on the new Procurement Portal.

Is it worth paying for an agent or framework specialist to help with applications?

For a first application, a specialist can save significant time — a good one will know exactly what each framework needs and can help write method statements and policies. Fees typically range from £500 to £2,500 for a full application pack. For subsequent applications, the documents can be reused with minor updates, making it worthwhile to do it yourself.

Regulations & Standards

• Procurement Act 2023 — replaced PCR 2015 from 24 February 2025; governs all new public procurement in England, Wales, and Northern Ireland

• Public Contracts Regulations 2015 (SI 2015/102) — continues to govern frameworks started before 24 February 2025

• Health and Safety at Work etc. Act 1974 — requires written H&S policy for businesses with 5+ employees

• CDM Regulations 2015 (SI 2015/51) — Construction Design and Management; required for all notifiable construction projects

• Employers' Liability (Compulsory Insurance) Act 1969 — mandates EL insurance for all employers

• Modern Slavery Act 2015 — supply chain transparency; policy required as a condition of most frameworks

• Bribery Act 2010 — anti-bribery policy expected by all public bodies

• PAS 91:2013+A1:2017 — standardised construction prequalification questionnaire

• SSIP Core Criteria — common health and safety standard accepted by all SSIP-member schemes

• Constructionline Gold Standard — third-party verified prequalification accepted by most UK public bodies

• Crown Commercial Service — CCS frameworks, procurement guidance, SME support

• Constructionline — prequalification database, membership details, framework acceptance list

• NHS Shared Business Services — NHS framework portal for suppliers

• Find a Tender Service — UK public contract notices (replacement for OJEU post-Brexit)

• Cabinet Office Procurement Act 2023 Guidance — official guidance on new procurement law

• CHAS — SSIP health and safety prequalification

• public liability insurance guide — insurance levels required for frameworks

• cdm regulations — CDM compliance required for all framework construction work

• written contracts tradespeople — contractual basics for public sector supply chains

• cis construction industry scheme — CIS implications for public sector subcontracting

• commercial jobs — overview of moving from domestic to commercial work