2.14 Our review in summer 2016 found that CCS cannot show that its framework deals are always the best deals available. We would expect good framework management to demonstrate a well-managed and regular programme of review and renewal. This helps ensure that deals remain current and consistently represent the best value in the market. CCS should also have benchmarking information available to demonstrate that it is achieving the best deals. However, we found significant weaknesses in the way CCS manages frameworks:
• CCS lacks complete and consistent information on its frameworks, such as an accurate register of extended frameworks. Around 39% of the framework deals in its database (178 of 456) have no information on either start dates or end dates or both.
• CCS increasingly extended its framework agreements up to April 2016 (the last full year for which we have data: Figure 13 overleaf). Framework agreements often allow for one or two extensions. Out of the 24 agreements we identified as due to expire in 2014-15, 9 were extended beyond their original expiry date. In 2015-16, 21 of the 39 frameworks that were due to expire were extended.13 These were extended without competition or market testing. CCS's internal audit team found that CCS has been unable to provide assurance that it keeps framework extension periods to a minimum.
• CCS is failing to consistently renew or replace framework agreements before their final expiry dates and all extension options have been used. For example, in 2015-16 CCS extended framework agreements beyond their expiry dates in areas such as traffic management technology, printing and the supply and fit of tyres. CCS advises its customers when framework agreements are extended beyond the expiry dates. However, as customers have business needs to be met, CCS and departments have issued contracts using the expired frameworks. In general, contracts issued under expired frameworks contravene public contracting regulations.14
• CCS has not yet resolved its inability to renew or replace aged frameworks. CCS lacks appropriate technology such as workflow management tools to prevent staff from using expired frameworks to issue contracts. In 2017 it will extend frameworks beyond their expiry date for consultancy services and legal services.
• CCS does not consistently compare its frameworks against other deals in the market. It benchmarks some of its products but does not use benchmarks systematically and does not have a means of collating price data from contracts which would allow direct evidence-based benchmarking.
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13 In the first four months of 2016-17, we identified 22 frameworks that were due to expire; 11 of these have been extended beyond their original expiry date.
14 Public Contracts Regulations 2015.