About Dynamic Purchasing System (DPS)

A Dynamic Purchasing System (DPS) is a completely electronic system used by a Contracting Authority (buyer) to purchase commonly used goods, works or services. Unlike a traditional framework, Contractors /Suppliers (Providers) can apply to join at any time. It is an ‘open market’ solution designed to provide buyers with access to an unlimited group of pre-qualified providers.

A DPS is set up by a Contracting Authority (such as Plymouth City Council) and can be made available for use to other public-sector bodies. It can be divided into categories of works, services or goods (referred to as Lots), and these may include the size of a contract or the geographical area of contract delivery. Suppliers can apply to single or multiple lots within a DPS.

The ‘open market’ nature of a DPS supports micro business, Small and Medium sized enterprises (SMEs), or businesses with little or no experience in tendering for work with the public sector.The selection stage is less onerous, as the provider only has to compete this stage on entry to the DPS (and thereafter periodically reconfirm its status) instead of having to do so separately for all procurements.
As the DPS is open to providers throughout its duration, new start-ups, or businesses that wish to expand into new public-sector markets will not be frozen out of the market.The division of DPS into category by type of requirement, size of contract, or geographical place of delivery, can be arranged to ensure that niche suppliers and SMEs have maximum opportunity to compete.

The rules relating to the usage and creation of a DPS come from The Public Contracts Regulations 2015 (PCR2015).

A DPS is a two-stage process.

Stage 1- All bidders who meet the selection criteria for Categories/Lots and are not excluded will be admitted to the DPS as a Provider for their chosen Categories/Lots and regions. There will be no limit on the number of Providers that may join this DPS for each work category (Lot), and geographical region. After initial 30-day set up period all bidders applications will be assessed within 10 working days.

Stage 2- Individual contracts are awarded in this stage, Contracting Authorities approved to use the DPS will send out Invitation to Tender (ITT) to all Providers on the DPS in the chosen category/Lot andregion, to bid for specific contracts. Tender return period for each ITT is usually 10 days as set out in each ITT, all providers will have the same amount of time to respond to each specific procurement.

What are the benefits toProviders?

A DPS streamlines procurement for both Providers and authorities; Providers don’t have to demonstrate suitability and capability every time they wish to compete for a public-sector contract and the award of individual tenders can be quicker than under some other procedures.

A DPS is more flexible than a framework, particularly as suppliers may join it at any time during its period of validity, meaning that Providers are not locked out for the duration as they are with traditional frameworks.

Join Plymouth City Council Adaptation, Repair, Maintenance and Improvement DPS.

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