EEM offers a combination of procurement Frameworks and Dynamic Purchasing Systems (DPS), but what exactly is a DPS?
A Dynamic Purchasing System (DPS) is similar to a framework, except new providers can join at any time. This solution can save time and money by being a quick and easy way to access goods, services and works through a compliant route. Due to the simplified application process for providers to get a place on a DPS, members must call-off from the DPS by running a mini-tender rather than a direct selection.
Depending on the size and structure of the DPS, it may be divided into work stream categories and geographical locations to give opportunities to SME’s and local contractors which helps members achieve their social value targets as well as procure the most cost-effective solutions. There is no limit on the number of providers on a DPS.
Once the DPS has been set up, members can use it to award specific contracts. This is done by inviting all providers in the relevant category and locations to tender. The minimum timescale for the return of tenders is 10 working days. EEM will manage the full DPS call-off process on behalf of members saving members time and costs in running their own tender process. This is a free of charge service.
As material and service providers may join a DPS at any point in its lifetime, if a member has a provider they are keen to work with, the DPS can offer a compliant solution. This also allows for a fast-moving market with continuing up-to-date pricing. Similarly, if there is a required service that EEM does not already offer, a DPS could potentially be set up in a shorter time period than a framework.
A DPS can benefit smaller providers, as applicants do not need to submit comprehensive tender documents with their request to join. Included in a DPS application are standard procurement documents such as a standard questionnaire and industry relevant questions to ensure approved providers are compliant and competent in their industry.
There is no maximum lifecycle for a DPS meaning providers do not have to keep going through lengthy procurements every 4 years with no guarantee of being successful. We have decided that each DPS will be re-procured every 5 years to maintain market competitiveness and relevance to members’ needs. They will be refreshed annually to ensure all the applicants still meet the minimum requirements.
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