Consultancy Services DPS

Dynamic Purchasing System FAQs

• How can providers join an EEM framework or DPS?

  We advertise opportunities to join an EEM framework on websites such as Find a Tender (FTS) and Contracts Finder when we are creating a new opportunity, or a current framework is approaching the end of it’s life span (usually every 4 years). Providers may join a DPS at any time during the DPS term. The Contracts Finder and Find a Tender (FTS) adverts remain open on the relevant websites throughout the DPS life span.

  Providers may wish to find the framework(s) that suits them best on our framework pages and hit the button to request to be notified when the next opportunity to join arises.

  Prior to a framework being established, we may run a Supplier Engagement Day to talk about the specification and tender process and to answer any questions. These will be advertised on the events section of our website and on our social media.

  Some of our frameworks require contractors to be able to cover a wide variety of works. If your organisation only covers one small aspect of works required, we recommend that you contact our current successful contractors to enquire about sub-contracting opportunities.

• How can I call-off from a Dynamic Purchasing System (DPS)?

  During the call-off stage all qualifying providers on the DPS in the appropriate category and geographical areas will be invited to tender for the opportunity.

  Members may divide their requirements into categories or “lots” depending on their requirement and the type of provision that is required. This will be identified within the mini-competition documentation.

  STAGE 1

  For each mini tender there will be a call for Expressions of Interest (EOI). Qualifying providers will be invited to review the opportunity and then either opt in or opt out. If opting out, a sufficient reason must be posted.

  STAGE 2

  Should there be a large number of opt in responses to an EOI then we may recommend that a sifting stage take place. This will generally take the form of qualitative questions being answered and then scored by the member. This will reduce the number of bidders to a manageable figure. The format and questions will be outlined within the sifting brief.

  STAGE 3

  The Invitation to Tender will include the full tender document set including pricing and employers’ requirements etc. and will result in the award of the contracts.

• What is a Dynamic Purchasing System (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 an OJEU 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 Dynamic Purchasing System 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.