1. Mark Cage – Category Manager Herefordshire Council
“Utilising Dynamic Purchasing Systems in social care framework type tenders”
Mark Cage – Category Manager Herefordshire Council
June 2018
Housekeeping
Aim: provide an overview including commissioning process, on the services, aims
Set out Comissioning principles

2. Today’s Agenda Welcome & Introductions DPS and Frameworks Overview
The Legislation
Tricks and Pitfalls
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3. Introduction Welcome Fire and other facilities information
Don’t forget to switch off (or silent) your mobiles please
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4. Overview
Definition of a DPS The Dynamic Purchasing System (DPS) is a procedure available for contracts for works, services and goods commonly available on the market. As a procurement tool, it has some aspects that are similar to an electronic framework agreement, but where new suppliers can join at any time.…. The DPS is a two-stage process. First, in the initial setup stage, all suppliers who meet the selection criteria …… must be admitted to the DPS….. Crown Commercial Service 2016
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5. What can we use the DPS process for
Can be used to replace many frameworks eg.
Home Care
Supported Living
Fostering / Residential Care
Health (AQP) lists
Approved Lists (OJEU compliance)
Works best where everybody works to a common fixed price or price for work as part of future mini tenders
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6. Typical Time Frames In the mean time …… Tender development – Varies
Initial Period at tender - 30 Days (OJEU)
Initial tender Evaluation – 10 working days (OJEU)
Contract start date
Contract end date
In the mean time ……
Tender remains open from day 30 after the initial advertising period.
Evaluations and awards within 10 working days of receipt.
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7. Resourcing
Resourcing Profiles for a Framework and a DPS tend to be different.
Contract Award
Tender Opens
Framework
Resource
DPS
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TIME

8. A few tricks (and pitfalls) (Remember for Light Touch Only!)
Be as clear as possible in your tender (application process where you are going to deviate from the standard DPS process)
You may need more than 10 days to evaluate new applications (I have used 1 month or even 3 months in some cases)
You may want to batch applications eg. Quarterly or Monthly
Your mini tender process may not be 100% electronic
You may want allow service user choice (Direct Award)
You might want to incorporate a qualitative (scored section) or ask for certain documentation up front (not minimal paperwork!)
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9. A few tricks (and pitfalls) (Remember for Light Touch Only!)
Keep it simple – Remember unlike a framework you will need to resource an ongoing evaluation panel to evaluate new applications.
Where possible stick to yes – no (or Pass /Fail) responses.
Where possible utilise Regulatory Standards and require successful bidders to be OFSTED /CQC (or equivalent) standards. (effectively a pass-fail )
Don’t ask for documentation you don’t need to evaluate.
If you have to ask Quality (scored questions) try and keep the scoring as simple as possible (eg Pass - Fail )
If appropriate use Lots as part of your DPS
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10. A few tricks (and pitfalls) (Remember for Light Touch Only!)
Keep it simple (2) - Plan your Contract Management /Reporting
If you have a tender that might require additional (or relatively complex evaluation, such as qualitative responses and/or scoring or ranking of bids you may wish to state that the DPS will reopen 3 monthly, 6 monthly or annually.
Managing this can be a challenge (Business Continuity!).
Build into your contract management processes regular contract award notice reporting. OJEU award reports need to be notified after every award (!) or quarterly (within 30 days of the quarter). Think about open ended contracts and how you will report them?
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11. A few tricks (and pitfalls) (Remember for Light Touch Only!)
Contracts Finder Issues to be aware of…….
Contracts finder (at the moment!) has an issue with DPS’s. It relates to the fact that it cant process contract adverts that remain open during the contract period. It therefore requires a bit of a bodge to make it work.
I use a two notice approach ….
The first notice covers the first 30days at tender (treated as a standard type tender ) the second notice is issued after the first has finished and has a tender close date 1 day prior to contract start date and a contract start date 1 day prior to the contract end date, AND make reference to the fact that the tender is continually open from the date of issue of the advert in the body text.
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12. Thankyou Any Questions ????????
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