A DPS is an electronic procurement method used by Public Sector organisations to purchase commonly used goods, works, and services for procurement exercises that are normally (but not exclusively) above (Public Contracts Regulations) PCR2019 threshold, and is open to any supplier who satisfies the quick and simple self-certification application criteria. A DPS is like a Framework Agreement, but new suppliers can apply to join at any time, and it is run entirely electronically using the restricted procedure. It is a cost-efficient and compliant way of reducing the need for complex and lengthy tender processes which benefits both suppliers and Public Sector organisations.

Our objective is simple, to provide Public Sector Organisations a quick and easy to use PCR2019 compliant procurement solution which can be designed to meet each clients specific needs.

We have 42 DPS’ covering a wide range of goods, works and services which are accessible using one of our four service levels which can be tailored to each client’s specific requirements using an optional service enhancements menu. Our open and transparent pricing policy and no supply chain fees enables us to provide a highly flexible procurement vehicle that delivers the highest level of quality, compliance, and value for money.

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The DPS is run as two-stage process:

Stage One

The initial application period is 30 days, but suppliers can apply to join for the entire lifetime of the DPS. Suppliers complete a standard Selection Questionnaire (SQ) and all suppliers who meet the criteria within the SQ are admitted to the DPS. Rejected suppliers are provided with feedback to enable them to re-apply should they wish to do so.

Stage Two

Stage two is where the contract is awarded following the running of a ‘further competition’ which is open to all approved Service Providers who wish to bid for each procurement exercise conducted under the DPS. Service Providers are under no obligation to bid.

Benefits for clients using a Procurement Assist DPS:

By using any of the wide range of Procurement Assist DPS categories clients can ensure that they are fully compliant with UK and EU Procurement legislation.

Procurement Assist provides four levels of service that can be tailored to the clients specific requirements.  Each level of service is designed to support clients different ways, and with our open pricing policy, the price you see is the price you pay!

Faster and less complex than a full 9-month PCR2019 tender process – the PCR2019 and SQ stages have already been undertaken and no further advertisement is necessary

Under a DPS the minimum timescale for return of tenders is 10 days. Where the client is a sub-central body, this time limit can be reduced by mutual agreement between the client and all tendering Service Providers. There is no obligation to undertake a ‘standstill’ period

The DPS is a streamlined procurement process for both buyers and suppliers and is designed to help to include new/SME or local suppliers in bidding for Public Sector contracts.

Suppliers can apply to join a DPS at any time which allows incumbent or potential suppliers not already on the DPS the opportunity to bid for procurement exercises conducted under the DPS.

Benefits for suppliers of being on a Procurement Assist DPS:

With Procurement Assist there are no rebates based on the contract value payable to us from Service Providers, ensuring Service Providers are able to price competitively without worrying about supply chain fees!

Suppliers do not have to demonstrate suitability and capability every time they wish to compete for a Public Sector contract.

A DPS is much more accessible than a Framework Agreement and is open to any supplier who satisfies the quick and simple self-certification application criteria.

A DPS remains open to new suppliers throughout the lifetime of the agreement (each Procurement Assist DPS is refreshed annually, and reprocured every 5 years) which enables new suppliers to apply for acceptance onto the DPS at a later stage.

If rejected a supplier can reapply later if their circumstances have changed. Suppliers may apply for to be included in several DPS’ and multiple categories within a DPS.

All suppliers who meet the selection criteria are admitted to the DPS.

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Cyclical Decorations and Redecorations

Category Coverage: Internal and External Decoration Preparation, Internal and External Decoration
Agreement Reference: PA/CM/01


Lift Maintenance and Servicing

Category Coverage: Passenger Lifts (Maintenance and Servicing), Vertical Lifts (Maintenance and Servicing), Stair Lifts (Maintenance and Servicing), Hoists (Maintenance and Servicing)
Agreement Reference: PA/CM/02


Water Hygiene and Legionella

Category Coverage: Water Hygiene and Associated Services, Water Auditing Services
Agreement Reference:PA/CM/03


Fire System Monitoring

Category Coverage: Monitoring of Fire Prevention Systems
Agreement Reference:  PA/CM/04


Fire Prevention

Category Coverage: Fire Risk Assessments, Cladding Testing
Agreement Reference: PA/CM/05

Business Administration

Category Coverage: Stationery Supplies, Janitorial Supplies, Total Office Solution, Workwear and PPE
Agreement Reference: PA/BOS/01


Energy Brokerage Services

Category Coverage: Gas and Electric Brokerage Services
Agreement Reference: PA/BOS/02


Energy Supply Services

Category Coverage: Gas and Electric Supplies
Agreement Reference: PA/BOS/03


Cleaning Services

Category Coverage: Commercial Cleaning, Domestic Cleaning, Deep Clean (NHS, Extra Care)
Agreement Reference: PA/BOS/04


Telecommunications

Category Coverage: Landline, Mobile, VoIP, Hardware
Agreement Reference: PA/BOS/05


Marketing Communications

Category Coverage: Graphic Design, Supplies
Agreement Reference: PA/BOA/06


Internal and External Audit Services

Category Coverage: Internal and External Audit Services
Agreement Reference: PA/BOS/07


Insurance Services

Category Coverage: Brokerage Services
Agreement Reference: PA/BOS/08


Domestic and Commercial Appliances

Category Coverage: Appliances, including Commercial Aftercare Packages
Agreement Reference: PA/BOA/09


Lone Worker and Tracker Services

Category Coverage: Vehicle Tracking Hardware and Service, Lone Worker Hardware and Service
Agreement Reference: PA/BOS/10


Recruitment Agency Services

Category Coverage: Master Vendor, Executive, HR/Comms, Housing, IT, Finance, Care (NHS), Asset Management, and Full Vendor Service
Agreement Reference: PA/BOS/11

Heating Maintenance, Installation and Servicing

Category Coverage: Servicing, Auditing, Electrical, Solid Fuel, Oil fired and Combined
Agreement Reference: PA/CI/01


Decorating Voucher Scheme and Paint Materials

Category Coverage: Supply of Void Decorating Vouchers and Void Decorating Incentive Packs
Agreement Reference: PA/CI/02


Lift Installation

Category Coverage: Vertical, Through Floor and Stair Lift Removal and Installation
Agreement Reference: PA/CI/03


Fire Prevention

Category Coverage: Sprinkler System Installations, Fire Alarm Installations, Cladding and Fire Prevention Remedial Works
Agreement Reference: PA/CI/04


Total Asset Maintenance

Category Coverage: Complete Asset Management Solution – a mix and match of: Groundwork, Brickwork, Fencing, Drainage, Iron Mongery, Joinery, Electrical, Plastering, Insulation, Aids and Adaptations, Plant Hire, Skip Hire, Scaffolding and Asbestos
Agreement Reference: PA/CI/05


Kitchen Supply and Install

Category Coverage: Removal, Supply and Installation of a kitchen
Agreement Reference: PA/CI/06


Bathrooms Supply and Install

Category Coverage: Removal, Supply and Installation of a bathroom
Agreement Reference: PA/CI/07


Re-Roofing

Category Coverage: Removal / Remedial Works to exiting roof. Flat to Pitch Roof Conversion
Agreement Reference: PA/CI/08


Materials Supply

Category Coverage: Materials for responsive repairs, with options for dedicated stores management, van stock replenishment and branch network infrastructure
Agreement Reference: PA/CI/09


Repairs and Maintenance

Category Coverage: Reactive repairs to maintain Client assets, either as a standalone repairs contract or supplementary contract to support an existing direct labour repairs service
Agreement Reference: PA/CI/10

New Asset Development

Category Coverage: Complete New Asset Solution – a selection of Contractors Specialising in New Build Projects – Commercial and Residential
Agreement Reference: PA/DMB/01


Consultant Support

Category Coverage: Specialist Consultant Support, including Architects, CDMC, Clerks of Works, Valuers, Employers Agents, Ecologists, Highways, Project Managers,
Agreement Reference: PA/DMB/02


New Build Contractors

Category Coverage: Range of Contractors that Specialise in the Construction of New Commercial and Domestic Dwellings and Delivery to Site
Agreement Reference: PA/DMB/03


Site Services

Category Coverage: Specialist Contractor Services for on new build site: Demolition, Site Clearance, Landscaping, Asbestos Removal, Agriculturalists
Agreement Reference: PA/DMB/04


Modular Offsite Construction

Category Coverage: Supply of Modular Offsite New Build Dwellings
Agreement Reference: PA/DMB/05

Complete Facilities Management

Category Coverage: Complete Facilities Management Solution – a mix and match of Hard FM and Soft FM Services
Agreement Reference: PA/FM/01


External Presentation and Grounds Maintenance

Category Coverage: Ground Presentation (Pathed Areas), Grounds Maintenance, Site Surveys, Arboricultural
Agreement Reference: PA/FM/02


Flooring and Internal Furnishings

Category Coverage: Supply and Installation of Floor Covering, free standing Soft and Hard Furnishings and Bespoke Supply and Installation of Fitted Hard Furnishings
Agreement Reference: PA/FM/03


Total Facility Solutions

Category Coverage: Sole Supply of a range of Hard FM and Soft FM Services
Agreement Reference: PA/FM/04

Procurement DPS FAQ’s

A Dynamic Purchasing System, more commonly known as a DPS, is a flexible OJEU compliant procurement method for the procurement of goods, works and services. A DPS is like an electronic Framework agreement, but suppliers can apply to join the DPS at any time. DPS’ must be run as an entirely electronic process using the restricted procedure and all contracting authorities, including central government purchasing bodies, can set up a DPS. A DPS is run using a two-stage process.

Firstly, during the initial setup stage all suppliers who meet the approval criteria are admitted to the DPS and there is no limit on the number of suppliers that can be accepted. The second stage of a DPS is where contracts are awarded. The contracting authority invites all suppliers on the DPS to bid for the contract. Using a DPS can help speed up and streamline procurement for suppliers and buyers and the award of tenders can be quicker than some other procurement procedures, such as direct tenders, or procuring through a
Framework agreement.

You can access any of our DPS’ by commissioning Procurement Assist to run the procurement of your contract. We have 4 levels of service to choose from, and upon commission your contract will be procured through our online portal (or you can manage the process yourself using our ‘No Assist’ service level). If you appoint the Procurement Assist team to manage the process, you don’t need to directly access our DPS – we do the management of your procurement for you, ensuring it is fully compliant with current regulations.

The main benefit of a DPS is flexibility: It can be designed to meet your specific requirements. A DPS tender, known as a ‘further competition’ and is similar to a Framework ‘mini competition’, however there is greater emphasis on your requirements, which can include your tender specification, KPIs, service level agreements and the final form of the tender.

The process itself is managed by the Procurement Assist Team (or you can manage the process yourself using our ‘No Assist’ service level) so you can be assured it is fully compliant with current regulations.

No, the regulations do not permit a direct award. A ‘further competition’ process must be carried out as the original DPS procurement process does not contain sufficient cost and quality information to determine a direct offer of a contract to a supplier.

Yes, one of the key benefits of a DPS over a Framework is the flexibility to select your own cost/quality weighting.

You adopt your own specification into your ‘further competition’ process which is a key element of the DPS and an advantage over Frameworks which in many cases have inflexible pre-procured specifications that do not match your organisations requirements.

With a DPS the specification can be tailored to your specific needs rather than an off the shelf option. It truly is as flexible as you require it to be.

Yes, the process must be fully electronic, to comply with the regulations. Procurement Assist manage all ‘further competitions’ electronically, using an open, transparent, and fully auditable online portal.

Yes, all our DPS’s are fully OJEU compliant. To satisfy the legislative obligations of the Public Contracts Regulations 2015 – Regulation 37 (6) Procurement Assist is required to partner with a Public Sector Body (a Contracting Authority as defined by the Public Contracts Regulations 2015) in order to deliver PCR 2015 compliant procurement solutions.

iFM Bolton are a Contracting Authority by virtue of being a wholly owned subsidiary of the Public Sector Body Bolton NHS Foundation Trust and can legally act under PCR 2015 Regulation 37 (6) as Procurement Assist’s Contracting Authority. Procurement Assist and
iFM Bolton Ltd have formed a long term strategic partnership for the purpose of providing centralised purchasing activities for the acquisition of goods, services and works for the use of Public Sector Organisations (including, but not limited to The National Health Service (NHS), Social Housing, Education, Charities, Local Authorities and Wider Government Bodies). All Procurement Assist’s Dynamic Purchasing Systems and Frameworks are procured with iFM Bolton Ltd named as the contracting authority on contract notices published in the OJEU in accordance with the obligations imposed by The Public Contracts Regulations 2015 Regulation 37 (6).

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