Dynamic Purchasing Systems: a flexible tool for public sector procurement

As a category lead in the fleet team, part of my role is to constantly review the market and ensure we are offering our customers the latest and most innovative solutions to help them achieve best value. When it came to looking at how we renew the Vehicle Conversions framework earlier this year, I spent a lot of time exploring the benefits of Dynamic Purchasing Systems. This led me to decide that it was the best way to offer our customers a new and improved way to access vehicle conversion suppliers.

What is a Dynamic Purchasing System?

A Dynamic Purchasing System (DPS) is a public sector sourcing tool that is similar to a framework, but new suppliers can join at any time. The system is ideal for requirements that can be divided into categories of products, works or services, which can then be filtered to help you find the right suppliers to invite to compete for your opportunity.

The benefits

  • You can decide your own specification and evaluation criteria
  • A quicker, simpler buying process
  • Increased scope of services
  • Helps you buy locally and support SMEs
  • A dynamic supply base boosts effective competition
  • Access to the wider vehicle conversions supply chain, including specialist providers and sub-contractors

How does a DPS work?

The initial set-up stage, which is done by CCS, means all suppliers who meet the selection criteria are added to the system.

Individual contracts can then be awarded by inviting all relevant suppliers to bid for your specific contract.

A DPS provides a wholly electronic way of sourcing, but suppliers do not need any special IT equipment or software, so there isn’t any unnecessary upfront activity or investment for the supplier.

The minimum timescale for return of tenders is 10 days. You can establish standalone contracts, or develop catalogues for future purchases, from your competition. You don’t need to allow a standstill period upon award, although there may be benefits of doing so in some instances.

Next steps

We expect the new system to be available in early September 2017, in the meantime, if you would like to learn more about the system please get in touch.