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Here we go again – another term which is not well known in all industry sectors across the UK – a Dynamic Purchasing System.
As always, we are here to help you understand all these ‘niggly’ bits to tendering, to ensure you are prepared to undergo some serious business development planning across your sector and beyond!
You can see the different bidding terminologies applicable in our ‘Tendering doesn’t have to be complicated’ blog.
In a nutshell – a Dynamic Purchasing System (or DPS for short) is basically a supply chain list where tenders or other bidding opportunities are published to specific members that have been successful in maintaining a position on that list.
As quoted in the Public Contracts Regulations 2015, “[a] DPS should be set up for identified types of requirement, which may be divided into categories of products, works or services.”
This could be any organisation or group of organisations, who wants to outsource work in either one or more service areas [or LOTs] and rather than having 50-100 applications come through for the [potentially many] tenders they publish, they start by narrowing down a set-list of applicants onto their own DPS.
The main differences from the typical tender process are that a Dynamic Purchasing System is to:
All that suppliers would need to do, is register their company onto this DPS online, click which service area they are interested in delivering and undergo a Stage 1 submission in order to secure a place. Once secured, Stage 2 is the actual tendering of the works in question.
For example – A Housing Association could create a DPS for their outsourced Creative activity, which includes a range of service areas/LOTs – i.e. Branding, Printing, Website Hosting etc. They would publish this DPS opportunity to all and then undergo multiple stages to narrow down the process of awarding the work via the ‘most economically advantageous tender’ (MEAT).
In the average UK tender process, a lot of suppliers may be asked to complete a Pre-qualification Questionnaire (PQQ) to help the buyer narrow down their list of Invitations to Tender (ITT). This is now being taking over by a ‘Selection Questionnaire’ on many portals. It’s similar with a Dynamic Purchasing System – the supplier has to get onto the DPS in order to be Invited to Tender for works and they do this by completing a Stage 1 application process that heavily resembles a PQQ, with maybe a few additional questions thrown in.
Like a typical PQQ-to-ITT process, securing access to the DPS reflects a ‘weed-out’ procedure, with the buyer ensuring they progress all applicants who demonstrate greater strengths in their financial, technical and professional capabilities.
Once you are successful and Stage 1 is complete – it is complete. You do not have to re-do any capability and competency-based questions. Every time a tender is published in relation to your service area, as part of this Dynamic Purchasing System, you are automatically invited to tender and answer all questions specific to that service!
Once on the DPS then a range of tenders will then ensue (as and when required), allowing the buyer to streamline a more technically-focused evaluation on the responses collated.
Our Discover platform has many traits of a Dynamic Purchasing System, in that a buyer, let’s, for example, say a design agency on our Creative Tenders portal, seeks a professional company who can support their financial/accountancy needs. All that the design agency would do is:
The reason we filter this list is to avoid publishing opportunities that bear minimal relevance to our suppliers and streamline the process for our buyers, helping them publish specific competitive opportunities to the most competent suppliers.
Writing winning bids can take a lot of time. If you don’t have that to spare, but still want to tender for contracts we can help. Our Bid Writers have an 87% success rate and over 60 years of collective experience.
So, if you ever come across a DPS that contains services specific to your offering – get on board.
Our Consultants can help you succeed!
Now you’re a bit more familiar with what’s required, you may be looking for some writing support. Writing isn’t everyone’s strong suit and that’s ok. Outsourcing a bid you’ve found to bid writing specialists can help you secure that next contract.
Here at Hudson Succeed, we pride ourselves on being bid writing experts. We hold an 87% success rate and have over 60 years of collective bid writing experience. We offer four levels of bid writing support to suit every business need. You may not need the whole bid written for you; you may simply need it proofread before you submit. We can help with that. Our services include:
Once you’ve found the perfect bid for your business, send it our way. Our Bid Writers can take care of the whole thing for you they’ll even submit it on your behalf. They’ll let you know what they need from you, providing you with a full Tender Writing breakdown.
Our Tender Ready 4-week programme is perfect for businesses that have never tendered before. A Bid Writer will work with you to ensure you have everything in place to tender successfully. Tender Ready offers your business:
If you’ve been tendering but aren’t seeing success from your current efforts, our Tender Improvement package can help. Our Bid Team will assess your previous responses and tender documents. They will work with you to improve for future submissions. This package includes a 12-month subscription to a Hudson Discover portal and additional tendering development services.
If you’ve written your own tender response and need it double-checked for errors, Tender Mentor can help. A Bid Writer will proofread your work for any inconsistencies, grammar, or spelling mistakes. They will also ensure it’s in line with the specification before you submit. This is a great way of improving your skills and understanding of how to polish your tender.
Upgrading to Discover Elite can help optimise your tendering efforts – even when you’re busy. Our two new time-saving tools can improve your competitor awareness and success rate when bidding for a contract.
Contact us to find out how we can help your business grow.
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