Dynamic Purchasing System (DPS)

Welcome Contractor Engagement Presentation DYNAMIC PURCHASING SYSTEM (DPS) Contractor Engagement Presentation Adaptations, Repair, Maintenance & Improvement (ARMI) Welcome www.incic.org.uk

Programme Thank you for attending About INCIC What is a DPS Contractor, Supplier & Customer Engagement What is a Dynamic Purchasing System (DPS) Benefits & Cost of accessing a DPS DPS Set Up and Management Process Flow The Plymouth Model Invitation To Tender (ITT) Provider Registration Process TrustMark Warranty Complaints Handling Questions & Answers Thank you for attending we are pleased to host this Contractor event today www.incic.org.uk

About INCIC Independence CIC (INCIC) is a Community Interest Company, specializing in the Domestic and Home Adaptations Sector. The only independent , not for profit TrustMark Scheme Operator, focusing on the older & less able sector INCIC have the exclusive ability to TrustMark accredit both “Home Adaptations” and “Stair-lifts” INCIC focus on improving consumer protection and promoting smaller contractors INCIC provide Quality Assurance through on-site inspections and customer feedback INCIC provide a point of recourse for contractors and customers using our scheme INCIC has Primary Authority with Bucks & Surrey County Councils www.incic.org.uk

Contractor, Supplier & Customer Engagement The aim of this presentation is to provide an opportunity for you to learn about the DPS, what it entails and how it operates We encourage you to ask questions and provide feedback on your understanding, experience and needs We are holding similar events around the UK for other organisations interested in accessing the DPS www.incic.org.uk

What is a Dynamic Purchasing System (DPS)? A Dynamic Purchasing System (DPS) is similar to an electronic framework agreement, with two exceptions; new contractors and suppliers (providers) can join at any time for free it is run as a completely electronic process The legalities relating to the use of a DPS come from the Public Contracts Regulation 2015 (PCR15) A DPS is set up for defined requirements which may be divided into categories of products, works or services www.incic.org.uk

What is a Dynamic Purchasing System (DPS)? A DPS works in two stages: Stage 1 - A contracting authority issues a call for competition in Official Journal of the European Union (OJEU). All providers who meet the standard (pass/fail) Pre-qualification Questions (PQQ), and who are not excluded, must be admitted to the DPS. Contracting authorities must not limit the number of providers that may join a DPS. Unsuccessful providers can reapply at any time. Stage 2 - Once the DPS is set up, invitations to tender (ITT) can be sent out to DPS providers in the relevant categories to bid for specific contracts individually. Providers choose whether to bid for each ITT. A decision not to bid does not affect any future opportunities. ITT to tender return is normally 10 days. Bids are evaluated and successful bidders awarded Contracts during Stage 2. www.incic.org.uk

Benefits and Costs of accessing DPS DPS benefits to customers and providers (suppliers and contractors) Use of a flexible, legally compliant electronic Procurement solution Cost savings through economies of scale from suppliers engaged with this UK wide DPS scheme Access to a wider pool of eligible providers, continuously checked and monitored by INCIC, from the DPS provider list Cost effective DPS Procurement solution using the ‘Plymouth Model’ as framework agreements come up for renewal. Migration of current Procurement system to the DPS managed with the assistance of INCIC who provide the management and administration of the overall DPS structure and all documentation associated with it Access to current, legally compliant documentation, contracts and agreements Costs of the DPS to Contractors There is no charge to Contractors (providers) who apply to join and are admitted to the DPS. www.incic.org.uk

DPS Set Up and Management Process Flow Ongoing DPS management INCIC and PCC are currently working together to establish a DPS for the re-tendering of the framework for bathroom adaptations. As an illustration, the responsibilities of INCIC and PCC are as follows: Pre-Procurement Establish and Manage DPS Invitation To Tender (ITT) Preparation Stage 1 Stage 2 Development of DPS Set up and advertisement of DPS Ongoing Management Call for Competition Contract Award Process Pre Procurement meetings Soft market testing Development of docs and Timetables Issue OJEU Notice Initial DPS applicant evaluation Ongoing DPS management Invitation To Tender (ITT) Tender Evaluation Contract Award Process PCC advertise ARMI DPS INCIC is DPS contact point PCC issue lists of DPS pass and fail applicants INCIC develop DPS with input from PCC and stakeholders. INCIC prepare documentation and timetables for OJEU Notice. INCIC prepare all paperwork for ITT. PCC issue OJEU Notice for ARMI DPS. INCIC manage all enquires and applications. INCIC process applicants within 10 days. Invitations To Tender (ITT) managed by INCIC plus any additional requests by DPS customers. Initial ITT for PCC to tender for replacement of existing bathroom framework. PCC will approve all successful suppliers.

The Plymouth Model The Plymouth Model for bathroom adaptations will be used by the DPS being procured by PCC The original Plymouth Model was used by PCC to procure its last bathroom framework. It was simple and effective cost plus model, reducing administration costs whilst providing better outcomes for stakeholders Key Elements Historic data of spend on adaptations from the previous financial year Schedule of Rates including time to perform a task and product specification based on the performance required Hourly Rates based on local trade rates to perform task s and historic data Suppliers provide their best product match and price against the product specification Contractors accept established trade hourly rates and access Suppliers best prices through the framework Overhead and Profit added by Customer, normally up to 25% Selection based on criteria laid down on application. Providers (Suppliers and Contractors) are then selected www.incic.org.uk

Invitation to Tender (ITT) using The Plymouth Model Once Providers have gone through the pre-qualification process and been approved onto the DPS, each council will then run tenders, based on the Plymouth Model, supported by INCIC through their systems The outcome of the tender process will establish a list of approved Providers for each council, with agreed schedule of rates and prices This arrangement will be in a place for a period of time, to be agreed, and contracts will be established with these Providers.  The call-off from the list of Providers will be on the current selection basis The specifications, performance indicators, management and presentation of documents will be standardised.  In addition, each authority will also set out their specific requirements on Contractor selection e.g. geographic locations, number of Contractors required, etc. www.incic.org.uk

Provider Registration Process for DPS www.incic.org.uk

TrustMark Government endorsed scheme that: sets minimum standards for tradespeople and contractors promotes standards and consumer protection within the domestic sector Accreditation includes on-site inspection and Customer Care survey Oversight by BEIS. Governed by a Scheme Operator board TrustMark approved contractors can provide their customers with an Insurance Backed Warranty www.incic.org.uk

Warranty Structure - 60days 12 months 24 months 5 years Subject to: 12 months 24 months 5 years Subject to: Minimum premium of £35 Admin fee of £10 per policy Appropriate technical and sign-off standards Deposit Protection Insurance Backed Guarantee including solvent refusal Full Insurance Warranty Full Insurance Warranty (Extension) Contractor Warranty Cost 0.75% 0.2% 0.2% pa www.incic.org.uk

Complaints Handling Process Customer Complaint sent to LA/HIA/HA: disclose details? NO Desktop Review Site Visit? NO INCIC Record customer and complaint Details acknowledge & permission to disclose details INCIC YES YES TrustMark case history requested from LA/HIA/HA YES arrange & carry out site visit Desktop Review sent to customer General feedback sent to LA/HIA/HA 5 8 5 13 Contractor NO Small claims court Site Visit? discuss & agree remedy with customer Desktop Review 3 15 33 LA, HA, HIA 5 18 7 15 recommendations and report sent to LA/HIA/HA Working Days Internal Review & Mediation Alterative Dispute Resolution ADR 10 43 END NO Agree to mediate? 12 55 Target to complete: 3 months Complaint Settled Action & cost of remedy agreed and settled by LA/HIA/HA to customer within 10 working days NO YES Customer accepts ? INCIC mediate a settlement offer between both parties and send offer to customer with ADR option. 10 63 10 53 YES

Access Agreements Customers and Providers are required to sign an Access Agreement to use the DPS The Access Agreements lays out T&Cs of the Agreement and the Customer provides projected annual spend. Providers agree to abide by the T&Cs The Appendix lays out the requirements and services INCIC will provide to the customer The Provider agrees to the Appendix www.incic.org.uk

Your questions are invited Questions & Answers Your questions are invited www.incic.org.uk