1. Dynamic Purchasing System (DPS)

2. Welcome Contractor Engagement Presentation
DYNAMIC PURCHASING SYSTEM (DPS)
Contractor Engagement Presentation
Adaptations, Repair, Maintenance & Improvement (ARMI)
Welcome

3. 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

4. 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

5. 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

6. 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

7. 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.

8. 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.

9. 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.

10. 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

11. 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.

12. Provider Registration Process for DPS

13. 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

14. 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

15. 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

16. 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

17. Your questions are invited
Questions & Answers
Your questions are invited