DPS Supporting Facilities Management

Mini competition

Our Mini-Competition process within the Dynamic Purchasing System (DPS) offers a streamlined approach for selecting contractors based on your specific requirements. This brief outlines the functionality and criteria involved in initiating a Mini-Competition through our platform.

Process Description:

The Mini-Competition process allows you to insert your specific project requirements via a capability assessment. Our platform facilitates this process seamlessly, ensuring that you find the most suitable contractor for your project.

Defined Categories/Filters:

• CPV Category: Classify your project based on the Common Procurement Vocabulary (CPV) code, enabling accurate categorisation for better contractor selection.
• Region: Specify the geographical region where the project will take place, ensuring contractors are selected based on their proximity to the project site.
• Value Threshold: Set a value threshold to filter contractors based on the size and complexity of your project.

Invitation to DPS Partners:

Once you’re happy with the selection of suppliers, please complete a confidentiality agreement as found in Step 1 (below). This will allow us to send you more information as well as a briefing document where you can input your requirements. DPS partners from the relevant category you select will be invited to express their interest, provided they meet the specified criteria. This ensures that only capable contractors are considered for your project. The invitation process typically takes a week to allow interested parties to respond.

Capability Criteria:

A capability assessment can be used on the following criteria:

• Project Size and Complexity: Assess the contractor’s capability to undertake projects of similar size and complexity to your proposed project.
• Locality: Evaluate the contractor’s ability to carry out works and services in the locality of the proposed project.
• Insurances: Verify the insurances held by the contractor to ensure compliance with project requirements.
• Financial Stability: Evaluate the contractor’s financial stability and standing to mitigate project risks.
• Health and Safety Record: Review the contractor’s health and safety record to prioritise safety standards.
• Capacity: Consider the contractor’s capacity, taking into account the value of works and services already awarded to them under the DPS Agreement.

Our Mini-Competition process lets you insert your specific requirements via a capability assessment.

Following EOI completion, a tender can be issued which is typically 2-4 weeks.

Automatic Award

We understand the importance of efficiency and simplicity in procurement processes. That’s why we offer an Automatic Award feature within our Dynamic Purchasing System (DPS) for cases where there is only a single appointee within the initial categorisation. This feature eliminates unnecessary steps and accelerates the procurement process, ensuring a seamless experience for our users.

Defined Categories:

Our Automatic Award process is based on the following defined categories:

• CPV Category: Each project is classified based on the Common Procurement Vocabulary (CPV) code, ensuring precise categorisation for optimal contractor selection.
• Value Threshold: Projects are categorised based on predetermined value thresholds, allowing for efficient filtering of potential appointees based on project size and complexity.
• Region: Geographical regions are specified to ensure that appointees are ideally located to undertake the project, minimising logistical challenges and optimising project execution.

Efficient Selection Process:

When only a single appointee meets the criteria within the defined categories, our Automatic Award feature comes into play. This method allows for an automatic award of the contract, streamlining the selection process and reducing administrative burden.

Benefits:

• Time-Saving: Eliminates the need for additional evaluations or competitions, saving valuable time for both buyers and suppliers.
• Simplicity: Simplifies the procurement process by providing a straightforward path to contract award when only one suitable candidate is identified.
• Efficiency: Ensures rapid decision-making and contract award, facilitating timely project commencement and delivery.