Procurement - civil engineering dynamic purchasing system – projects up to £5M: supplier's guide

Key information

DPS details

DPS name: Civil Engineering Dynamic Purchasing System (DPS) Scotland - projects up to 5 million GBP Reference Number SP-22-015

DPS duration: the DPS will have a term of up to 72 months (until October 2030). Scottish Government has the options to either extend or reduce this term or end the DPS agreement at any time.

Contract notice

Scottish Government contact: Collaborative Construction Team CCT_SPPD@gov.scot

Forward and acknowledgements

Scottish Procurement aims to deliver benefits to the people of Scotland through improved value for money for taxpayers, improved goods, services and works projects for all our citizens and provide economic opportunities for Scotland.

This is achievable through effective collaboration throughout the procurement cycle. Scottish Procurement would like to acknowledge the work, support, and contribution from all sector representatives. Their input has helped to shape the direction of this Civil Engineering Dynamic Purchasing System and to its successful outcome.

Introduction

The Scottish Procurement Collaborative Construction Team (CCT) has established a Civil Engineering Dynamic Purchasing System (DPS) Scotland for projects up to 5 million GBP (SP-22-015). The relevant Contract Notice was published in September 2024. The DPS has an initial estimated term of 72 months (Scottish Procurement can end/extend the DPS agreement at any time), until October 2030. This supplier’s guide aims to assist all suppliers that have joined the DPS in understanding how this will be used by buying organisation

Scottish procurement points of contact

Collaborative Construction Team mailbox: CCT_SPPD@gov.scot 

Stefano Ferracuti, Senior Procurement Portfolio Specialist: stefano.ferracuti@gov.scot 

What is a dynamic purchasing system (DPS)

A DPS is an electronic method of procurement. It provides a list of pre-qualified suppliers for a variety of purchases, including works and services, from which Scottish public sector organisations can invite tenders. As a procurement process, it has some aspects that are like a framework agreement, however, it is a wholly electronic process, with opportunities competed through calls for competition.

A DPS has two stages:

1. To join the DPS, suppliers must meet the established selection criteria. There is no limit on the number of suppliers that can join the DPS, and they can submit an application to join at any stage during the lifetime of the system. The assessment of applications is conducted by the Scottish Government

2. Individual call-off contracts are then awarded by buying organisations during a second stage. Whenever it issues a call for competition under the DPS, a buying organisation must invite to bid all suppliers that have joined the relevant category of the DPS. PLEASE NOTE: No volumes are guaranteed or have been granted by the Scottish Government. The Scottish Government and the participating public bodies are not bound to order any of the works referred to within each works lots

Further information can be found at our website and the Procurement Journey. Suppliers that want to submit a request to join the DPS can find the necessary information within the relevant Contract Notice on Public Contracts Scotland

Aim of the civil engineering

DPS CCT have worked collaboratively with cross-sectoral colleagues and key stakeholders to develop the strategy for this DPS with the aim of offering a simpler and proportionate application process for suppliers.

This should encourage Small and Medium-size Enterprise (SME) participation and provide a greater opportunity for them to win business outright (rather than being a sub-contractor). The DPS offers to public sector organisations a straightforward, flexible, and quick route to market, which will enable them to procure a broad range of civil engineering works without having to go through an onerous tendering process. The filtering structure has been designed to further enhances the accessibility and flexibility of the DPS to both buyers and suppliers.

Scope of the civil engineering DPS 

The Civil Engineering DPS has been set up using categories to filter for suppliers. There are three categories: Lots, Regions and Value Bands. The different filtering options per category are set out below. This is not intended to be an exhaustive list of the works available but provides a high-level illustration of the range of potential works which may be delivered under this DPS.

DPS category 1 - Lot

Lot 1: general civil engineering works Projects may include, but are not limited to, earthworks, site clearance, tree felling, construction, repairs, maintenance, replacing and installations of landscaping, drainage and drainage systems, fencing, footpaths, cycleways, access tracks, paving, signage, railings and other civil engineering work activities.

Lot 2: roads

Projects may include, but are not limited to road, construction, foundation and surfacing works, alterations, repairs and maintenance, and control, safety or signalling equipment.

Lot 3: structures

Projects may include, but are not limited to bridge maintenance, strengthening, repairs, refurbishment and construction, parapets, retaining structures, culverts, temporary works, foundations, demolition/removal, painting protective coatings, blast cleaning, mechanical inspections services and miscellaneous structures.

Lot 4: geotechnical services and related works

Projects may include, but are not limited to, geotechnical engineering services, foundations, embankments, piling, groundworks, ground stabilization, investigations, monitoring and reporting.

Lot 5: utilities

Projects may include, but are not limited to, public utilities, utility diversions, ducting, public lighting repairs, parts, installations, replacing, commissioning, equipment and maintenance, and traffic lights installations, repairs, replacing and maintenance.

Lot 6: harbour, coastal, rivers, flood and marine

Projects may include, but are not limited to, construction works, maintenance, repairs and replacing for dams and similar fixed structures, lighting for ship & river guidance and illuminations, coastal defences, river regulation and flood control works, river wall construction and protection works, marine works, river works, coastal works, waterway diversions, canals, pontoons, jetties and piers.

DPS category 2 - Region

• Aberdeen City
• East Ayrshire
• Inverclyde
• Renfrewshire
• Aberdeenshire
• East Dunbartonshire
• Midlothian
• Scottish Borders
• Angus
• East Lothian
• Moray
• Shetland Islands
• Argyll and Bute
• East Renfrewshire
• Na h-Eileanan Siar
• South Ayrshire
• City of Edinburgh
• Falkirk
• North Ayrshire
• South Lanarkshire
• Clackmannanshire
• Fife
• North Lanarkshire
• Stirling
• Dumfries and Galloway
• Glasgow City
• Orkney Islands
• West Dunbartonshire
• Dundee City
• Highland
• Perth and Kinross
• West Lothian

DPS category 3 - Value Band

• £0 - £100,000
• £100,001 - £250,000
• £250,001 - £1,000,000
• £1,000,001 - £2,500,000
• £2,500,001 - £5,000,000

Benefits of the DPS

A DPS is an effective and efficient procurement procedure that can benefit both buying organisations and suppliers alike. Below are just some of the benefits suppliers can expect:

• easy to join DPS - not resource intensive
• can apply and re-apply to join the DPS at any time
• can apply to any/all the Lots
• open to suppliers of all sizes
• no limit to the number of suppliers allowed onto the DPS

Core terms

As part of their application to join the DPS, suppliers have agreed to the Core Terms and their use. The Core Terms describe the functioning of the DPS and define the Scottish Minister, Supplier and DPS Public Body (buying organisation) obligations at DPS level.

DPS management arrangements

Each buying organisation is responsible for the day-to-day contract management of their call-off contracts, while CCT are responsible for the strategic contract management of the DPS. As part of the contract management activities of the DPS, suppliers will provide CCT with MI, Key Performance Indicators (KPIs), and sustainability performance measures with the frequency defined within the Core Terms.