Procurement - digital technology and cyber services DPS: buyer's guide

Using a dynamic purchasing system (DPS)

Benefits of a dynamic purchasing system

A dynamic purchasing system is a similar procurement process to a framework agreement however with flexibility in the scope and the application process.

Some of the benefits buyers can expect:

• faster process than full OJEU
• supports digital aspirations and promotes use of agile delivery
• no limit to the number of suppliers on a DPS
• the OJEU and ESPD have been undertaken
• suppliers can join at anytime. Encourages competition and easier access for SME’s
• continuous access to a limitless number of suppliers
• streamlined procurement for buyers & suppliers
• completely electronic process where supplier details are held centrally
• offers digital technology services specifically for the Scottish Public Sector

Scope

The digital, technology and cyber services dynamic purchasing system is split into 4 lots.

Lot 1 – Digital and technology projects

This lot is focused on services delivered as projects with outcomes and milestones. Services include digital transformation, systems integration, support and development services, etc, such as:

• application development
• digital transformation
• managed ICT services
• integration services
• website development and support
• user research
• content and service design

Lot 2 – Digital technology resources

This lot is focused on Digital specialists/resources, project/programme managers, data specialists, etc, such as:          

• digital specialist
• project/programme managers
• user research
• business analysts
• solutions architect
• data modelling
• digital consultancy

Lot 3 – Digital training services

This lot is focused on digital training services and bespoke development such as:

• standard ICT training courses
• project management training
• off the shelf training packages for commonly used applications such as Microsoft 365
• bespoke training development services
• training analysis and strategy development
• train the trainer services
• individual training coaches and train the trainer

Lot 4 – Cyber security and resilience services

This lot is focused on cyber resources/specialists, cyber security services, penetration testing, security and independent accreditation assessments, etc.

Some examples of the services included are:

• cyber security specialists
• security operations centres
• penetration testing
• accreditation services
• incident management and response services
• audit, review and compliance services

Each of the lots focuses on different aspects of ICT and will require different examples meeting the relevant criteria.

Note: this is not intended to be an exhaustive list of services but at a high level illustrates the range of potential services which may be requested.

Software/Hardware and Cloud Solutions are out of scope of the DPS.

Using DPS for tenders

The DPS is for services commonly available on the market and provides a list of pre-qualified suppliers that have met the minimum entry criteria. It is a simple route to market which will enable organisations to procure their Digital Technology and Cyber Services without having to go through an onerous OJEU process, meaning buyers need only issue and evaluate their individual tenders.

When using a DPS you must give all participating suppliers, on your chosen Lot, the opportunity to respond to your call for competition (ITT). In our experience it is unlikely all suppliers will bid for all opportunities and they will ‘self-select’.

However if you feel that there is a potential  risk of a high (or low) number of bids received then you may wish to consider some market analysis in the form of electronic engagement with the all the suppliers in the specific Lot. For example, you may wish to issue a project summary document highlighting the key aspects of your requirement which will allow suppliers to review before the full ITT documentation is issued.

If you choose to issue this via the DPS area of the PCS-T system please clearly identify this as an ‘Expression of Interest’ (or similar wording) in the title to avoid confusion with actual ITT documentation.

You must ensure you include all suppliers in all communications in relation to your tender as the process you adopt must be fully transparent. Should you wish to proceed the regulations state that all suppliers must be invited to tender regardless.

Note: As the DPS is an ‘open and running’ system it is important you issue the ITT to any new suppliers added to the DPS between the dates of initial engagement and issuing your ITT documentation. It is important you do not create your ITT far ahead of your intended publication date.

Call for competition

Scottish public sector bodies should develop their tender documents as they would for any tender, including how and when to respond, along with details of the evaluation criteria being used. Any responses received by the deadline should then be evaluated and the tenderer that offers the most economically advantageous tender should be awarded the call off contract.

You must give suppliers a minimum of 10 days to respond to any tenders issued via the DPS. However, buyers should take into account the complexity of their requirement when deciding the duration of tender submissions.

The award criteria must include both cost and quality of service. The weightings should be determined prior to the issue of the tender documents. Please note that the overall weightings must be within the following ranges:

Quality/Technical: 40-80%

Price: 20-60%

All DPS call off transactions must be carried out electronically.

To help buyers using the DPS, a project within Public Contracts Scotland – Tender (PCS-T) has been created specifically for buyers to issue call-offs on the DPS.  There is no need to undertake the two day PCS-T training course to gain access.

To request access email the DPS Manager: Alasdair.Rowan@gov.scot

If you do not already have a user account for PCS-Tender the DPS Manager will request one is created. You may be asked for a summary and value of your tender to assist with forward planning.

Once a user account is created you will be given access to the project associated with the lot you wish to use. You will be issued with a ‘DPS call-off user guide’ which outlines the process for creating an ITT along with other helpful information about the system functionality.

When you are running a call off contract you need to create the ITT from the DPS lot templates which contain the most up to date list of suppliers approved to the DPS. When you ‘create from existing ITT’ using the following codes:

itt_49071 – Lot 1 – Digital Technology Projects and Services

itt_49073 – Lot 2 – Digital Technology Resources

itt_49074 – Lot 3 – Digital Training Services

itt_49075 – Lot 4 – Cyber Security Services

The system templates will always be live and up to date. The supplier list on the website will be updated monthly with new applicants.

Buyers should only request access to the projects when you have a tender requirement and are nearly ready to publish.