How Redbridge use a DPS for Adaptations

1. Dynamic Purchasing System
(DPS) for Adaptations
Themis Skouros, Group Manager
Environmental Health

2. Delivering Adaptions Works
● In 2019 the team looked at options to improve the delivery of its DFGs as well as the
associated costs and choice that is provided to the grant recipients.
● The team did not offer any form of package for delivery of grants work.
● The delivery of DFGs rested on the client obtaining 2 quotes for the works.
● The team looking at the procurement of a framework and/or using an existing
framework that can bring benefits to all those who use them.
● However, frameworks do not always work well with specialist adaption works in that:
● limiting when additional needs or opportunities are presented
● not allowing new products to be introduced
● no mechanism for replacing or introducing new suppliers or contractors.

3. Dynamic Purchasing System (DPS)
● A DPS is a wholly electronic system of set duration which is
established to purchase commonly used Goods, Services and
Works. Works are tendered through the system.
● In 2019 council engaged in discussions with Independence
Community Interest Company (INCIC) with regards the use of
their Adaptation, Repair Maintenance and Improvement (ARMI)
DPS.

4. How does the INCIC DPS work?
● INCIC manage both Contractor/Supplier compliance and procurement for the
adaption market.
● They provide pre-qualification, vetting and inspections of providers with access to
an electronic software platform to aid in contractor monitoring and ordering of
works.
● The DPS is divided into 20 ‘Lots’ (Categories) for each type of work that could be
required for adaptations jobs. Examples include:
1. Bathroom Adaptations & Associated Building Works
2. Provision and Installation of Shower and/or Bathroom Cubical (Pre-fabricated Cubicles)
3. Hoists
4. Kitchen Adaptations & Associated Building Works
5. Ramps, Paths and Hardstanding including Handrails
6. Stair lifts (Internal and External)

5. Cont.
● The DPS is a wholly electronic process. The jobs are tendered through the
INCIC QESTRA web based system.
● The system should allow you to seek solutions through contractors and
suppliers at a local level. INCIC will help the onboarding of existing and
new local businesses, with a focus on SMEs.
● INCIC is a TrustMark scheme operator.
● New contractors who satisfy the selection criteria can be added onto the
list at any time.
● There is the provision of Key Performance Indicators (KPIs) to ensure a
robust monitoring system.
– Customer feedback / satisfaction form should be sent out to clients
following completed works.

6. Cont.
● Each lot of the DPS is compliant with Procurement Contracts Regulations 2015
(PCR 2015) and has been advertised in The Official Journal of European Union
(OJEU) and Contracts Finder (U.K Government).
● The INCIC DPS provides insurance backed warranties for work in conjunction
with the contractor warranty. This includes contractor insolvency.
Cost and Agreement
● 1% fee by the council on behalf of the grant recipient for the use of the
system.
● An Access Agreement will be required to be signed to allow the Council to
access the DPS. The access agreement can run up to 10 years.
● There is no long term contractual agreement to continue using the INCIC
DPS.

7. The Benefits of Working with INCIC /
Feedback
● The overall bedding and ironing out of the DPS into our systems and
process has been impacted by Covid.
● Opportunities to procure more widely will reduce cost of adaptation works.
– However we have found that not many new contractors have appeared
on the system.
● Control over the works speeds up the delivery of grants works reducing
waiting times.
● Good software and supplier management through INCIC – Jon Hines and
his team
● Good electronic package with email alerts which makes tendering easy
online.

8. Summary and Feedback from Officers
● INCIC are a TrustMark scheme operator and a specialist in Adaptation
Repair Maintenance and Improvement (ARMI).
● They provide pre-qualification, vetting and inspections and ongoing
monitoring of providers with access to an electronic software platform to
aid in contractor monitoring and ordering of works.
● To access the DPS providers will be required to pass selection criteria.
● The INCIC DPS is much more than a procurement mechanism as it helps
manage the entire workflow and communication process.
● Timescales are good
● Particularly good for complex cases

9. Room for Improvement
● Not enough contractors on the list but working on this with INCIC.
● Need specialist contractors, local contractors for Social Value and BAME
to improve language barriers.
● Prices can sometimes seem high, working on expanding schedule of rates.

10. Questions ?