Independence Community Interest Company and Trustmark present at the Foundations Sector meeting on 1st May 2019.

1. Dynamic Purchasing System (DPS)

2. www.incic.org.uk
Thank you for Inviting INCIC
Programme
• About INCIC
• What is DPS
• Benefits and Costs of DPS
• The Plymouth Model
• Lots (Categories)
• Invitation To Tender (ITT) and how it
works
• Standards and Consumer protection
• Warranty

3. About INCIC
www.incic.org.uk
Independence CIC (INCIC) is a Community Interest Company, specializing in the Domestic Sector
• The only independent , not for profit Operator, focusing on the older & less abled
• INCIC have the ability to accredit both “Home Adaptations” and “Stair-lifts”
• INCIC focus on improving consumer protection and promoting local, 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

4. What is a Dynamic Purchasing System (DPS)
and what are the Benefits?
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 . These may be divided into categories or Lots of works or services
•INCIC has entered into an agreement with Plymouth City Council effective from August 2018 and the DPS is
now operational and available nationally
•Other authorities can join the DPS and as well as going live with Plymouth City Council we have an
agreement with LB Bromley and are working with Newham, Barking and Dagenham, Croydon, Teignbridge,
South Hams, Wolverhampton, Derby and Redbridge to go live shortly
www.incic.org.uk

5. Benefits and Costs of accessing DPS
•Use of a flexible, legally compliant electronic Procurement solution which is flexible and can be geared to
the needs of each Authority
•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 . We 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 developed in conjunction with Trading Standards
• Provides ADR and high level Consumer Protection Standards including facility for a Warranty
• Electronic Process using Software developed by INCIC allows access by both Authority and Contractor
• Cost savings for the Authority, flexibility to bring on new Contractors
Costs of the DPS to Contractors - There is no charge to Contractors (providers) who apply and are admitted to the
DPS. Fee 1% to the Authority for works completed within the DPS
www.incic.org.uk

6. Available Lots (Categories)
Lot 1 Bathroom adaptations and associated building works.
Lot 2 Bathroom adaptations and associated building works including design.
Lot 3 Provision and installation of shower and/or bathroom cubical (pre-fabricated Cubicles).
Lot 4 Hoists.
Lot 5 Kitchen adaptations and associated building works.
Lot 6 Kitchen adaptations and associated building works including design.
Lot 7 Minor building works.
Lot 8 Ramps, paths and hardstanding including handrails.
Lot 9 Stair lifts (internal and external).
Lot 10 Through floor lifts (Internal).
Lot 11 External mechanical access lifts (e.g. step lifts) .
Lot 12 Disabled living equipment (e.g. raised WC seats, bath lifts etc.) .
Lot 13 Disabled living equipment requirements/assessment.
Lot 14 Assistive technology services.
Lot 15 Door openers and entry systems.
Lot 16 Major adaptations extensions, conversions.
Lot 17 Home repair and maintenance including handyperson service.
Lot 18 Disabled living home design services.
Lot 19 Occupational Therapy and Trusted Assessors services.
Lot 20 Case Management service.

7. 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 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.
The usual timescale from ITT to tender return is 10 days.
Bids are evaluated and the winning bid or bids are awarded Contracts during this second Stage.
DPS – How it Works
www.incic.org.uk

8. •The Plymouth Model can be used for all LOTS used within the DPS
•The original Plymouth Model was used by Plymouth City Council to procure their original bathroom framework. It
was a simple, 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 required performance
•Hourly Rates based on local trade rates to perform tasks 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 Authority, normally up to 25%
•Selection, based on criteria laid down on application, used to select Providers (Suppliers and Contractors)
The Plymouth Model
www.incic.org.uk

9. Invitation to Tender (ITT)
using Schedule of Rates (SOR)
www.incic.org.uk

10. www.incic.org.uk
0 12 months- 60days 24 months up to 5 years max
Contractor
Warranty
Full
Insurance
Warranty
Full
Insurance
Warranty
(Extension)
Insurance
Backed
Guarantee
including
solvent refusalDeposit
Protection
Cost
0.95%
0.2%
per year
Subject to:
• Minimum premium of £35
• Admin fee of £10 per policy
• Appropriate technical and
sign-off standards
Warranty Structure

11. Access Agreements
www.incic.org.uk
 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

12. Questions & Answers
www.incic.org.uk
Your questions are invited