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Vehicle Conversion DPS

Contract ID: RM3814

Start Date: 24/08/2017

End Date: 23/08/2023

Description

This agreement utilises a Dynamic Purchasing System (DPS), which is a public sector sourcing tool for services and goods (Public Contracts Regulations 2015). It is similar to an electronic framework, but new suppliers can join at any time. This is a wholly electronic way of sourcing, but suppliers and customers do not need any special IT equipment. It  eliminates unnecessary activity for the supplier up front.

Public sector fleet teams frequently need to convert their vehicles to be suitable for different operational purposes. Some level of vehicle modification is supported by the vehicle manufacturer, however, there are many vehicle changes which require a specialist conversion.

The CCS Vehicle Conversions DPS fulfils this requirement; upon application to join the DPS, suppliers indicate which elements and services they are able to bid for under the DPS. The elements are organised into a matrix of filters, comprising:

  • Geography
  • Sector
  • Vehicle type
  • Service types
  • Product and sub-product

Full details of goods and services in scope, and the filtering can be found within the Customer Guidance document under the Documents tab.

Benefits

The DPS offers a number of key benefits for both customers and suppliers:

  • Simpler, quicker process - perfect for SMEs looking to access to public sector business
  • Automated, electronic process - using existing supplier selection tools and systems
  • Flexible - new suppliers can apply to join at any point, increasing the potential capacity
  • Choice - increased scope/scale of service offerings
  • Filtering of supplier offering - ensures suppliers receive notifications of relevant competitions
  • Dynamic - customers can build specifications, competitions and contracts in a way to suit them
  • Supports localism and social value - enabling suppliers to bid for business: locally, regionally or nationally. Allowing customers to undertake competitions between both national and local suppliers to suit their requirements.
  • Opportunity to access wider supply chain - for specialist services or where supplier may previously have been a subcontractor

 

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Access

The DPS is operated on the Supplier Registration Service system. If you don’t already have one, you will need to register for a Buyer’s account, after which you will be able to access the DPS Marketplace and the Vehicle Conversions DPS. This contains all the service filtering options for you to make your selections and download a shortlist of suppliers for your competition. Details of  suppliers appointed to the DPS can be found on the above mentioned Supplier Registration Service also.

The process briefly comprises:

  1. Register on SID4GOV
  2. Navigate to the DPS for Vehicle Conversions and access by agreeing to terms of use
  3. Use filters to reflect contract requirements and filter appropriate suppliers (see Annex 1)
  4. Export list of suppliers from SID4GOV. Note, it is recommended that the exported supplier list is used within 2 working days, as new suppliers may be applying to join at any point, thus changing those eligible to compete
  5. Create a competition on the customer’s chosen eProcurement system, inviting the identified DPS suppliers and detailing the specification, evaluation criteria and contract format
  6. Conduct competition and evaluate (allowing at least 10 days for supplier responses)
  7. Determine intention to award to supplier/s
  8. Return to SID4GOV and request any required evidence from winning supplier/s
  9. Supplier/s share evidence through system (recommended to do so within 2 days)
  10. If satisfied with evidence, proceed to award
  11. Inform CCS of contract award via SID4GOV
  12. Where appropriate, issue Contract Award Notice/Contracts Finder notice

Once customers have drawn down their list of relevant suppliers to invite to competition from the system, it is important that they run the competition within 2 days of identifying the suppliers capable of meeting your requirements from the DPS. Customers are able to carry out the competition on the eProcurement system of their choosing.

More detailed guidance is available under the documents tab.
 

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Background


The Vehicle Conversions DPS was developed to provide you with a flexible route for the sourcing of vehicle conversion goods and services, to be able to access a wide scope of provisions, and design your competition and contracts in a way which suits your operational demands.

The DPS is also beneficial to suppliers, in a market where more than 97% of suppliers are SMEs. The DPS is less resource intensive supports access by SMEs and allows for you to build in Social Value elements that are important to you.

The Dynamic Purchasing System (DPS) is a replacement of: RM956 Vehicle Conversion and Reconditioning Services (which was a framework agreement).

A wide range of customers stakeholders were involved in the planning of the new agreement, and many other organisations were consulted for their feedback on the current framework and expectations of it’s replacement. Stakeholders helped to determine that, given the wide and changing scope of the conversions market, a DPS would provide the best route to market for this product/ service group.

CCS followed the Restricted procedure, as required for a DPS, published an OJEU Contract Notice and allowed an initial 30-days for suppliers to apply to join. Thereafter, the DPS was opened and appointed suppliers could commence bidding and carrying out contracts. New suppliers can continue to apply to join at any point during the life of this DPS.

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Lot details

Lot Number Lot Name Lot Category Number of Suppliers Contract Expiry
1 Vehicle Conversion DPS Fleet 1 - click here to view suppliers 23/08/2023

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Framework Manager Contact Details

Oliver Cain

DPSvehicleconversions@crowncommercial.gov.uk

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