Automation Marketplace DPS - Supplier Webinar Thank you for - - PowerPoint PPT Presentation

Automation Marketplace DPS - Supplier Webinar

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RM6173 Automation Marketplace DPS - Supplier Webinar

24th March 2020

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What do I need to know?

• Introducing Crown Commercial Service (CCS)
• Overview of the agreement
• How will I find out about work on this agreement?
• What is the mini competition process?
• What will I need to provide when bidding on work?
• What do I need to do when I win work?
• How can I promote to Buyers using this agreement?

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We help organisations across the entire public sector save time and money on buying their everyday goods and services.

Introducing Crown Commercial Service

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How do we do this? We offer:

• commercial expertise
• a range of commercial vehicles supporting frontline services
• significant savings and time saving
• customer focused
• ‘OneGov’ approach to buying

Overview of the DPS

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• The Automation Marketplace DPS was developed in partnership with Cabinet

Office who ran the previous RM3838 Robotic Process Automation agreement.

• The DPS is needed to provide customers with access to Suppliers who can plan,

design and implement automation into their systems and processes

• Services offered include: Automation Roadmapping, Automation Business Case

Development, Robotic Process Automation, Analytics and much more.

• This agreement can be used by the whole of the UK public sector and associated

bodies & agencies.

Why Automation in the public sector?

• With its hundreds of processes, the government and public sector lends itself

particularly well to intelligent automation. The five business areas that respondents expect will benefit most from this type of automation are operations (77%), customer service (63%), decision support (62%), IT (61%), and finance (53%). (https://www.oracle.com/a/ocom/docs/artificial-intelligence/hbr-pulse-survey.pdf)

• The 2019 Spending Review highlighted automation and AI as key priorities for

government departments and the wider public sector as a way of achieving savings and increasing efficiency and productivity of the workforce. (https://www.itesoft.co.uk/blog/spending-review-2019/)

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Aims and objectives of the DPS

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• To build on the success of Cabinet Offices’ RM3838 agreement which is due to

expire in August 2020.

• To provide value for money, with increased scope and scalability within the

automation space.

• To offer industry best practice and provide innovative solutions across a diverse

range of business needs.

• To cater for all automation needs in one flexible agreement.
• Buyers across the public sector will commission and manage their own

automation services.

• Understand the changing market and anticipate future Buyer needs

What it means for you as either an appointed or potential Supplier?

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What are the required services?

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• This DPS will enable customers across the public sector to buy a range of automation

services, technologies and licences.

• Customers will be working with Suppliers to plan, design, build and manage their live

automation services (and licences).

• Products and services out of scope include but are not limited to:
• any hardware and infrastructure;
• hosting and networks;
• r connectivity services.
• Service definitions and requirements for the DPS have been created following consultations

with internal commercial specialists, Cabinet Office (RPA agreement team), Suppliers (Supplier engagement event held in November 2019) and Buyers.

What is a Dynamic Purchasing System (DPS)?

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• It is an electronic procurement procedure used to develop contracts for

goods and services commonly available on the market.

• Requirements are divided into filters for goods and services.
• Covers the pre-qualification stage of the procurement process –

Selection Stage.

• The DPS is set up using the restricted procedure and some other

conditions as set out in Regulations 28 (Restricted Procedure) and 34 (Dynamic Purchasing Systems) of the Public Contracts Regulations (2015).

Key benefits of this DPS

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• Simpler, quicker process – accessible for both SMEs and other Suppliers

seeking opportunities to provide services to the public sector

• Automated, electronic process – streamlined electronic buying process
• Flexible – allowing Suppliers to join at any time during the term
• Choice - increased scope/scale of service offerings and access to Buyers across

1,400 public sector organisations

• Filtering of Supplier offering - ensures Suppliers receive notifications of

competitions that are relevant to their service offerings

• Dynamic – Buyers can create bespoke specifications, competitions and

contracts

The DPS Contract*

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The standard terms should be used for all CCS dynamic purchasing systems for common goods and services. The DPS Contract is an agreement between CCS and the Supplier. The standard terms are made up of: 1) Core terms - The DPS core terms form part of the DPS Contract with CCS and any DPS Order between a Buyer and Supplier. These must be used in every contract. 2) Schedules - The schedules are split into 2 groups: DPS schedules (all mandatory) and Joint schedules (most are mandatory). 3) Forms - The DPS Appointment Form is customised to include important information about the DPS Contract (including the Special Terms).

*All documents available here

The Order Contract*

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This is a separate contract from the DPS Contract and is between the Supplier and Buyer. It survives the termination/ expiry of the DPS Contract. These standard terms are made up of: 1) Core terms - The DPS core terms form part of the DPS Contract with CCS and any DPS Order between a Buyer and Supplier. These must be used in every contract. 2) Schedules - The schedules are split into 2 groups: Order schedules (some are optional) and Joint schedules (most are mandatory). 3) Forms - The DPS Order Form is customised by the Buyer to include important information about the Order Contract.

*All documents available here

What is the buying process?

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Buying process overview

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Accessed through DPS Platform Accessed through Buyer or CCS esourcing tool

The platform

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The platform

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The platform

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• The DPS electronic platform is hosted by NQC technology solutions via the

GOV.UK Supplier Registration System (SRS).

• The platform aligns with Contracts Finder enabling Suppliers to follow the ‘click
• nce to apply’ process via Contracts Finder.

How do Suppliers apply to join the DPS?

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Supplier reads the bid pack documents

Register for the Supplier Registration Service (SRS) platform Complete the

• nline DPS

Selection Questionnaire (SQ)

Outcome 2: Appointed - you’ve met all the selection criteria

Outcome 1: Assessing - if you fail any of the selection criteria OR application is being further reviewed by CCS

How do customers buy?

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Customer use platform to filter and shortlist Suppliers Publish call for competition Capable DPS Suppliers respond Customer evaluates Supplier responses Award to the chosen Supplier

Customers will run a mini-competition or mini-tender

Dynamic filtering system to shortlist Suppliers

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• Buyers will find out which Suppliers can meet their requirements using the platform to create a shortlist.
• The dynamic filtering system allows Buyers to 1) filter Suppliers using four main categories and then 2) use sub-filters

to filter down further to eligible Suppliers

• Buyers will save the filtered list of capable Suppliers. This list is valid for 2 working days from the date of its creation

(because new Suppliers can apply to join the DPS at any time). *Further details found in Bid Pack documents

How does the mini competition work?

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• Buyers who want to use the Automation Marketplace DPS Agreement have

to agreed to follow a mini competition process.

• Buyer will provide Suppliers with details of mini-competition in accordance

with DPS Schedule 7 (Order Procedure and their Award Criteria).

• Suppliers will submit prices for order contracts including against the SFIA

grade structure set out in Annex 1 of DPS Schedule 1 (Professional Services).

• Apply the Order Award Criteria to compliant tenders
• Award contract to successful Supplier

How will I find out about mini competitions?

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If you are able to supply the services/licences/roles required, Buyers will invite you to

• bid. Buyers must invite all eligible Suppliers to bid.

eSourcing Tools

You will receive the invitation to bid from the procurement tool the Buyer decides to

• use. We encourage Buyers to run their mini competitions through the free CCS

eSourcing tool. Guidance can be found on gov.uk:

https://www.gov.uk/government/publications/esourcing-suite-guidance-for-customers

Insurance Requirements

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• Individual insurances and values will vary according to Buyer’s requirements and
• rders detailed in Joint Schedule 3 (Insurance requirements) and DPS Schedule

6 (Order Form Template).

• Cyber Essentials Scheme Certificate (or equivalent). This must be in place at

the time of first contract award.

How we will work together?

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Supplier Relationship Management

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• CCS communications are generally via:

○ Regular general communication and updates to all Suppliers ○ Business as usual comms ○ Supplier review meetings

• Buyer agenda items for the Supplier review meeting may cover KPIs, MI,
• pportunities, marketing, and savings opportunities.

Why do we need Management Information?

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• To provide granular detail of Buyer activity within the DPS agreement for

government monitoring purposes as per Clause 4.1 in DPS Schedule 5 (Management Levy and Information).

• To provide information on where the public sector is spending its money, on the

type of products and services.

• To demonstrate that the public sector is receiving the best price and value for

money on its purchases.

• To ensure that Government Procurement Policy and framework obligations are

being upheld.

Management Information (MI) Collection

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All Suppliers must:

• Complete your MI monthly return template (found in bid pack)
• Ensure that all MI monthly return templates are completed

accurately and correctly and are uploaded on Report MI

• Submit a ‘no business’ if no contract has been awarded
• We will be in touch with further detail when it is due to start

Management Charge

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• We are a Trading Fund – not funded from the taxpayer directly, but via the

management charge or levy

• The Supplier will pay, excluding VAT, 1% of all the Charges for the Deliverables

invoiced to the Buyer under all Order Contracts

• This management charge should not be passed onto the Buyer
• Payable to CCS within 30 days of the date of the invoice and is calculated based
• n the monthly MI returns
• MI Reports shall be completed electronically and uploaded to the CCS data

submission service available at https://www.reportmi.crowncommercial.gov.uk/

MI Reporting Template

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Next Steps

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• Marketing – use our Supplier marketing toolkit

(case studies, promotion, press releases etc)

Meet our team

Gareth Bayliss Lauren Kaur Suzanne Williams

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Katie Rhodes (Cabinet Office) Maija Banks

Any questions?

Please submit to the ‘host’ via the chat box

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cloud_digital@crowncommercial.gov.uk 0345 410 2222 www.crowncommercial.gov.uk @gov_procurement Crown Commercial Service

Keep in touch

All slides and the transcript from this session will be posted on the Automation Marketplace DPS web page under the ‘Documents’ section

Thank you for attending

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