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Monitoring Services Dynamic Purchasing System
Engagement Event
What we will cover
1. Introductions and Scene Setting‒ Housekeeping
‒ Introduce the panel
‒ Overview of Innovate UK
‒ Project Background
2. Monitoring Services Overview‒ What are we procuring?
‒ Lot Structure
‒ Service Requirements
‒ Service Levels
3. Procurement Overview‒ Dynamic Purchasing Systems
‒ Process (How to join the DPS)
‒ Procurement Timeline
‒ Help Using the DPS
4. Overview of the new operating model‒ How it works on a day to day basis
‒ What’s different
‒ Performance outputs
5. Q&A
OVERVIEW OF INNOVATE UK
Innovate UK
• We drive the science and technology innovations that will grow the UK economy
• Expects significant increase to our Grants
• It is important that the Award funding drives innovation
• Monitor projects regularly
Monitoring Services – Project Background
Why does Innovate UK monitor projects?
• Full auditability
• Control
• Assuring value for money
• Maintenance
• Public money
• Exploitation
• Assess performance
Three Strands of Monitoring
Technical assurance Financial assurance Project management assurance
Criterion: Scope Criterion 2: Cost criteria Criterion 3: Time
Criterion 4: Exploitation
Criterion 5: Risk Management
Criterion 6: Project Management
Monitoring Services – Project Background
Why are we changing the way we procure monitoring services?
• To evolve our Monitoring Services
• Diverse and resilient pool
• Sector-relevant expertise and experience
• Engaging with more stakeholders
• Compliance
MONITORING SERVICES OVERVIEW
What Are We Procuring?
Two elements:
• The Procurement of the End to End Digital Platform‒ A leading DPS Platform Provider
‒ Hosted in the UK
‒ User friendly
• The Procurement of the Monitoring Service Providers‒ Establishing a pool of pre-qualified suppliers
‒ Open access to applicants for the duration of the DPS
‒ Join lots at any stage
Lot Structure
Monitoring Service Requirements
Financial Validation Checklist
Lead Project Manager self certifies that all project costs are eligible and fully auditable if validation is required
Monitoring Service Providers will check a sample of• Timesheets• Subcontract Invoices• Material Invoices
Service Levels
Frequency Duration Complexity Value Engagement
Gold
Monthly Monitoring
Typically 3 years Project
life
Complexity - no. of Participants= 10 or more Participants
Value £10m or more total
Award value
Min. physical attendance at day-long MRM
Indicative no. of days work over typical Project duration = 57
Silver
Quarterly Monitoring
Typically 3 years Project
life
Complexity - no. of Participants= 7 or more Participants
Value £5m or more total
Award value
Min. physical attendance at day-long QRM
Indicative no. of days work over typical Project duration = 22
Bronze
Mid & Final term
Monitoring
Typically not > 9 months
Complexity - not more than 4 Participants
Value up to £50k Award
value
No physical attendance required at meetings
Indicative no. of days work over typical Project duration = 2
Service Levels Questions table
Question RequirementAnswer Score
3Answer Score
2Answer Score 1 Project Classification
A
How frequently do you require the MO to
monitor progress of the grant?
Monthly Monitoring
Quarterly Monitoring
Mid & Final term
Monitoring
If the highest answer to any question scores 3 then the project is Gold
BWhat is the duration of required monitoring of
the grant?
Typically 3 years Project life
Greater than 9 months but less than 3
years Project life
Typically less than 9 months
project life
If the highest answer to any question scores 2 then the project is Silver
C
How complex is the project in terms of
number of participants to the grant?
Complexity - no. of Participants =
10 or more Participants
Complexity -no. of
Participants = 5 to 9
participants
Complexity -not more than 4 Participants
If the highest answer to any question scores 1 then the project is Bronze
DWhat is the value of the
grant that is being monitored?
Total award value above
£10m
Total award value above £50k but less
than £10m
Total award value less than
£50k At least 3 out of 4 questions must be determined
PROCUREMENT OVERVIEWDYNAMIC PURCHASING SYSTEMS (DPS)
The procurement process
• UK SBS are supporting Innovate UK with a procurement process that allows them to procure the services of suppliers that have the skills and experience to deliver high quality monitoring services for a variety of different industry sectors.
• The process must be able to handle a high volume of procurements to support Innovate UK’s needs of appointing Monitoring Services contracts in an efficient and effective manner.
• The process must be compliant with the Public Contract Regulations 2015 and with the principles of “treating economic operators equally and without discrimination and shall act in a transparent and proportionate manner” (Regulation 18).
• Innovate UK have selected the Dynamic Purchasing System as the most suitable procurement route to meet their needs.
Dynamic Purchasing Systems
• A DPS is run completely electronically and suppliers can apply to join the DPS at any time.
• Two stage procedure with a pre-qualification stage followed by an Invitation to Tender (ITT) stage.
• The number of participants is not restricted.
Public Contracts Regulations 2015 - Regulation 34 (2)
“The dynamic purchasing system shall be operated as a completely electronic process, and shall be open throughout the period of validity of the purchasing system to any economic operator that satisfies the selection criteria.”
How to apply to the DPS
Application / Selection stage:
• After the OJEU Notice has been published suppliers will be required to register an expression of interest to gain access to the DPS.
• The Pre-qualification will utilise government standard selection questionnaire (SSQ) with additional project specific selection questions per lot.
• Applicants can apply to multiple lots. We will endeavour to simplify the process as much as possible to reduce the need for bidders to duplicate responses.
• All the candidates satisfying the selection criteria shall be admitted to the system, and the number of candidates to be admitted to the system shall not be limited.
How we will award the Monitoring Services Contracts
ITT / Award Stage:
• When a new grant funded project needs monitoring, Innovate UK shall invite all admitted participants of the specific Lot to submit a tender for each specific procurement under the Dynamic Purchasing System, this is the ITT stage
• Those suppliers that are interested and available should complete and submit a tender response by the deadline specified
• The tender responses will be evaluated against the criteria contained in the invitation document
• Innovate UK shall award contracts to the tenderers that submit the best tenders on the basis of the award criteria set out in the Invitation to Tender
• That process will be repeated for every new contract requirement that comes in
The DPS Process for Monitoring Services ContractsPrior Information Notice (PIN) issued via OJEU to warm up and inform the
market.
Applicant responds to the Selection Questionnaire
(SQ)?
FAQs and general information published on
Innovate UK site.
Pre-market engagement road show. To inform the
market of process, changes and timescales.
Interested parties request attendance to pre-market
engagement
DPS access granted to the applicant
Interested parties submit an Expression of Interest
(EoI) via the DPS to request participation.
Contract Notice published on OJEU and Contracts
Finder (aka call for competition). Opportunity
remains open for life of DPS
Qualified Suppliers await Invitations to Tender (ITT) to be advertised via the
DPS
Qualified Supplier’s details entered into lot(s)
Interested party’s circumstances change?
ITTs advertised to specific lot on
DPS for Monitoring
Service contract
Applicant successfully qualifies and is accepted
to the specified lots?Y
Y
N
N
(Re-apply)
Yes
Qualified supplier assess the
opportunity and responds within
timescales.
ITT responses evaluated.
Supplier successful?
No
Contract Awarded to the successful
bidder
Yes
Monitoring services delivered and
Innovate UK manages the outputs and the
Supplier’s performance.
Procurement Timeline
Select DPS Software Provider
July 2017
Configure & Test DPS Platform
Aug-Sept 2017
Issue OJEU Contract Notice for Applications to
the DPS
Late Sept / Early Oct 2017
Successful Applicants allocated to Lots
From November 2017
Commence Evaluation of Initial DPS Applicants
November 2017
First Invitations to Tender published via the DPS
January 2018
Evaluation of ITT responses Contracts awarded
Bidders submit ITT responses
(Minimum 10 days from date of publish)
Support for Bidders using the DPS
• The DPS system should be intuitive and easy to navigate and relatively easy for interested suppliers to participate.
• Access to the system will be available via most commonly used internet browsers.
• We anticipate that this may be a new experience for many providers of Monitoring Services so an essential element in the selection of the DPS provider was choosing an organisation that can provide help desk support.
• A user guide will be available and email and help desk telephone support will be available during working hours of 9am-5pm.
OVERVIEW OF THE NEW OPERATING MODEL
How it works on a day to day basis
1. Funders Panel Signed2. Mini Competitions/ Invitations to Tender3. Information provided
‒ Participant Details‒ Project Duration‒ Grant‒ Monitoring Service Level‒ Public Summary
4. Minimum 10 working days to respond5. Evaluate6. Contract awarded
What’s different?
• Suppliers bid for the Contract
• Cost is inclusive of T&S
• Pre-agreed rates and mechanisms for extension periods
• Day rate for exceptional meetings
• The supplier takes responsibility
• The relationship is as a service provider
• Three Monitoring Strands (Financial, Project & Technical assurance)
Performance Outputs
Key elements are:
• Timely provision of high quality project assurance
• Quality of Project Change Requests
• Interaction and feedback
• Project forecasting
• Referrals given to projects for follow on funding
Thank You for Attending
