Dynamic purchasing system (DPS) practical workshop

The Association of Municipalities of Tartu County contributes to the development of effective procurement criteria and the implementation of a producer-friendly procurement system. Therefore, they are organizing a practical workshop with procurement specialists from Southern Estonia. Representatives from the Ministry of Climate, Ministry of Finance, Ministry of Regional Affairs and Agriculture are invited to the practical workshop. The workshop will cover the preparation process of the Dynamic Procurement System (DPS).

In the workshop, the modelling of the food raw material procurement task within the DPS framework will be demonstrated to understand the advantages and possibilities of DPS in the work of procurement specialists for raw material procurement. The workshop is necessary because procurement specialists in local governments need the assistance of DPS specialists, including the opportunity to use the public procurement training platform to develop the plan in the workshop and implement it in the public procurement register.

Our procurement specialists have participated in various international DPS seminars, and in the county, we organized a seminar on "Dynamic Food Procurement Preparation" (19.06.24) with Riina Krall, the procurement project manager of the State Defence Investment Center, and Ele Pikpõld, the purchasing project manager. Since there is little practice in implementing DPS in local government procurements, we need the support of specialists to make the DPS model work for municipalities.

For whom: Procurement specialists from the municipalities of Tartu County, representatives of various ministries.

Objective: The Dynamic Purchasing System (DPS) is a flexible and efficient public procurement tool that allows contracting authorities to make ongoing purchases without limiting the pool of suppliers. The aim of the workshop is to provide participants with both a theoretical overview of the principles of using DPS and practical experience in creating and managing it.

Agenda:

11:00 - 11:05 Opening Remarks and Introduction, Karen Silts (Ministry of Climate)

11:05 - 11:20 Advantages of the Dynamic Purchasing System, Riina Krall (State Defence Investments Centre)

• Principles of DPS
• Difference from framework agreements and other procurement methods

11:20 - 12:15 Creating a DPS: Stages and Practical Examples, Riina Krall (State Defence Investments Centre)

• How to start creating a DPS?
• Setting conditions and criteria
• Drafting tender documents
• How to populate and manage a DPS?
• Adding suppliers and the selection process
• Evaluating bids and placing orders

12:15 - 13:15 Practical Session: Creating and Using a DPS in the Public Procurement Register, including the buyer's side, Riina Krall and Ele Pikkpõld (State Defence Investments Centre)

• Practical exercise in creating a DPS
• Entering and publishing the contract notice and supporting documents in the register
• Specifics of using DPS in the Public Procurement Register

13:15 - 14:00 Lunch

14:00 - 14:30 What are the alternatives to DPS, depending on the subject matter, volume, and cost of the procurement? Kati Eller (RTK)

• When is it not reasonable to use DPS?

14:30 - 15:00 Discussion, if there are any additional questions

15:00 - 15:10 Summary