Everything UK and Irish suppliers need to know before they apply

If you sell to the public sector, you will come across the term DPS sooner or later. A Dynamic Purchasing System is one of the most accessible routes into public contracts because, unlike most framework agreements, it stays open to new suppliers. This guide explains what a DPS is, how it works, how it compares with a framework agreement, what has changed under the Procurement Act 2023, and how to get listed and start winning work. 

Key takeaways 

• A DPS is an open, fully electronic list of pre-qualified suppliers that stays open to new applicants for as long as it runs. 

• Joining gives you the right to bid, not guaranteed work. Contracts are won through competitions between members. 

• In the UK, the Procurement Act 2023 (live since 24 February 2025) replaces the DPS with the dynamic market for new procurements. Existing DPSs keep running until they expire, and all must end by early 2029. 

• Up-to-date documents and a reusable bid library are what turn membership into revenue. 

What Is a Dynamic Purchasing System (DPS)? 

A Dynamic Purchasing System (DPS) is a procurement tool that lets public sector buyers build a pool of pre-approved suppliers for goods, services or works that are commonly available on the market. Suppliers who meet the entry criteria are admitted to the system, and the buyer then invites members to compete for individual contracts as needs arise. 

What makes a DPS distinctive is in the name: it is dynamic. New suppliers can apply at any point while the system is live, whether that is day one or year three. There is no cap on the number of members, and the whole process runs electronically. Compare that with a traditional framework agreement, where the supplier list is normally fixed once the agreement is awarded. 

In practice, that means a missed framework is not always a missed opportunity. If a DPS covers similar work, you may still be able to join today. 

DPS vs Dynamic Market: What Changed Under the Procurement Act 2023? 

The Procurement Act 2023 came into force in the UK on 24 February 2025 and replaced the Public Contracts Regulations 2015 for new procurements. Under the Act, the DPS is replaced by the dynamic market. For suppliers, the main points are: 

• Existing DPSs keep running. Systems established under the old rules can continue until they expire, and under the transitional rules all legacy DPSs must come to an end by early 2029. 

• Dynamic markets cover more. A DPS was limited to commonly available, off-the-shelf requirements. A dynamic market can be used for any type of goods, services or works. 

• The core principle is unchanged. A dynamic market must remain open to new members throughout its life, with no limit on the number of suppliers. 

• Membership conditions must be proportionate. Buyers set conditions covering legal and financial standing and technical ability, and they cannot change them during the term. 

In Ireland, public procurement is still governed by regulations implementing EU Directive 2014/24/EU, so the DPS remains the term you will see there. Throughout this guide we use “DPS” because it is what most suppliers search for, and we flag where dynamic markets differ. 

How a DPS Works, Step by Step 

1. The buyer establishes the system. A contracting authority publishes a notice setting out the categories covered, the entry criteria and how long the DPS will run, which can be open-ended. 

2. Suppliers apply to join. You demonstrate that you meet minimum standards for financial stability, experience, insurance and certifications, usually through a selection questionnaire or an ESPD (European Single Procurement Document). 

3. Qualifying suppliers are admitted. Buyers assess applications quickly, typically within around 10 working days, and must admit every applicant that meets the criteria. They cannot ration places. 

4. The buyer runs a mini-competition. When a need arises, the buyer invites all members in the relevant category to bid, often on tight timescales. 

5. The contract is awarded. The winner is normally chosen on a mix of price and quality, and sometimes social value, under the buyer’s published evaluation criteria. 

Remember 

Joining a DPS does not guarantee work. It gives you the right to bid. The real competition happens at the mini-competition stage. 

DPS vs Framework Agreement: Key Differences 

The two are often confused because both pre-qualify suppliers for recurring public sector needs. They behave very differently, however: 

If you are new to public sector selling, a DPS is often the friendlier entry point, because the door does not close. Frameworks take more upfront effort to win but can deliver longer-term, repeat work. Many successful suppliers use both. For a full breakdown, see our guide to framework agreements. 

Benefits and Drawbacks of a DPS for Suppliers 

Benefits 

• Open entry. You can apply at any time, so a missed deadline is not the end of the road. 

• Lower barrier for SMEs. Qualification is usually lighter than a full framework tender. 

• One qualification, many opportunities. Once admitted, you can bid for every mini-competition in your category. 

• Visibility with buyers. Membership puts you in front of contracting authorities who might not otherwise find you. 

Drawbacks 

• No guaranteed work. Every contract is competed for, and membership is unlimited, so you may face many rivals. 

• Tight deadlines. Mini-competitions can run on short timescales, so you need to be ready to respond quickly. 

• Ongoing compliance. You must keep insurance, certifications and policies current or risk suspension. 

• Possible fees. Applying is generally free, but some buyers and central purchasing bodies charge a management fee on awarded contracts. Always read the terms. 

What Kinds of Contracts Use a DPS? 

DPS arrangements work best for fairly standard goods and services in fast-moving markets, and are especially common among local authorities and the NHS. Typical categories include: 

• IT, software and cybersecurity 

• Cloud and digital services 

• Cleaning and facilities management 

• Minor construction, repairs and maintenance 

• Consultancy, legal, HR and training 

• Medical supplies and equipment 

• Vehicles, fuel and logistics 

• Catering and food supply 

• Social care and education support services 

How to Join a DPS 

1. Find active systems in your sector. Search Find a Tender and Contracts Finder, monitor buyers’ e-tendering portals, or use tender alerts from a platform like Tenderbase. In Ireland, check eTenders. 

2. Check the entry criteria. Look at turnover thresholds, insurance levels, accreditations and references before you apply. 

3. Prepare your documents. Gather accounts, insurance certificates, key policies (health and safety, data protection, modern slavery, environmental), accreditations such as ISO 9001 or Cyber Essentials, and case studies or references. 

4. Register your supplier details. In the UK, keep your core information current on the Central Digital Platform so you can reuse it across bids. 

5. Apply electronically and keep everything current. Once you are in, diarise renewal dates. Lapsed insurance or certifications can get you suspended. 

How to Win Work Once You Are In 

Getting listed is the easy part. Winning contracts is where the effort goes. The suppliers who do best tend to follow the same habits: 

• Build a reusable bid library. Keep tailored answers, case studies, method statements and pricing models ready to adapt. 

• Use a bid/no-bid process. Bid where you have a genuine edge and walk away from poor fits. 

• Price on real market knowledge. Use historic award data to price competitively without undercutting your margin. 

• Tailor every response. Mirror the buyer’s brief and evaluation criteria rather than sending something generic. 

• Set up alerts. Mini-competition invitations arrive through the buyer’s portal, and missing one means missing the bid. 

• Learn from feedback. Request debriefs after unsuccessful bids and improve your next response. 

Common DPS Mistakes to Avoid 

• Assuming membership will bring work on its own. 

• Letting insurance, certificates or policies lapse. 

• Ignoring portal notifications and missing invitations. 

• Submitting generic answers that do not address the buyer’s criteria. 

• Bidding on everything instead of prioritising the best-fit opportunities. 

Frequently Asked Questions About DPS 

What does DPS stand for in procurement? 

DPS stands for Dynamic Purchasing System. It is an electronic procurement tool that keeps a list of pre-approved suppliers open to new applicants throughout its life. 

Is a DPS the same as a framework agreement? 

No. A DPS stays open to new suppliers and has no supplier cap, whereas a traditional framework normally closes to new entrants after award and is generally limited to four years. 

Is it free to join a DPS? 

Applying is generally free. Some buyers or central purchasing bodies charge a management fee on contracts awarded, so check the terms before you apply. 

Can a small business join a DPS? 

Yes. DPS entry requirements are usually proportionate and the systems are designed to be accessible, which makes them a popular route for SMEs. 

How long does it take to be admitted to a DPS? 

Buyers typically assess applications within around 10 working days, although timelines can vary with the complexity of the system and the buyer’s terms. 

Are DPSs still used after the Procurement Act 2023? 

Existing DPSs can continue until they expire, and all legacy systems must end by early 2029. New procurements in the UK use dynamic markets instead. 

Where can I find DPS opportunities? 

Look on Find a Tender and Contracts Finder in the UK, eTenders in Ireland, and individual buyers’ portals. A tender intelligence platform like Tenderbase brings these together and alerts you to relevant systems. 

The Takeaway 

A DPS gives suppliers an ongoing, always-open route into public sector contracts, without the closed-door nature of a traditional framework. Whether you meet it as a legacy DPS or a new dynamic market, the winning formula is the same: get listed, stay compliant, and treat every mini-competition seriously. 

Find your next opportunity with Tenderbase 

Tenderbase helps businesses find, track and win public sector contracts across the UK and Ireland, with Tender Management, Market Insights and Bid Services in one platform. Visit tenderbase.co.uk to get started.