Minor Building Works Dynamic Purchasing System Constructionline System User Guide

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Introduction This user guide supplements the NHS LPP Dynamic Purchasing System Minor Building Works which can be accessed at http://www.lpp.nhs.

3 Introduction This user guide supplements the NHS LPP Dynamic Purchasing System Minor Building Works which can be accessed at This document contains instructions for Contracting Authorities as to how to access the DPS and information for procurement and estates staff to ensure it is used compliantly. Access to the DPS How to login The DPS is hosted by Constructionline and is a web based application that is available via Click on the Log-in button on the top of any page of the Constructionline website. Enter your username and password which will have been provided to you by the LPP and click continue If you have forgotten your password, you can click on the Forgotten password button, and follow the on screen prompts to obtain a new password. If you would like to change your password to something more memorable click on the Change password button and follow the on screen prompts Capita All rights reserved Page 3 V4 20/01/2015

4 Accessing the DPS list To view the suppliers who are currently listed on the DPS click on the Supplier lists tab. The screen below will appear. To access the full list of DPS supplier click on the link named Dynamic Purchasing System Suppliers 2015 Capita All rights reserved Page 4 V4 20/01/2015

This will bring up the list of all suppliers who are currently registered and approved on the DPS. Click display all and refresh to view all suppliers.

5 This will bring up the list of all suppliers who are currently registered and approved on the DPS. Click display all and refresh to view all suppliers. Beside the supplier s trade name you will be able to see a colour coded tag. This denotes the following: White tag Registered supplier = supplier that has up-to-date and valid pre-qualification information in compliance with DPS requirements. Red tag Suspended supplier = supplier that has failed to supply mandatory information after 3 requests Capita All rights reserved Page 5 V4 20/01/2015

Drawing up a tender list Create a List To create a shortlist of tenderers, select the Run a supplier list shortcut

In the Create a new list panel, give the new list a name, number and the maximum number and the total number of

This can be found on the right hand side of the screen under Your Supplier Lists.

6 Drawing up a tender list Create a List To create a shortlist of tenderers, select the Run a supplier list shortcut from the homepage, or the Supplier lists tab in the top navigation. In the Create a new list panel, give the new list a name, number and the maximum number and the total number of suppliers appointed to the DPS at the time you run the list. This can be found on the right hand side of the screen under Your Supplier Lists. Use the radio button to select Choose supplier list and click the link. Then select My supplier list from the dropdown, click select and choose Dynamic Purchasing System Suppliers and click Add Capita All rights reserved Page 6 V4 20/01/2015

Finally click Confirm selection and then click create to begin the shortlisting process.

Simply type in the box LPP DPS You now have a choice to search for any category of work included on the

The full list of work categories available to you can be accessed at this link - http://www.

html You now need to ensure the suppliers can undertake the value of your contract.

7 Finally click Confirm selection and then click create to begin the shortlisting process. Now select your search criteria Firstly select the type of trade you require. Simply type in the box LPP DPS You now have a choice to search for any category of work included on the DPS. Click on the category of work you require. The full list of work categories available to you can be accessed at this link - You now need to ensure the suppliers can undertake the value of your contract. There are two ways you can do this. Under the basic search you can add a greater or less than the actual contract value. There is also an advanced search whereby you can search between two values; this will find companies with notation values between these figures Capita All rights reserved Page 7 V4 20/01/2015

Before moving onto the location of work make sure you click the Update button to save the information and requirements so far.

This is a useful tool to see how many suppliers meet your criteria as you go along.

If you have too few suppliers, you can click Review your choices to broaden your search criteria.

carry out work in that area. Type a postcode or region in the free text box.

Alternatively, you can click on Browse locations to select a location from a map.

8 Before moving onto the location of work make sure you click the Update button to save the information and requirements so far. At each stage of defining your supplier list criteria, you will notice a Matching suppliers box to the right of the screen. This is a useful tool to see how many suppliers meet your criteria as you go along. Click on See how many suppliers match your search. If you have too few suppliers, you can click Review your choices to broaden your search criteria. Click on Next: Location of work Here you will select the location of the project, to ensure all suppliers generated are willing to carry out work in that area. Type a postcode or region in the free text box. As you type, you will be presented with a list of suggestions, Click on one of these to select. Alternatively, you can click on Browse locations to select a location from a map. This option may be preferable when you require suppliers for projects in multiple locations. Click on the region/s you require, this will select all the post codes within that region unless you amend before leaving this page. Alternatively, click the region on the left hand side to open up all the post code areas and identify the ones you wish to include individually. Then press Confirm selection Capita All rights reserved Page 8 V4 20/01/2015

9 Click on Update to save the details and IGNORE the Branch Office Tab. You may wish to further refine your search criteria in the Other tab. You can select specific trade federations or professional bodies; specific licences and accreditations that they should hold; or additional criteria. If you have made any changes, click Update selection and then click Next. You will be presented with the screen below, Click View All Suppliers to see which suppliers match your criteria. If there are too few or to many suppliers that match your criteria, try broadening or restricting your search criteria. You will now be presented with your tender list as below and will need to extract the supplier data to add into your tendering portal Capita All rights reserved Page 9 V4 20/01/2015

which format you would like the report in.

10 Exporting a report To produce the report click select All select the list and click on Export to reports list in the Actions area Select which format you would like the report in. Recommend EXCEL and click report template Capita All rights reserved Page 10 V4 20/01/2015

Click Generate Report, Tick the terms and conditions box and click generate report

11 Select New template, give it a name then select the areas of information you wish to include within your report. Click Generate Report, Tick the terms and conditions box and click generate report Click on the link below to open your report, save and import into your chosen tendering system Capita All rights reserved Page 11 V4 20/01/2015

12 Contact Details For any system related queries and questions on how to login, access and filter the DPS please contact Andrew Preston by or on For any specific queries relating directly to the use of the DPS and how it should be utilised please contact Edward James by or on Capita All rights reserved Page 12 V4 20/01/2015

Minor Building Works Dynamic Purchasing System Constructionline System User Guide

Minor Building Works Dynamic Purchasing System Constructionline System User Guide Guide Contents How to login 3 Access to the DPS list 4 Creating a Tender List 5 Extracting the contact details 8 Contact