Financial Management Authority
Restricted tendering procedure
A dynamic purchasing system is a procurement system that a buyer may use to purchase commonly available goods, services or works that meet the buyer’s needs.
Purchases under the system are conducted through restricted tendering procedures among suppliers that have been admitted to the system.
The buyer must announce all purchases under the system and allow every supplier admitted to the relevant category to submit a bid. Suppliers not yet admitted must also be given an opportunity to apply for admission and, once admitted, to participate in the restricted tendering procedure.
The tender documents for a restricted procedure must clearly specify what is to be purchased, the quantity, technical requirements, delivery terms, deadlines and the criteria that will be used to select the successful bid.
Before procurement begins
The buyer must verify:
that the purchase falls within the scope of the system;
that the correct category within the system has been selected;
that sufficient information is available regarding the requirement, quantity and technical specifications;
that the award criteria are clear and consistent with the system’s tender documents; and
that the estimated value of the purchase has been assessed before the procedure begins.
The buyer must take particular care to:
invite all relevant suppliers within the system to participate;
provide all suppliers with the same information;
allow sufficient time for bids to be submitted;
use only the award criteria specified in the tender documents;
retain records of the bid evaluation and the supplier selection decision; and
manage and monitor the contract after the procurement process has been completed.