Dynamic Purchasing Systems

Proactis Dynamic Purchasing System (DPS) functionality provides a fully electronic tendering system that extends beyond the limits of traditional static framework contracts. In establishing a DPS, suppliers can join at any time with subsequently accepted providers able to quickly and efficiently respond to the business needs of your buying organisation.


  • Fully compliant with Public Contracts Regulations 2015 (Section 4).
  • Direct integration into public posting boards e.g. OJEU/Contracts Finder.
  • Access all procurement activity through a central electronic repository.
  • Quickly create call-off projects from a Dynamic Purchasing System (DPS).
  • Manage frameworks and associated mini-competitions easily and efficiently.
  • Track frameworks and competitions through to contract creation and management.
  • Sourcing Event Manager provides project management tools for procurement.
  • Buyer defined conditional questioning.
  • Seamless integration with third-party systems via web services.
  • Track supplier performance/post contract award and suspend poor performing suppliers.


  • Cost savings from increased competition for niche product/service categories.
  • Cost reduction from an increase in dynamic purchasing activity.
  • Reduction in cost to re-tender.
  • Increases transparency and introduce a 'level playing field' for suppliers.
  • Save time using consistent, repeatable approach to qualification of suppliers.
  • Recommended route by Federation of Small Businesses.
  • Ideal for organisations affected by source local initiatives.
  • Flexibility to add new suppliers to the DPS.
  • Agnostic to existing / incumbent IT investments.
  • Easy to use for all mini competitions and direct awards.


£15000 per unit per year

Service documents

G-Cloud 11



Shirley Watson

01670 597127

Service scope

Service scope
Software add-on or extension Yes
What software services is the service an extension to P2P, Supplier Self Management, SRM, Contract Management, e-sourcing, Marketplace, E-Invoicing, DPS.
Cloud deployment model Private cloud
Service constraints None.
System requirements All services are browser based using latest versions of browsers.

User support

User support
Email or online ticketing support Email or online ticketing
Support response times These are defined with specific priorities - as outlined in our Helpdesk Support Guide or in our Standard Agreement - SCHEDULE 2: MAINTENANCE AND SUPPORT SERVICES, AND SERVICE LEVEL.
The Service Desk normally operates from 9:00am until 17:30pm Monday to Friday (local time) excluding Bank Holidays.
Support cases are primarily logged using the online PROACTIS Central helpdesk application which can be reached by using
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support Yes, at extra cost
Support levels All customers are assigned a customer account manager. All service desk personnel are technical engineers equipped to deal with technical issues.
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started We provide onsite training, online training, or user documentation.
Service documentation No
End-of-contract data extraction We provide an off-boarding process to provision complete copies of the customers data, normally in SQL backup format but other formats can be agreed.
End-of-contract process Within 14 days of termination we will provide the customer, in encrypted format a full copy of their data in SQL format (other formats are available at additional costs), this is performed once FOC as part of standard off-boarding processes. Any additional works required, e.g. extract of documents from data, querying or additional extracts of specific data are additionally charged based on requirements. Once data has been successfully transferred, PROACTIS will either destroy any data still in its possession or anonymise if system integrity is affected by deletion. For more information on all the services available please contact your Account Manager.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices No
Service interface Yes
Description of service interface The Service Interface allows users (Administrators, Buyers and Suppliers) to access the application via a GUI. Administrators can configure, manage and monitor all aspects of the system relating to their organisation. Buyers can manage and engage with their supplier base, initiate and participate in e-tendering exercises and create and manage contracts with suppliers. Suppliers can manage their profiles, respond to buyer engagement requests and submit tenders.
Accessibility standards WCAG 2.1 AA or EN 301 549
Accessibility testing We have tested using these technologies ourselves without involving third parties.
What users can and can't do using the API We have many different API's for our products, most are SOAP XML calls to web services and custom API's can be designed as required.
API documentation Yes
API documentation formats PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation All customisations fall into three categories:
1. Enhancements which are of interest to only one customer. The customer will be asked if they would like a quotation for the bespoke change. If the customer accepts then a quotation will be provided. If not then the request will be closed.
2. Enhancements of interest to other customers who can be approached to find out if they might mutually benefit from the enhancement and therefore share the cost of development. The process for producing a quotation is the same as in 1.
3. Enhancements which are deemed to be of strategic importance to the future of the product. PROACTIS may decide that certain enhancements are important enough that they should be included in the product without charge to any customers.
For any enhancements that are customer specific (1. and 2.), PROACTIS will agree a specification and provide a price quotation and agreed time-scale for user acceptance testing and delivery.


Independence of resources We operate a completely elastic hosted environment with enterprise level monitoring behind which allows instant ballooning of resources and real--time and historic usage metrics for accurate requirement provisioning.


Service usage metrics Yes
Metrics types These are configurable to the customer.
Reporting types
  • Real-time dashboards
  • Regular reports


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations United Kingdom
User control over data storage and processing locations No
Datacentre security standards Managed by a third party
Penetration testing frequency At least once a year
Penetration testing approach ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Other
Other data at rest protection approach Access to the hosted environment is only by approved PROACTIS personnel commensuate to their requirement in order to provision the service. All data is held on a secure back end network and securables (e.g. passwords etc) are 1 way salt encrypted.
Data sanitisation process Yes
Data sanitisation type Deleted data can’t be directly accessed
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach All our solutions come with advanced reporting tools allowing customer to extract the data they require in the format they require it in.
Data export formats
  • CSV
  • Other
Other data export formats
  • PDF
  • Word
  • Excel
Data import formats
  • CSV
  • Other
Other data import formats
  • Excel
  • Text
  • XML

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
  • Other
Other protection between networks All traffic is over a secure connection utilising TLS 1.0 and above.
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability 99.9% during core working hours.

Please refer to the Proactis Agreement for full details of SLA’s.

Service Credits are payable on any failure of service that does not meet expect SLA’s.
Approach to resilience We operate our systems under no single point of failure. Additionally we operate warm DR systems in a separate data-centre meaning we are capable of bringing live systems back with a 6hr RTO and 30 minute RPO.
Outage reporting PROACTIS will notify any customers affected should an outage occur to the customers nominated representatives.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Username or password
  • Other
Other user authentication The is up to the customer but we support both username and password and SAML2 for Single Sign on capabilities.

If using non Single Sign on then username and password over TLS connection, otherwise SAML2 configuration to verify users identidty back to the customers AD.
Access restrictions in management interfaces and support channels Support channels can only be used by recognised and registered personnel. Management interfaces and access to them are fully controlled by the customer who can assign roles and responsibilities as required.
Access restriction testing frequency At least every 6 months
Management access authentication
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for At least 12 months
Access to supplier activity audit information Users contact the support team to get audit information
How long supplier audit data is stored for At least 12 months
How long system logs are stored for At least 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 QMS International
ISO/IEC 27001 accreditation date Last Audited 18th Dec 2018
What the ISO/IEC 27001 doesn’t cover NIL
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications
  • ISO9001
  • ISAE 3402 SOC 2 Type 1
  • In the US - SSAE18

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards ISO9001
Information security policies and processes Security governance forms part of our accreditations. As such, all staff members must sign to state they have read and understood the IS policies and this to be repeated no less than annually. Failure is reported at Board level. All new starters are required to read and confirm all policies and procedures and again at least annually. Any changes made during the period are notified to all staff. As part of our externally-audited standards, we operate a Compliance committee headed up by the Group Compliance Manager. He reports to the Executive Vice-President of IT Availability Services, who reports to the CIO, a member of the Proactis Board.

Operational security

Operational security
Configuration and change management standard Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach All our source code is tracked through life using Team Foundation Services which logs all changes made and impacts, additionally, all changes made to our hosted environments follow a full electronic change control process both are audited as part of our ISO27001 accreditations.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach We use a variety of sources to recognise potential threats, we also scan our environments for known threats on a weekly basis. Additionally, any code fix issues can be patched and deployed within 24 hours depending on the severity of the issue.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach Through our ISO requirements we have specific processes and procedures in place to actively monitor (through both our own technologies and those used by our Service Provider) and react to any potential compromises. This process includes Board Level notification of any such suspected breaches. If such a comprise is discovered them an immediate impact assessment is performed and necessary actions taken based on this immediate review. Normally we would inform any customers affected as soon as is practical except for where criminal investigations must take place, in which case notifications would be done as soon as authorised by relevant authorities.
Incident management type Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach Our documented Incident Management process is audited through our ISO/ISAE accreditations. There is scope designed within the process to allow for RCAs, forensic analysis and so forth, based on the type and severity of incident.

Secure development

Secure development
Approach to secure software development best practice Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Public sector networks
Connection to public sector networks No


Price £15000 per unit per year
Discount for educational organisations No
Free trial available No

Service documents

pdf document: Pricing document pdf document: Service definition document pdf document: Terms and conditions
Service documents
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