The Innovation Dynamic Purchasing System (DPS) procurement process is different from a framework agreement, as it allows new suppliers to join at any time over a seven year time span and simplifies the approval process.
This enables steady and supported adoption of innovative products across the NHS, enabling new ways of delivering care, improved patient outcomes, and cost savings. It will also significantly ease the burden on suppliers to bring innovation to the NHS.
As the procurement partner for NHS England’s innovation service, NHS Supply Chain reviews all submissions made through the Innovation DPS. We then advise if it is a true innovation, and if so we inform the innovator of the best route to market.
To assist suppliers, and in particular small and medium enterprises, with making their submissions through the Innovation DPS and completing the Selection Questionnaire, we have provided support on this page with:
- Navigating public procurements.
- Guidance on some of the mandatory requirements.
We have also created a series of short videos covering the five supplier requirements outlined on this page.
See our Useful Links section to visit our sustainability section for suppliers and watch the videos online.
1. Carbon Reduction Plan (CRP)
All suppliers of new contracts for goods, services, and works are required to publish a Carbon Reduction Plan (CRP) (PPN 06/21)
Carbon Reduction Plans are now a selection criterion for any NHS Supply Chain tender meaning that if you haven’t included one in your tender submission, it’s a pass / fail and you won’t progress to the next stage.
However, whilst this is a mandatory requirement, it shouldn’t be a barrier to entry for SMEs or innovators, there are clauses in the guidance above whereby if you haven’t collected the data yet or perhaps there is missing data, you can provide an explanation and commit to doing so. CRPs are about ensuring our suppliers are on the same journey to Net Zero and have a made a commitment.
3. Evergreen Assessment
All Suppliers are required to complete an Evergreen Supplier Assessment.
Evergreen Assessment is a mandatory requirement in the selection stage of the tender. We have not set any levels of attainment (as yet) for this – at this stage it’s about getting suppliers onboarded onto the Evergreen Assessment.
Please note that at tender stage, if you aren’t able to confirm that you have an Evergreen Assessment, then it is a pass / fail and you won’t progress further.
See our Useful Links section to access NHS England’s Evergreen Sustainable Supplier Assessment tool.
4. NHS England Supplier Roadmap
Suppliers must take account of the NHS England Supplier Roadmap in their social value response.
This is an awareness that although the NHS has a Net Zero Target (2040 for direct emissions, 2045 for indirect / scope 3 emissions), there are in fact interim milestones along this path that suppliers need to be aware of.
Suppliers should be looking ahead to milestones around 2027 / 2028 to inform their work in terms of carbon reduction activity and product-level foot printing requirements, and also their understanding of how these support the social value they can bring.
See our Useful Links section to read NHS England’s Delivering a Net Zero National Health Service report.
5. Modern Slavery Assessment Tool (MSAT)
All suppliers must complete and maintain an up-to-date Modern Slavery Assessment Tool (MSAT) as a minimum requirement. (PPN 02/23).
Completion of the Modern Slavery Assessment Tool is a mandatory pass / fail at selection stage for any NHS Supply Chain tender. This assessment is housed on the Government’s Supplier Registration Portal.
See our Useful Links section to access the MSAT.
Once you have completed the assessment, it will give you a score and recommendations to address any gaps. As a supplier you need to make sure you have a plan in place to address these, to ensure you are managing risks in line with PPN 03/23 (Procurement Policy Note on ‘Tackling Modern Slavery in Government Supply Chains).
Insurance requirements
You will need to confirm that you already have in place the levels of insurance cover as indicated:
Employer’s (Compulsory) Liability Insurance – £5,000,000 per occurrence
There is a legal requirement for certain employers to hold Employer’s (Compulsory) Liability Insurance of £5 million as a minimum. See our Useful Links section to read the Health and Safety Executive’ Employers’ Liability (Compulsory Insurance) Act 1969: A brief guide for workers.
If your certificate does not state £5,000,000 per occurrence, please provide additional evidence in the form of a current policy schedule with / or letter from insurance broker.
Public Liability Insurance – £5,000,000 per occurrence
If your certificate / document does not state £5,000,000 per occurrence, please provide additional evidence in the form of a current policy schedule with / or letter from insurance broker.
Public Liability Insurance – £5,000,000 in aggregate
It is an essential criterion for the tenderer to unreservedly commit to putting in place the minimum levels of insurance cover prior to the commencement of the contract. If valid insurance certification / insurances documentation is not provided to the right level this will constitute a fail – your response will be rejected, and you will not be invited to participate further in the procurement.
EC certification requirements
Non-medical devices
For non-medical devices we do not require any documentation – only a product code (MPC), product description and manufacturer details are needed.
Medical devices
Please see the following requirements for medical devices:
EC/UK CA Certificate – this is a mandatory document that is required to check that the products are fully compliant for the UK Market. This document confirms the product ranges / groups covered by the certificate, for example, surgical instruments, lens range, screws / plates for hips. It confirms the classification and when the certification expires – but this only provides the higher-level detail.
Note – if an EC Certificate has expired, we would require a copy of the new certificate or evidence (written agreement from your notified body / manufacturer / MHRA) that the certificate has been extended as part of the transition extension: Regulation (EU) 2023/607.
Declaration of Conformity (DoC)
A mandatory document that is required to provide the product level data – it shows the:
- MPC (Manufacturers Product Code)
- Product description – whether it is sterile / reusable / measured
- Classification.
The DoC is linked to the EC / UKCA Certificate (unless the product is Self-Cert Class I, in which case it won’t have an EC / UKCA Certificate) and the Certificate Number / Notified Body Number and often the certificate expiry date will also show on the DoC. This will confirm the link between the two documents.
We need the DoC as the EC / UKCA Certificate covers a wide range of products, and there are often numerous DoCs linked to one EC Certificate. Sometimes a DoC may only cover one product, but more often they will cover a product range, for example a particular brand of screws / plates. As the DoC and EC / UKCA Certificate can cover numerous classifications, another reason we require both documents is to check that the classifications match.
Patient specific products
This is a mass-produced medical device that must be adapted, adjusted, assembled or shaped at the point of care and is subject to the requirements above.
Custom made products
We are aware that custom made products do not have an EC / UKCA Certificate and Declaration of Conformity. This is due to the product being a one off manufactured to a prescription and not in general production.
Please provide the following details when the product information is requested:
- Product Code (MPC).
- Product description (even if only ‘product custom made’).
- Product class (for example Class IIa). MHRA Registration Data devices must be registered with MHRA – there are Global Medical Device Nomenclature (GMDN) codes that cover customised products.
- Any evidence you may have which confirms that the products are customised, for example Declaration Letter for Custom-made Devices.
Certification Documents required per classification:
- Self-Cert Class I Products:
- DoC and MHRA Registration
- Class I (s, r, m), Class IIa and Class IIb products:
- EC Certificate, DoC and MHRA Registration
- Class III Products:
- EC Certificate, EC Design Examination Certificate Annex II Section 4 (additional for Class III), DoC and MHRA Registration
- Customised Products:
- EC Certificate (if possible), DoC (If Possible), MHRA Registration (Mandatory) and evidence you may have which confirms that the products are customised e.g. Declaration Letter for Custom-made Devices.
Medicines and Healthcare products Regulatory Agency (MHRA) Registration
All Medical Devices (regardless of type / classification / customised) must be registered with the MHRA. Any products which are not registered will not be added to the framework. All MHRA registration data must be visible and match exactly (including the classification, for example Class IIa) what is shown on the MHRA Public Access Registration Database (MHRA PARD) website – https://pard.mhra.gov.uk/. This is the website we use to verify MHRA registrations.
Note – We are aware that suppliers use the MHRA Device Online Registration System (MHRA Dors) website, which is separate to the MHRA PARD website, NHS Supply Chain can only access the MHRA PARD website so all MHRA data must be visible on here. If we request the MHRA Registration Reference Number, this is known as the Manufacturers Account Number on the MHRA Dors website. The number can also be found at the bottom of the MHRA registration confirmation letter – it will be four to five digits long.
Further support
If you have any questions or queries after reading the information on this page, you can contact the DPS team directly using the messaging facility within the Selection Questionnaire (SQ).
Please see point four within the guide: ‘e-Procurement Portal – Guide for Registration and DPS SQ’, for instructions on how to access the messaging facility.
See our Downloads ▼ section to view the guide.