Source-to-Contract: Getting ready for the Procurement Act 2023

The Procurement Act 2023 has been delayed by the Cabinet Office and will now come into effect on 24 February 2025. We are continuing to work on a range of solutions to ensure there is a smooth transition for you.

We are actively updating Source-to-Contract, introducing new functionality and features, so you can meet the requirements of the regulations when our technology is combined with your processes.
 
Changes to Source-to-Contract
Changes to Source-to-Contract: Procurement Regime Selection
When creating a Sourcing Project, users will be able to select which regulations to use, from the following list:
  • Public Contract Regulations 2015 (PCR 2015)
  • Procurement Act 2023 (PPA 2023)
Based on the regulations selected, corresponding notice forms will be made available to users.
 
Changes to Source-to-Contract: Introduction of new above-threshold notice types
When creating a new notice, an extra option will be provided to allow users to generate new notice types in compliance with the Procurement Act 2023. Old notice types will be still available for procurements started before 28 October 2024.

The following notice types will still be available to users:
  • UK2 Preliminary market engagement notice
  • UK3 Planned procurement notice
  • UK4 Tender notice
  • UK5 Transparency notice
  • UK6 Contract award notice
  • UK7 Contract details notice
  • UK10 Contract change notice
  • UK11 Contract termination notice
  • UK12 Procurement termination notice
  • UK13-16 dynamic markets notice types
These notices will be published to the Central Digital Platform (CDP) in compliance with the new regime.
 
Changes to Source-to-Contract: Frameworks & Dynamic Markets
The system will continue to support Frameworks and Dynamic Purchasing Systems (DPS) under the Public Contract Regulations 2015 regime. However, changes are being made to cater for Open Frameworks and Dynamic Markets.

Existing DPS functionality is being expanded to cater for the new Dynamic Markets functionality. A new Sourcing Project Type will be made available for Open Frameworks.
Changes to Source-to-Contract: Standstill Countdown calculation
Standstill periods for tasks created under the Procurement Act 2023 will be calculated based on working days.  To assist with the accuracy of these automatically timed periods, Source to Contract will connect to the UK Government Public Holidays API and allow Buying Organisations to determine their UK Calendar to build in the additional non-working days into the Sourcing Task duration calculations.
Changes to Source-to-Contract: Supplier Response Summary

As the SiRSi (Supplier Registration Portal) API (integration with eSenders) will not be available immediately, an interim solution will be provided whereby Suppliers that register on the Central Digital Platform will be able to download their Response to the Standard Questionnaire.

The Source-to-Contract Supplier Network will provide a checkbox that Suppliers will need to tick to confirm that they have uploaded the csv extract of their response to the CDP – this may either be against a “File Attachment” Type Question the Customer specifically poses in their Question Set, or on the “Attachments” tab of the response. Suppliers will not be able to submit responses without providing this confirmation. This will also be displayed to Buyers on the Supplier Response.

Changes to processes: Increased workload to be expected

Buyers should be prepared for an increased workload with the introduction of the Procurement Act 2023.

The new procurement processes include additional requirements to:

  • Produce of a higher number of notices. This includes, but is not limited to - planned procurement notices, transparency notices, and pipeline notices.
  • Report on contract performance, including spending and poor performance.
  • Report on payments made during the term of a contract.

These requirements are outside of our control and cannot be bypassed.

Deployment schedule

  • 1 Aug – 23 Aug: Product Testing, Part 1: Time dedicated to ensuring our solutions are meeting your needs.
  • 28 Aug – 3 Sep: User Acceptance Testing (UAT), Part 1: You will be invited to test our new solutions and to familiarise yourself with the first round of changes.
  • 4 Sep: Go Live, Part 1: Some Procurement Act 2023 functionality will be made available to buyers.
  • 1 Sep – 4 Oct: Product Testing, Part 2: Time dedicated to ensuring our solutions are meeting your needs.
  • 11 Oct – 18 Oct: User Acceptance Testing (UAT), Part 2: You will be invited to test our new solutions (FTS Functionality in Sourcing, Contract Management & Quick Quotes, Introduction of concept of Dynamic Open Frameworks (Full Functionality) and Updates to Supplier Network for receipt of CDP Response) and to familiarise yourself with the second round of changes.
  • 18 Oct: Go Live, Part 2: All Procurement Act 2023 functionality will be made available to buyers.
We are currently reviewing our plans in light of the recent Procurement Act postponement.

The UK 1 Pipeline Notice is not part of our go live notices due to technical schemas not being made ready by the Cabinet Office. We are continuing to work on understanding this additional notice with the Cabinet Office.

Procurement Act training

We have developed a short online course focusing on the UK Procurement Act and its implications for Source-to-Contract (S2C) users. This course highlights the numerous features and functions relevant to public sector buyers, and offers an overview of developments made to comply with the new requirements of the Act.

We recommend completing this 1-hour online course before using the new features and functions. 

This course is available for FREE to Proactis customers through the new Proactis Training Academy.

Please contact your Account Manager to arrange access.
Currently, Proactis Rego Source-to-Contract has the latest versions of the FTS Notices available in the UAT (test) Environment, however please note that due to recent updates from the Cabinet Office regarding use of the Central Digital Platform and Find a Tender Service (FTS) Notice, these will not be available for a period before the Procurement Act Go Live.

The reason is beyond the control of Proactis.  The FTS Test facility currently in place is being moved to a different system by Cabinet Office and as such use of the new test system is by invitation only from the Cabinet Office.

Invited Customers will be required to register on the Test Central Digital Platform and generate an API Key. 

Proactis Rego S2C Customers will be required to raise a Support Case via the Proactis Support Desk providing the API Key and stipulating it is for the UAT (test) System.  Proactis will co-ordinate the configuration of the provided API Key for the FTS Notice functionality to be made available.

The same process will be required to be followed at “Go Live” for ALL CUSTOMERS that require FTS Notice functionality.

Stay informed

We want to make sure you have access to a range of resources to help you get better acquainted with the Procurement Act 2023:

  • Check back here regularly: This page is for Source-to-Contract customers, and we will post product updates here first.

  • The Proactis Public Sector Newsletter: Our monthly newsletter is sent to public sector customers, providing updates from across our range of solutions.

  • Our Procurement Act content hub: Your go-to page for Proactis news and resources to help ensure you are fully prepared for the 24 February 2025.

  • Transforming Public procurement Page: The UK Government’s resource hub for learning more about the Procurement Act 2023 and the new processes which will be introduced.


Are you a Supplier looking for help and advice?

We have a information hub that has been specifically developed to help suppliers manage the requirements of the UK Procurement Act.

Access it here