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Research, Pilot and Innovation Register

Public sector organisations looking to innovate can sometimes carry out trials and pilots that may not have been subject to a formal procurement.

You are encouraged to add information on any research and development (R&D) work or innovative projects being undertaken in the Research, Pilot and Innovation Register in Public Contracts Scotland (PCS).

This will provide visibility of innovation projects to:

  • understand projects that are underway or being planned.  This information could potentially give public sector bodies a more effective route to market if something is already being developed
  • provide improved governance on what projects are underway, what their status is and support smarter decision making on these activities
  • reduce possible duplication and overlap of innovation activities
  • provide collaborative opportunities with other public sector buyers
  • provide additional reports on innovation activity

You are asked to update the register at regular intervals, under guidance from your public sector organisation’s local governance arrangements.

This register is not linked to public procurement notices and is not published externally on PCS.  Access to the register is a separate permission on PCS and can be requested from your organisation’s PCS Controller.

New PCS Innovation Questions in Existing Contract Notices

When creating a Contract Notice in Public Contracts Scotland (PCS) for a regulated procurement you will now need to answer two new questions which are:

    Quickfire Guide

    Quickfire Guide

    New PCS Innovation Questions

    • With reference to ensuring this procurement meets the sustainable procurement duty, before carrying out this regulated procurement, have you considered how in conducting the procurement process it could promote innovation?
    • Are “innovative” works, supplies or services being bought?

    Both of these questions are checkbox answers where you will respond with a Yes or No.

    Please note that these questions are not published on PCS and are used for reporting purposes only.

     

    Highlighting innovation within public sector contracts is important for a number of reasons:

    • it allows organisations to report on the creation of innovative goods and services
    • by reporting on innovation, it provides the potential to commercially scale opportunities
    • by understanding contracts for innovative goods and services it will allow other organisations to learn and benefit from the work of others
    • it highlights the Sustainable Procurement Duty to promote innovation before a regulated procurement is carried out

    The next page includes information on the Research, Pilot and Innovation Register.

    Innovation Life Cycle

    When looking to create a new or significantly improved product and/or service it is important that users recognise the importance of understanding the problem they are trying to solve before implementing a solution.

    The Innovation Life Cycle model is based on the Scottish Approach to Service Design and the methodology of the British Design Council Double Diamond.

    The above diagram shows

    the three stages of the innovation life cycle model of problem, solution and then transformed services. 

    Problem is the first stage where you start by looking at the issues through a discovery phase.  Then you define the area to focus on. 

    Stage two is Solution.  Here you look to develop potential solutions, then deliver working solutions. 

    At the third stage of transformed services you adopt the solution in the organisation or sector and realise the benefits.  Ultimately you will decommission the innovation at its end of life.

    During the Discovery phase of the Innovation Cycle, innovation work will typically use challenges or outcome-based specifications. This is often referred to as “Open Innovation”.

    Open innovation is where an organisation does not rely on just its own internal knowledge, sources and resources (such as their own staff or R&D) but uses multiple external sources such as private or third sector suppliers to drive innovation.

    When looking to procure innovative goods or services, it is vital that you understand that the goods and services may not exist in the market yet, or may require work to adapt them for a specific application in the public sector.

    Understanding both what the market can deliver and what work/effort may be required is crucial, particularly before making a decision on whether to pursue innovation activity.  This includes what type of procurement process may be applicable.

    Public sector buyers should work together with other stakeholders to define the problems (engaging fully with users) before moving to create solutions.

    New innovation notices have been added to Public Contracts Scotland (PCS).  You can find out more at Preliminary Market Consultation Notice and Pre Commercial Procurement Notice and Award.

    Prompt Payment Frequently Asked Questions

    A short video is available which explains:

    • What is Prompt Payment?
    • Pre-existing prompt payment policy and why it was updated
    • The changes driven by SPPN 02/2022
    • How to evidence payment performance and monitor prompt payment

    ​Has the SPD (Single Procurement Document) question 4C.4 been updated to include Prompt Payment?

    No new questions have been added to the SPD for Prompt Payment. However the Standardised Statements have been updated with more information on prompt payment to help you add further information to existing SPD question 4C.4 (to further detail what your minimum requirements are). 

     

    All SPD questions are consistent whether you are using:

     

    However please note:

     

    If you are using the SPD Module in PCS: you will add your qualifying information e.g. standardised statements, into the specific SPD question in the PCS SPD module.

     

    If you are using the SPD within PCS-Tender: you will add your qualifying information e.g. standardised statements, in the PCS Contract Notice.

     

    ​When will evidence of Prompt Payment be requested by the buyer during the bidding process?

    As part of the tender process the SPD is used as a self-declaration form.  This means that bidders are not required to produce supporting evidence to you upfront (unless there are clear reasons for doing so). Otherwise, you may request evidence at the end of the first stage of a two-stage procedure or prior to awarding the contract.

    You should consider what prompt payment requirements you will have e.g. ongoing reporting requirements such as KPI’s, and include these in your tender specification.

    Once the contract has been awarded, as part of the contract management process, you can track the specific prompt payment reporting requirements, targets and/or KPI’s that you requested from your supplier(s) on an ongoing basis.

    ​How do I evaluate a bidder’s Improvement Plan?

    When bidding for a tender if the bidder is unable to evidence at least 95% payment of invoices on time (more information can be found in the Prompt Payment in the Supply Chain station) you should request and receive an improvement plan. 

    Once this improvement plan is received, the bid can proceed to the next stage.  You do not need to evaluate this improvement plan at this time – supplying this document is sufficient for the bid to proceed.  Then, if this bid is successful, you will review and manage the improvement plan (and prompt payment performance) throughout the life of the contract as part of the normal contract and supplier management process.

    How do I measure the payment performance of disputed invoices?

    Only valid invoices should be used to measure payment performance i.e. disputed invoices should not be included in the payment performance measurements.

    Invoices are valid when they are matched accurately to a receipted purchase order and can proceed through the payment system.  Invoice disputes can be caused by a range of issues e.g. incorrect PO number referenced.

    Does the Prompt Payment guidance (SPPN 02/2022) apply only to regulated procurements?

    The Prompt Payment requirements (SPPN/02/2022) are relevant to all procurements where sub-contractors will be used to deliver the contract.

    I am about to publish my Contract Notice but don’t yet know whether sub-contractors will be used. What do I do?

    If a bidder indicates “No sub-contracting” in response to SPD question 4C.10 then no evaluation of Prompt Payment is required.

    If the bidder indicates “Sub-contracting required” in response to question 4C.10 then their response to SPD question 4C.4 should be reviewed prior to contract award.

    What if a bidder declines to adopt the Prompt Payment standard clause?

    You should seek specific legal advice before proceeding with any decision.

    Video Guide

    Video Guide

    Prompt Payment in the Supply Chain

    Innovation

    Innovation is

    "the implementation of a new or significantly improved product, service or process, with the purpose of helping to solve societal challenges or to support smart, sustainable and inclusive economic growth"

    Quote derived from current regulations and approved by the Scottish Government Procurement Innovation Delivery Group

    Examples of some current societal challenges are:

    • an aging population
    • the climate emergency

    Buyers (and staff across the public sector) will often be required to investigate the market and procure innovative goods or services. This may be for a number of reasons such as:

    • the goods and services required may not exist in the market
    • your requirement involves upgrading or adapting what is currently available
    • your procurement is trying to solve a unique/newly identified challenge or issue
    • work is required to adapt existing goods or services specifically for the public sector
    • buyers want to test the market to see what options are available before commencing a procurement exercise

    The Procurement Reform (Scotland) Act 2014 contains the sustainable procurement duty which states it is the duty of the public sector organisation (when it is relevant and proportionate to do so): "before carrying out a regulated procurement, to consider how in conducting the procurement process it can, among other things, promote innovation”

    The Impact and Value of the Sustainable Procurement Duty report received buyer feedback that more support for innovation was required, whilst responses to the Supplier Survey showed that considering innovation in procurement exercises could be improved.

    What has Changed?

    In response to this feedback, new Public Contract Scotland (PCS) notices as well as tools, guidance and reporting are now available to help you procure innovative goods/services.

    Buyers are advised to use these new notices, as well as the additional resources, to support procurement of innovation, where applicable. The new developments are:

    Please note there has been no change to the Innovation Partnership procurement process.

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    Latest News

    Single Procurement Document (SPD) Word Document Retiral Fair Work guidance updated Sustainable Procurement guidance updated Updates to procurement thresholds: SPPN 5/2023 Supporting Innovation Through Procurement: SPPN 3/2023 Innovation Life Cycle, Innovation Contract Notices and Innovation Tools Scottish Government Procurement Twitter News Archive

    Fair Work Practices including Payment of the Real Living Wage

    The Procurement Reform (Scotland) Act 2014 Statutory Guidance has been revised to include an updated chapter on Fair Work First.  This change reflects updates to Fair Work and the real Living Wage policy and it can be found in the Scottish Government's Statutory Guidance.

    Any questions can be emailed to: scottishprocurement@gov.scot

    Please note: the content on Fair Work Practices in the Procurement Journey is currently undergoing a review. For further information on the real Living Wage please see the What is the real Living Wage information sheet, or refer to the Scottish Government’s Fair Work and Procurement webpage 

    Please note that information on Fair Work First, which includes payment of the real Living Wage, can be found in SPPN 06/2021.

    Route 1

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    Begin Route 1 Introduction

    Route 2

    Requirements

    • Regulated procurements
    • Between £50k and the GPA threshold
    Begin Route 2 Introduction

    Route 3

    Requirements

    • Regulated procurements
    • GPA threshold and above
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