How to Track Frameworks, DPS, and Expiring Contracts

Winning a place on a framework agreement or Dynamic Purchasing System (DPS) can open the door to years of recurring business with public buyers. But competition is fierce, and timing is critical. 

Many suppliers miss out simply because they weren’t tracking when frameworks were due for renewal or when new DPS opportunities opened.

Tracking frameworks, DPS, and expiring contracts isn’t just about staying organized - it’s about strategy. By building visibility into your pipeline, you give yourself more time to prepare, strengthen your bids, and outpace competitors who wait until the last minute.

1. Understanding Frameworks, DPS, and Expiring Contracts

Framework Agreements

Frameworks are long-term agreements (usually 2–4 years) where suppliers are pre-approved to deliver goods or services. Once you’re on a framework, you compete for work through mini-competitions or receive direct awards. But the key challenge is that entry points are fixed - you must apply when the framework is advertised, and you won’t get another chance until it expires.

Dynamic Purchasing Systems (DPS)

A DPS is similar to a framework but more flexible. It’s fully electronic and remains open for new suppliers to join at any time. Buyers then run call-offs or mini-competitions among approved suppliers. DPS is particularly useful for commoditized services like security, catering, or temp staffing.

Expiring Contracts

Every contract has an end date. When frameworks or contracts are nearing expiry, buyers often re-tender them. This creates fresh opportunities, often with similar scope. Suppliers who track expirations can prepare in advance and position themselves as strong contenders.

2. Why Early Tracking Gives You the Advantage

Timing can make or break your tendering success. By tracking frameworks, DPS, and expiring contracts early, you create several advantages:

• Preparation time: You’ll have months to gather compliance documents, update certifications, and refine case studies.
  
  

• Relationship building: Engaging with buyers before a framework is re-tendered helps you understand their evolving needs and priorities.
  
  

• Competitive positioning: While others scramble once a notice is published, you’re already ready with a tailored bid.
  
  

• Resource planning: Knowing what’s coming allows you to schedule bid teams and avoid clashes with other deadlines.

Early tracking turns procurement from a reactive scramble into a proactive growth strategy.

3. Where to Find Information on Frameworks and DPS

The challenge isn’t that opportunities don’t exist - it’s that they’re scattered across multiple sources. Common places to find tenders include:

• National procurement portals: Each country publishes tenders, frameworks, and DPS opportunities through official systems.
  
  

• Buyer websites: Large contracting authorities often publish forward plans and pipeline information.
  
  

• TED (Tenders Electronic Daily): For EU-level notices above threshold values.
  
  

• Aggregator platforms: Solutions like Mercell consolidate frameworks, DPS, and expiring contracts across multiple markets into one place, saving suppliers from having to juggle dozens of portals.

The key is creating one reliable, consistent source of truth for your team.

4. Building a Tracking System Internally

Even with external tools, it’s important to maintain your own tracking system. This ensures your team knows what’s coming and can plan accordingly.

Steps to build an effective system:

1. Create a pipeline calendar: Log all relevant frameworks and DPS with expected publication or expiry dates.
   
   

2. Categorize opportunities: By buyer, region, service type, or value.
   
   

3. Set reminders: Ideally 6–12 months before expiry so you can start preparing.
   
   

4. Assign ownership: Designate team members responsible for monitoring updates and preparing for re-tenders.

This internal visibility helps keep everyone aligned and reduces the risk of missing critical opportunities.

5. Tools and Technology That Help

Tracking frameworks and DPS manually is both time-consuming and unreliable. That’s where technology adds real value.

The most effective platforms provide:

• Automated alerts: Notifications when relevant frameworks or DPS are published.
  
  

• Expiry tracking: Visibility on when contracts are ending so you can prepare.
  
  

• Profile matching: Only opportunities that fit your services and capacity.
  
  

• Centralization: One system that consolidates tenders across countries and sectors.

Mercell combines all of these in a single platform, giving suppliers access to upcoming frameworks, open DPS, and expiring contracts across Europe. Instead of missing out, you’ll always know what’s coming - and when.

Best Practices for Staying Proactive

Tracking is only useful if you act on the information. Here are best practices to maximize value:

• Research pipelines: Many buyers publish forward procurement plans - review them regularly.
  
  

• Engage buyers early: If you see a framework coming up for renewal, start conversations to understand future priorities.
  
  

• Keep compliance documents ready: Maintain updated insurances, policies, and certifications so you can move quickly.
  
  

• Leverage feedback: Use lessons from previous bids to strengthen your position for renewals.
  
  

• Balance resources: Not every expiring contract is worth pursuing - qualify opportunities carefully.

Being proactive doesn’t just increase your win rate - it builds a reputation with buyers as a reliable, well-prepared supplier.

From Reactive to Proactive

Frameworks, DPS, and expiring contracts represent some of the biggest opportunities in public procurement. But they’re also the ones most suppliers miss - because they weren’t tracking them early enough.

By building a system to monitor renewals, using technology to centralize data, and engaging with buyers ahead of time, you can transform your approach from reactive to proactive. Instead of scrambling when a notice is published, you’ll be prepared, confident, and ready to compete.

That’s where Mercell makes the difference. By consolidating frameworks, DPS, and expiring contracts across Europe, Mercell gives suppliers the foresight they need to plan strategically - and the tools to act quickly when opportunities arise.