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Union, principally financed by the EU. A joint initiative of the OECD and the Union, principally financed by the EU. A joint initiative of the OECD and the European Introducing Electronic Procurement Processes Sören Lennartsson Public Procurement Seminar Valletta, 26 January 2006 1 © OECD

Union, principally financed by the EU. A joint initiative of the OECD and the Union, principally financed by the EU. A joint initiative of the OECD and the European New Procurement Directives l Recognition of e. Procurement (implementation mandatory) • “Electronic means”, “in writing”, etc • Rules for communication, tools, devices l Provisions for new electronic purchasing techniques (implementation optional) • Dynamic purchasing system (not a procedure!) • Electronic auction (a process, not a procedure!) l General provisions that may support e. Procurement (implementation optional) • Framework agreement • Central purchasing body 2 © OECD

l Union, principally financed by the EU. A joint initiative of the OECD and l Union, principally financed by the EU. A joint initiative of the OECD and the European New Procurement Directives e. Procurement – to be used at the discretion of the contracting entities l The general principles of equal treatment, non-discrimination and transparency apply l Specifically, tools for e. Procurement shall • Be generally available • Be interoperable with products in general use • Conform to security and access requirements l Electronic auctions can be used as basis for award of contracts l e. Catalogues may be used • although mentioned only in the preamble 3 © OECD

Summarised description: Union, principally financed by the EU. A joint initiative of the OECD Summarised description: Union, principally financed by the EU. A joint initiative of the OECD and the European Dynamic Purchasing System l A new, completely electronic system l In the framework of open procedure only l Open throughout its validity to any admissible tenderer l For commonly made purchases the characteristics of which are generally available in the market l Limited in duration (max 4 years) l With the purpose to create an open pool of potential tenderers and to increase competition through the use of electronic facilities 4 © OECD

Union, principally financed by the EU. A joint initiative of the OECD and the Union, principally financed by the EU. A joint initiative of the OECD and the European Dynamic Purchasing System Includes 2 steps: - Step 1 l Publication of a contract notice to announce the system l Submission of indicative tenders, which may be improved at any time - Step 2 l Publication of a simplified notice (invitation) l After at least 15 days, final invitation to submit a tender addressed to all economic operators admitted to the system 5 © OECD

Summarised description: Union, principally financed by the EU. A joint initiative of the OECD Summarised description: Union, principally financed by the EU. A joint initiative of the OECD and the European Electronic Auction l A new process allowing for repetitive bidding l Within the framework of the existing procedures l Applicable when contract specifications may be established with precision l Using e-devices for the submission of certain elements of the tenders (new prices / quantifiable values) l Automatic electronic evaluation (through a mathematical formula) for the ranking of tenderers 6 © OECD

Takes place in two steps: Union, principally financed by the EU. A joint initiative Takes place in two steps: Union, principally financed by the EU. A joint initiative of the OECD and the European Electronic Auction - Step 1: l Publication of a contract notice to announce the intention to hold an auction l use of an existing awarding procedure for the qualitative selection of participants l full initial evaluation of tenders - Step 2: l Simultaneous invitation to the e-auction for the tenderers who have submitted admissible tenders l After at least 2 work days, e-auction takes place. A number of successive auctions phases possible l Award of the contract on the basis of the result of the auction 7 © OECD

Union, principally financed by the EU. A joint initiative of the OECD and the Union, principally financed by the EU. A joint initiative of the OECD and the European Outline of Procurement Steps Notice Invitation Prior notice Identify needs to tender Specify RFQ & Announce Tenders Request to participate Tender l Notifications Payment Contract Delivery instruction Evaluation Award and dissem. Contract Execute contract Follow up statistics Despatch advice Invoice The traditional way of working may continue but with electronic messages replacing paper documents • Some paper documents are easier to substitute • Security focus on tenders, requests to participate l The time-limits may be shortened 8 © OECD

Notices and Tendering Union, principally financed by the EU. A joint initiative of the Notices and Tendering Union, principally financed by the EU. A joint initiative of the OECD and the European l Necessary transaction volumes and incentives for standardisation of formats can be reached through • Central purchasing bodies • Marketplace solutions l Some characteristics of current solutions • Procurement process support/workflow (for the buyer) • Organisation of tender document package – Largely textual/non-structured documents • Services exist, for example – publication of notices (OJS e. Sender or manual form) – tender collection, including opening provisions • Support for evaluation (even complex award criteria) • Limited support to suppliers 9 © OECD

Union, principally financed by the EU. A joint initiative of the OECD and the Union, principally financed by the EU. A joint initiative of the OECD and the European Tendering Process Measures to consider l Define standard contract clauses l Standardise terminology l Standardise information / document structure • elaborate on templates for calls • elaborate on templates for tender l Standard forms 10 © OECD

Includes Union, principally financed by the EU. A joint initiative of the OECD and Includes Union, principally financed by the EU. A joint initiative of the OECD and the European Repetitive Processes • Framework agreements • Dynamic purchasing systems Identify needs Specify RFQ & Announce Tenders Catalogue Place updates order Confirm/ amend order Evaluation Goods receipt and control Award and dissem. Invoice Payment Execute contract Follow up statistics Accou. Reporting nting Frequent cycle Infrequent cycle 11 © OECD

Union, principally financed by the EU. A joint initiative of the OECD and the Union, principally financed by the EU. A joint initiative of the OECD and the European Repetitive Processes Example: Framework agreement (FW), decentralised buying Planning Number of persons instances involved 5 1 Framework agreement FW/price update Contracts based on FW 5 2 100 1 10 1000 Invoices 1000 12 © OECD

Union, principally financed by the EU. A joint initiative of the OECD and the Union, principally financed by the EU. A joint initiative of the OECD and the European Repetitive Processes l Some characteristics of current solutions • High transaction frequency • Only small variations in message format – Structured, standardised documents • Integration of buyer’s and seller’s systems • Automated process steps – – Built-in transaction validation/control Built-in authorisation/attestation mechanisms Verification against framework agreement rules Automatic attestation for payment possible 13 © OECD

E-Catalogues Union, principally financed by the EU. A joint initiative of the OECD and E-Catalogues Union, principally financed by the EU. A joint initiative of the OECD and the European l Does a price list/catalogue exist? • Is it stable? • Is it manageable? l The place of the price list/catalogue • At the buyer’s, seller’s or third party’s site? • Shopping portal vs. ”own” system • Need for customised information? l How to control price list amendments? l How to normalise presentation? l Classification • CPV is not enough • Product classification and attribute codes needed 14 © OECD

Union, principally financed by the EU. A joint initiative of the OECD and the Union, principally financed by the EU. A joint initiative of the OECD and the European IDA e-Procurement l Based on the new legislative framework l To support the development of interoperable solutions l Developed functional requirements and guidelines for the technical implementation of electronic public procurement systems l Created learning demonstrators, simulating the public e. Procurement functionality l It is hoped that IDABC e. Procurement will continue the work. A cross-border project is proposed based on the UBL standard 15 © OECD

l Union, principally financed by the EU. A joint initiative of the OECD and l Union, principally financed by the EU. A joint initiative of the OECD and the European To Consider E- procurement requires a multi-disciplinary procurement units l An e-procurement study can be an important first measure l Consider how to involve all future users in the development process, in particular local authorities l What is the maturity level of IT • Among buyers • Among suppliers • Suppliers of supporting IT services l Potential effects of framework agreement, dynamic purchasing systems, e‑auctions, central purchasing 16 © OECD

l Union, principally financed by the EU. A joint initiative of the OECD and l Union, principally financed by the EU. A joint initiative of the OECD and the European Some Recommendations Develop a national action plan l Plan for coexistence of traditional and electronic procurement l Plan for a step by step build-up and expansion of e. Procurement l Include guiding and quality assuring tools from start l Begin with procurement areas that are easy to deal with electronically l Prepare good deployment strategies to engage the users of the system l Follow closely the European level developments on e-procurement, e. g. IDABC 17 © OECD

Union, principally financed by the EU. A joint initiative of the OECD and the Union, principally financed by the EU. A joint initiative of the OECD and the European Thank You! Questions and comments? Sören Lennartsson +46 31 232239, +46 733 307897 [email protected] se 18 © OECD