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Introducing Electronic Procurement Processes

Introducing Electronic Procurement Processes. Sören Lennartsson Public Procurement Seminar Valletta, 26 January 2006. New Procurement Directives. Recognition of eProcurement (implementation mandatory) “Electronic means”, “in writing”, etc Rules for communication, tools, devices

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Introducing Electronic Procurement Processes

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  1. Introducing Electronic Procurement Processes Sören Lennartsson Public Procurement Seminar Valletta, 26 January 2006

  2. New Procurement Directives • Recognition of eProcurement (implementation mandatory) • “Electronic means”, “in writing”, etc • Rules for communication, tools, devices • Provisions for new electronic purchasing techniques (implementation optional) • Dynamic purchasing system (not a procedure!) • Electronic auction (a process, not a procedure!) • General provisions that may support eProcurement (implementation optional) • Framework agreement • Central purchasing body

  3. New Procurement Directives • eProcurement – to be used at the discretion of the contracting entities • The general principles of equal treatment, non-discrimination and transparency apply • Specifically, tools for eProcurement shall • Be generally available • Be interoperable with products in general use • Conform to security and access requirements • Electronic auctions can be used as basis for award of contracts • eCatalogues may be used • although mentioned only in the preamble

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

  5. Dynamic Purchasing System Includes 2 steps: - Step 1 • Publication of a contract notice to announce the system • Submission of indicative tenders, which may be improved at any time - Step 2 • Publication of a simplified notice (invitation) • After at least 15 days, final invitation to submit a tender addressed to all economic operators admitted to the system

  6. Electronic Auction Summarised description: • A new process allowing for repetitive bidding • Within the framework of the existing procedures • Applicable when contract specifications may be established with precision • Using e-devices for the submission of certain elements of the tenders (new prices / quantifiable values) • Automatic electronic evaluation (through a mathematical formula) for the ranking of tenderers

  7. Electronic Auction Takes place in two steps: - Step1: • Publication of a contract notice to announce the intention to hold an auction • use of an existing awarding procedure for the qualitative selection of participants • full initial evaluation of tenders - Step 2: • Simultaneous invitation to the e-auction for the tenderers who have submitted admissible tenders • After at least 2 work days, e-auction takes place. A number of successive auctions phases possible • Award of the contract on the basis of the result of the auction

  8. Notice Payment Notifications Prior notice Invitation to tender Contract Follow up statistics Identifyneeds Specify Announce RFQ & Tenders Evalu-ation Awardanddissem. Execute contract Delivery instruction Request to participate Despatch advice Tender Contract Invoice Outline of Procurement Steps • 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 • The time-limits may be shortened

  9. Notices and Tendering • Necessary transaction volumes and incentives for standardisation of formats can be reached through • Central purchasing bodies • Marketplace solutions • 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 eSender or manual form) • tender collection, including opening provisions • Support for evaluation (even complex award criteria) • Limited support to suppliers

  10. Tendering Process Measures to consider • Define standard contract clauses • Standardise terminology • Standardise information / document structure • elaborate on templates for calls • elaborate on templates for tender • Standard forms

  11. Follow up statistics Identifyneeds Specify Announce RFQ & Tenders Evalu-ation Awardanddissem. Execute contract Invoice Payment Catalogue updates Place order Confirm/ amendorder Goods receiptandcontrol Accou- nting Reporting Frequent cycle Infrequent cycle Repetitive Processes • Includes • Framework agreements • Dynamic purchasing systems

  12. Repetitive Processes

  13. Repetitive Processes • 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

  14. E-Catalogues • Does a price list/catalogue exist? • Is it stable? • Is it manageable? • 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? • How to control price list amendments? • How to normalise presentation? • Classification • CPV is not enough • Product classification and attribute codes needed

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

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

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

  18. Thank You!Questions and comments? Sören Lennartsson+46 31 232239, +46 733 307897soren@ooidata.se

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