Presentation is loading. Please wait.

Presentation is loading. Please wait.

Luca Mastrogregori Head of e-Procurement Strategies Consip Spa Amman, July 7, 2010 Public e-Procurement in Italy: Consips.

Similar presentations


Presentation on theme: "Luca Mastrogregori Head of e-Procurement Strategies Consip Spa Amman, July 7, 2010 Public e-Procurement in Italy: Consips."— Presentation transcript:

1 Luca Mastrogregori Head of e-Procurement Strategies Consip Spa Amman, July 7, 2010 Public e-Procurement in Italy: Consips role and e-Proc System

2 1 Public Procurement and e-Procurement in the EU General Overview on Consip in the Italian Public Procurement System E-procurement platform, e-marketplace and new e-proc tools

3 2 EU Legislation Framework The legislative package of public procurement Directives, approved in 2004 by the European Parliament and the EU's Council of Ministers and entered into force on 20 April 2004, aims to simplify, harmonies and modernise procurement procedures applied by the EU Member States. This revision merges the four existing European directives into two legal instruments: –The so-called "traditional" Directive 2004/18/EC for public works contracts, public supply contracts and public service contracts;2004/18/EC –Directive 2004/17/EC on the "special sectors" of water, energy, transport and postal services.2004/17/ECwater, energy, transport and postal services Among several innovative provisions the new Directives strongly promote the development of electronic procedures while enforcing general fundamental Principles: –Non-discrimination –Transparency –Fair competition

4 3 EU Legislation Framework Contracting Ordering Ordering Invoicing Payment Monitoring of Contract Outside the scope of EU public procurement Directives E-commerce Directive (Electronic Signatures Directive) E-invoicing (VAT Directive) Data protection Publication Access to documents Contract specifications Bidding Receipt of offers Offer evaluation Contract award Choice of procedure Thresholds/ Rules of aggregation Shorter time-limits for online notices & electronic access to tender documents New standard forms for publication in OJEU Data integrity Confidentiality Security & Authentication Traceability Non- discrimination e-catalogues e-auctions Automated evaluation Automated Award Electronic Purchasing Methods The Directives focus on the tendering procedure and establish the legal framework from the publication of notices to the award of contracts.

5 4 EU Legislation Framework The new Directives set out the procedural rules and detailed provisions for the use of electronic means in public procurement: –Use of electronic means is a choice of contracting authority –All stages of procedure can be conducted electronically –General requirements for communicating, advertising and receiving tenders Unrestricted access to tendering procedure: use of non-discriminatory, generally available and interoperable tools (communication, tender submission, etc.) Integrity, confidentiality, exact time stamping, locking of data, 4-eyes principle Traceability of all operations Specifications for transmitting tenders (encryption, format etc.) must be published in the tender documents E-signatures in conformity with national legislation transposing Dir 1999/93/EC and introduce new purchasing techniques: –Electronic auctions –Electronic catalogues –Dynamic Purchasing Systems

6 5 The benefits of e-procurement for Public Procurement The importance of eProcurement in the European Union is widely recognized. The Ministerial declaration approved unanimously on 24 November 2005 in Manchester, states that eProcurement will lead to lower transaction and processing costs for public administrations and to increased efficiency, for example greater speed in procuring services and goods and reduced spending due to increased choice and competition But significant benefits are taken by eProcurement in terms of efficiency and improved competition as well; as stated in the same declaration above mentioned competition, with a higher participation of SMEs, in turn will lead to greater innovation in the private sector. According to an estimation made by the European Commission and reported in the Action Plan for the implementation of the legal framework for electronic public procurement [1],[1] –administrative cost saving of e-procurement are expected to be about 30%, while –purchasing cost savings could be as high as 10% to 50%. [1][1] Communication from the Commission to the Council, the European Parliament, the European Economic and Social Committee and the Committee of the Regions, Action Plan for the implementation of the legal framework for electronic public procurement, Brussels

7 6 The role of government agencies A number of EU countries have developed initiatives for the modernisation of Public Procurement, based on the Centralisation of competencies and investments These competence centres (some of them are listed)) play a key role in e-proc implementation, supporting awarding authorities and suppliers with education, consultancy and transactional services CountryEntity AustriaBBG DenmarkSKI FinlandHansel FranceUGAP GermanyBeschA IrelandNPPPU ItalyConsip ScotlandScottish Procurement Directorate SpainSubdirección General de Compras SwedenStatskontoret United KingdomOGC

8 7 Public Procurement and e-Procurement in the EU General Overview on Consip in the Italian Public Procurement System E-procurement platform, e-marketplace and new e-proc tools

9 8 Inhabitants: 59 mln people Public Admin. employees: Ministries: 23 Central PA Authorities: >100 Regions: 20 Provinces: 110 Municipalities: School system: Universities: 94 Public schools: > Health Sector: Hospitals, Local Health Agencies, Public Clinics: >300 Consip Ordering points: A complex scenario

10 9 Consip is a public stock company, created in 1997 by the Ministry of Economy and Finance (MEF), its sole stockholder. Consip has no profit goals and it deals with two main fields of action management and development of ICT services for the MEF 2000 Eprocurement for Public Administrations MEF PAs Set up, diffusion and support of Eprocurement system & tools Consip SpA Consultancy on Technical and Organizational Projects

11 10 Implementation of the Program for the Rationalization of Public Spending on Goods and Services through the use of information technology and innovative tools for the purchases of the Administrations (frame contracts, web-based tenders, the Electronic Marketplace, as well as special projects and on demand consultancies). In such activity Consip acts as an awarding administration and contracting authority that defines, implements and awards tenders on behalf of other Administrations. The implementation phases of the projects are executed by means of an accurate identification of the best solutions offered by the market that meet the needs of the Administrations Consip Fields of Action Public / eProcurement 2000 IT services for MEF Eprocurement 1997 PAs

12 11 Consips Organization Chief Executive Officer Information Systems Division Public Procurement Division Public Finance Division Business support Division Human Resources and Organization Division Administration and General Accounting Corporate Affairs IT Infrastructures Division R&D Budget and Control Legal Affairs Division Corporate Identity Institutional Relations Division Employees: 500 people (170 in the Public Procurement Division) Women: 44% Average age: 40

13 12 Consips Public Procurement Division Public Procurement Relationship with PAs Relationship with suppliers eProcurement strategies TLC goods/services Real Estate goods/services IT goods/services Promotion vs Public Administrations Utilities and other goods and services GPP Health sector goods and services Planning and Monitoring

14 13 Process simplification Quality Improve the ratio between cost and quality of the goods and services offered to PA Reduce procurement time simplifying the entire procurement process Public Spending Optimization Guarantee transparency and public communication on tender procedures and awarding criteria, enhancing competition and competitiveness Innovation Develop innovation procurement tools encouraging change management among public officials and suppliers E-PROCUREMENT Transparency Public Procurement System goals

15 14 Suppliers Consip PA Detailed analysis of PA needs Public procurement purchasing tools offer (platform) Ready-made tenders Supply market analysis (offer) Tender strategies identification Cooperation and working tables (supplier desk) SUPPLY DEMAND Finding the best match between PA and supplier needs: - offering the most appropriate procurement systems to PA - offering business opportunities to the supply market. Two opposites parties with apparently different goals…

16 15 Public Procurement and e-Procurement in the EU General Overview on Consip in the Italian Public Procurement System E-procurement platform, e-marketplace and new e-proc tools

17 16 Consip action lines Electronic Shops e-Marketplace Purchases within frame contract Direct Purchase Many-to-one approach Purchase scope: Large volumes Standardized Low price volatility Slow obsolescence Demand aggregation On line Auctions Development of Frame contracts or ASP towards other administrations Automatic Technical and economic offer evaluation Purchase scope: Specialized High price volatility Rapid obsolescence Purchases below the Eu threshold Direct Purchase or RFQ Many-to-Many approach Supplier defined e-Catalog Purchase Scope: Low cost Highly fragmented Above and Below EU Threshold Below EU Threshold FRAMEWORK CONTRACTS MARKETPLACE SUPPORT TO PA SPECIFIC NEEDS E-PROCUREMENT SYSTEM The development of the Program in the short/medium term is based, therefore, on three main action lines …strongly supported by a comprehensive e-procurement system Program portal:

18 17 The e-Procurement Portal On-line services Notices e-shops Marketplace Tender publication, supplier qualification for Public eMarketplace,.... Opportunity to buy on line using frame contracts conditions (on- line orders) On line access to public Marketplace Registration Public buyer registration Specific Market Area Data and information on Client market Area (Central PA, Health bodies, Universities, Municipalities) Data & News Who we are, what we do, what you can buy, how you can buy, Newsletters, Magazines… Electronic auctions On line access to public auctions Supplier Area Information on e-procurement models, correct way to participate to public tender,...

19 18 Fornitori ConsipSuppliers Fornitori PP.AA. Payments Delivery On-line/fax order Frame contracts Contracts Reporting Needs Feedback Monitoring Tools Public Procurement Model Framework contracts - the model

20 19 Source: analysis and research from consip Consips framework contracts results The Consips framework contracts turn over in 2009 corresponds to 1,7 billion euro Consip managed 69 framework contracts; 19 of them activated in 2009 The most important framework contracts, in terms of total expenditure in, are meal vouchers, energy related services (heat, electricity), facility management, fuel coupons

21 20 Framework contracts – eshops E-shops represent an open window on the web in which goods and services selected through framework contracts are available to PA procurement offices registered to the Program Product selection and online (or fax) ordering Traditional and electronic tenders

22 21 Electronic tenders and marketplace - Decree 101/2002 In particular, by the adoption of this Decree, new electronic awarding procedures are introduced for the first time in the italian legislative framework. These new methods do not replace the traditional awarding procedures, but they represent an alternative measure for the awarding authorities in the public procurement processes. In particular the Decree provides for the Public Administration two different electronic goods and services purchasing techniques, to be performed in compliance with the transparency and non discrimination principles: the electronic tender the marketplace

23 22 Decree 101/2002 – The electronic tender 1.The Electronic tender, according to the provision set by the article 1.a) and b) of the Decree 101/2002 is a procurement procedure with whom contracting authorities purchase goods and services both above and below the European threshold limit and exactly a public contract awarding procedure exclusively performed through electronic devices in compliance with the provisions set out in the Decree itself. 2.Auction format is defined by the following elements: Style of negotiation: Open - Blind (sealed bid) Award criteria: Lowest price - More economically advantageous tender Ranking algorithm: SUM Score = Technical Score + Economical Score RATIO Score = Economical bid/Technical Score Type of negotiation: Continuous - Single round – Multiple round 1.The Electronic tender, according to the provision set by the article 1.a) and b) of the Decree 101/2002 is a procurement procedure with whom contracting authorities purchase goods and services both above and below the European threshold limit and exactly a public contract awarding procedure exclusively performed through electronic devices in compliance with the provisions set out in the Decree itself. 2.Auction format is defined by the following elements: Style of negotiation: Open - Blind (sealed bid) Award criteria: Lowest price - More economically advantageous tender Ranking algorithm: SUM Score = Technical Score + Economical Score RATIO Score = Economical bid/Technical Score Type of negotiation: Continuous - Single round – Multiple round

24 23 Advantages (vs traditional auctions) Transparency : Each step is recorded; Clearness and standardisation of procedures; It is not possible to modify data recorded; The procedure can be seen by hundreds of persons Time reduction Automation of awarding criteria evaluation, that can lead to choose to have no Awarding Commission Closing steps (e.g.: notification to participants; signing of contract) can be performed on-line Cost reduction Facilitate participation travel costs Disadvantages (vs traditional auctions) Tenders can be contended on a minor number of parameters IT equipment required The electronic auction – advantages and disadvantages

25 24 MEPA Qualified suppliers selected through a qualification process, starting from the date of publication of the qualification notice Suppliers Central Government Universities Local Government Health bodies Buying administrations Mark et Qualification notice (public announcement) The PA marketplace - the model MEPA (Electronic Marketplace for Public Administrations) The marketplace is a fully electronic system for purchasing goods and services below the EU threshold It works as a virtual market in which the acquiring Public Administration can select goods and services offered by several suppliers from an electronic catalogue offered in a virtual shop shown on the Consip s website. The marketplace is open to qualified suppliers who comply to the provided selection criteria The whole process is conducted by using electronic and digital means including the electronic signature, in order to legally guarantee the transactions

26 25 The qualification notice will also provide information on: product and service categories objective and subjective needs for qualification technical and quality characteristics of supplies as well as service levels to take into consideration during the qualification phase assessment criteria for qualification requests Furthermore, general supply conditions have to be drafted (i.e. contract template) Qualification notice publication Suppliers qualification operating phase una tantum phases Suppliers qualification notice Transactions The PA marketplace - the phases

27 26 Item name technical specifications (standardized catalogue) Suppliers name Price The PA Marketplace - the catalogues

28 27 The PA Marketplace - buying options Public users may buy in 2 different ways: making a direct purchase selecting goods and services from the catalogue negotiating the product quality and service levels with qualified suppliers (Request for Quotation), handling on-line the entire purchasing process and digitally signing the order Direct purchase Request for Quotation Public userSupplier

29 28 Furnitures IT HW and SW Stationery Healthcare Individual protection devices Electric maint. svcs Training & Education svcs Elevators maint. svcs Gas providing svcs Electric material and air condit. equip. Cleaning products Print & Copy equipment Laboratory equipment TLC products Office cleaning svcs Office and road signals The PA Marketplace - the available product categories

30 The PA Marketplace - the business (transactions and value of orders)

31 30 The PA Marketplace - some results, more in depth… Note Product categories Focus on key categories (products and services) Active Buyers Out of registered buyers On line Catalogues SMEs represents more than 97% with strong presence (66%) of micro (< 10 employees) On line items % ICT/Office supply N° transactions % Direct Order 19% RFQ Transaction value 8,3 mln 29,8 mln 38,2 mln 83,6 mln 172,2 mln mio 230,6 overall: mio 575,5 20% Direct Orders 80% RFQ Average value Direct Order: Average value RFQ:

32 31 Over 5000 suppliers making business on the emarketplace 97% of enterprises registered are SMEs 66% of the SMEs are micro enterprises ( < 10 employees) More than catalogue items 320 average transactions per working day 80% of the enterprises who used it in 2008 continued also in 2009 (with 17% increase in their turn over) euro is the average yearly turn over 43% of SMEs sell outside the borders of their region (domestic cross border business) 140 eMarketplace Supplier Training Desks all over the country 2009 The PA Marketplace - some results

33 32 The Jurys motivation: the MEPA winner in category 2b …as it is a highly innovative initiative. Its impact is high for government administrations but most importantly for SMEs as they can offer goods and services which are relevant for public administrations… The MEPA has also ensured user take-up through communication plans and training. More specifically through the setting up of training desks responding to specific needs shown by the enterprises using the system… This award given to Consip represents an acknowledgement to the MEPA for having improved and facilitated the access to public procurement to enterprises, especially SMEs. At the same time MEPA contributes to rewarding the valiant effort the Italian PA and suppliers are making towards modernization. More information on:www.epractice.eu/en/awards The PA Marketplace - The European eGovernment Awards 2009

34 33 1.A FA is an agreement between one or more contracting authorities and one or more economic operators, the purpose of which is to establish the terms governing contracts to be awarded during a given period 2.Where a FA is concluded with several economic operators and not all the terms of the contracts are laid down in the FA (incomplete FA), specific contracts can be awarded by the CAs by reopening competition on the basis of the same and, if necessary, more precisely formulated terms, and, where appropriate, other terms referred to in the specifications of the framework agreement. 3.Nevertheless, When awarding contracts based on a framework agreement, the parties may under no circumstances make substantial amendments to the terms laid down in that framework agreement. 4.Supply contracts (specific contracts, SC) based on FAs are concluded between a single CA and a single supplier. 1.A FA is an agreement between one or more contracting authorities and one or more economic operators, the purpose of which is to establish the terms governing contracts to be awarded during a given period 2.Where a FA is concluded with several economic operators and not all the terms of the contracts are laid down in the FA (incomplete FA), specific contracts can be awarded by the CAs by reopening competition on the basis of the same and, if necessary, more precisely formulated terms, and, where appropriate, other terms referred to in the specifications of the framework agreement. 3.Nevertheless, When awarding contracts based on a framework agreement, the parties may under no circumstances make substantial amendments to the terms laid down in that framework agreement. 4.Supply contracts (specific contracts, SC) based on FAs are concluded between a single CA and a single supplier. The new purchasing procedures - The framework agreements four kinds of FA Framework contracts 1 supplier Complete (all terms fixed) Several suppliers Complete (all terms fixed) 1 supplier Incomplete (not all terms laid down) Several suppliers Incomplete (not all terms laid down) 2-stage: competition shall be reopened

35 34 1.Entirely digital purchasing process 2.For purchases above and below the EU threshold 3.Based on Indicative Bids (maybe an e-Catalogue) that can be, later, up-to-date to qualify to a Call for Tenders 4.Maximum 4 years 5.Call for Qualification to DPS contains: List of Commodities, Categories, Meta-products List of requested Business Attestations (i.e. Certifications) (eventually attached to Call for Qualification) Technical Specs., S.L., Terms & Conditions Awarding Criteria for the following Call for Tenders 6.No dead-line, for Suppliers, to present Request for Qualification (Open Procedure) 7.Suppliers Request for Qualification has to be evaluated within 15 days 8.Public Buyers buy in only one way: publishing a Call for Tenders (Open Procedure), inviting all the Suppliers that qualified before the dead-line, sending the Request for Quotation and receiving Suppliers Bids 1.Entirely digital purchasing process 2.For purchases above and below the EU threshold 3.Based on Indicative Bids (maybe an e-Catalogue) that can be, later, up-to-date to qualify to a Call for Tenders 4.Maximum 4 years 5.Call for Qualification to DPS contains: List of Commodities, Categories, Meta-products List of requested Business Attestations (i.e. Certifications) (eventually attached to Call for Qualification) Technical Specs., S.L., Terms & Conditions Awarding Criteria for the following Call for Tenders 6.No dead-line, for Suppliers, to present Request for Qualification (Open Procedure) 7.Suppliers Request for Qualification has to be evaluated within 15 days 8.Public Buyers buy in only one way: publishing a Call for Tenders (Open Procedure), inviting all the Suppliers that qualified before the dead-line, sending the Request for Quotation and receiving Suppliers Bids The new purchasing procedures - The dynamic purchasing system

36 35 1 supplier with negotiation Framework Agreement Dynamic Purchasing System Supply side … Buy side FrameworkContracts 1 supplier fixed condition Standard Customised Concentrated Standardized Fragmented Specialised The adoption of different tools is related to the market (buy and supply side) characteristics More business opportunities for SMEs through e-procurement MEPA Evolution of the e-Procurement tools mult. suppliers fixed conditions mult. suppliers with negotiation


Download ppt "Luca Mastrogregori Head of e-Procurement Strategies Consip Spa Amman, July 7, 2010 Public e-Procurement in Italy: Consips."

Similar presentations


Ads by Google