1. Round Table “Best Practice for Procurement of Services ” How to draw up tender documentation in respect of a public service contract with emphasis on qualifications prerequisites and evaluation criteria – case study regarding a major IT project tendered by the Ministry for Regional Development of the Czech Republic Jan Sixta, Vice Minister of the Ministry for Regional Development of the Czech Republic Kiev, November 2012 1

2. Agenda  Specific examples – case studies  Monitoring system of European subsidies  Tender Electronic Daily CZ project 2

3. ICT service public contracts  complex projects  hardly anybody understands  it is onerous to control and measure  high risk of non performance  services esential for public sector and citizens 3

4. Monitoring system of European subsidies  administration of all documents  submission of applications  project evaluation  ex ante and ex post evaluation of applications  statistics  management system of the entire implemantation structure  projects in total for several billions CZ krones  investment costs EUR 12 million  annual operation EUR 6 million 4

5. Applied requirements  Subject matter of tender  technical advisor – 800 pages of dokuments  legal advisor – contracts  Qualification  equivalent projects  equivalent technologies  list of authorized executives  Award criteria  price for investments  price for operation  price for modifications  security of the systém  development of particular functionality into details of the programme 5

6. Tender Electronic Daily CZ project  ICT service concession  publication of all public contracts in the CR  automatic forwarding of information in TED  maintaing statistics  support by means of the code classification  imply no costs for the contracting entity  the service is reimbursed by the end-customers by way of charges  severe requirements and price for end customers 6

7. Risks  strict requirements versus tailoring  warranties versus discrimination  role of advisors  price versus costs of life cycle  lack of competence on the side of public sector  incapacity of control of supplier 7

8. Preparation phase  market research  conflict of interests  proportionality/reasonabless of requirements  specification of the terms of reference  tender documentation  adequacy of values  Value For Money principle  price x quality  references  team 8

9. Award procedure and implementation  evaluation and award  what to evaluate  find the right criteria  work at time rates or payment at a flat rate  references or quality of the team  model assignements  control of implementation  enforce your own requirements  apply penalties  but – can you afford termination of the contract?  What will be the consequences? 9

10. Contact 10 Jan Sixta Vice Minister Ministry of Regional Development Czech Republic E-Mail: jan.sixta@mmr.cz