Main findings

Eurolib Annual Meeting Den Haag, 12-13 June 2014

Francesca Rio (European Parliaments Research Services)

Survey on tender procedures in EU institutions & agencies

libraries

Purpose• To make an inventory of types of

procurement/tender models used by Eurolib libraries

• To share best practice in this field

• To identify libraries with similar needs that could work together in future tender procedures and procure one common supplier

• To explore new models of book/serials supply that decrease delivery delays and administrative procedures (from price request to ordering and invoicing)

Calendar24 January – 12 MarchAll Eurolib members invited to:Update 2013 table, with the results of their concluded proceduresFill the table for their 2014 or long term procedures

Outcome40% response rate (12 replies out of 30 invitations)

Participating libraries

LIBRARY STAFF*COLLECTION

books ebooks serials online serials databases

EP 121(9) 68.000 465 748 166 96

EC Central Library 66(12) 560.000 -- 3.225 4.625 1

Court of Justice 30(11) 250.000 8 1.360 85 90

ECB 15(2) 65.000 2.500 2.500 1.500 450

Council 14(1) 50.000 10.400 6.000 5.300 108

CEDEFOP 8 26.800 -- 72 48 9

EESC 6(1) 16.000 -- 113 < 50 2

JRC 4 6.500 28.000 50 5.000 3

EMA 2(1) 3.160 134 74 104 9

EUROJUST 0(2) 2.433 -- 99 29 6

ECHA 0(1) 1.806 1.300 55 9.721 15

ETF 0(0,3) 10.000 50 25 16 8

EMCDDA

* (temporary or contract staff in brackets)

Data 2013

Participating libraries LIBRARY

BUDGET

books & ebooks

serials databases ILL other

EP €200.000 €347.000 €2.000.000 €4.500 €480,000 ILMS + website

EC Central Library €583.000 €1.898.000 €12.000 €8.000 €45.000 binding

Court of Justice €374.206 €511.705 €176.792 €58 €32.385 binding

ECB €130.000 €170.000 €1.100.000 €10.000 --

Council €170.000 €546.000 €425.000 -- --

CEDEFOP €15.000 €46.000 €40.000 €3.000 €7.000

EESC €24.700 €55.000 -- --

€11.000 software maintenance

JRC €100.000 €1.200.000 €200.000 €30.000 --

EMA €40.000 €110.000 €20.000 €20.000 €2.000

EUROJUST €20.000 €95.000 -- -- --

ECHA €45.000 €165.165 €198.872 -- --

ETF €2.600 €11.000 €9.000 €400 --

EMCDDA

Data 2013

2014 - Types of procedures

9 Open Calls for Tenders

6 Restricted/Negotiated procedures

3 Calls for expression of interest

4 still to be decided

► See comments collected in last year’s Survey

2014 - Services in focus

What’s next?In order to: •share best practice•To identify libraries that could work together•To explore new models of supply

Survey for 2015 launched end of 2014 and rapidly published

Organize ad hoc meetings on specific procedures at or around EUROLIB technical meeting?

Questions?

Revision of FR and RAPThree new Directives on public procurement, utilities and concessions recently adopted.

Although the EU institutions are not subject to these Directives, it has always been the policy to guarantee that the Financial Regulation and it Rules of Application (FR-RAP) provide the same principles as those contained in the Directives and that EU rules are coherent with those applied by the Member States.

The FR and RAP are treated together because the alignment will necessitate changes in both.

Timing:

The objective is to prepare the Commission proposal for a new FR and to prepare an informal draft for the RAP under the current Commission.

We will then proceed with the legislative process once the new Parliament is in place in the second half of the year.

New wording Existing text Proposed text

Paragraph 3 - Main concern

ActionCouncil, Commission and Parliament Libraries have expressed their concern regarding this clause to their respective financial departments, making a proposal for a new comma:

(b) where the works, supplies or services can be provided only by a particular economic operator for any of the following reasons and under the conditions set out in paragraph 3:(i) the aim of the procurement is the creation or acquisition of a unique work of art or artistic performance;(ii) competition is absent for technical reasons;(iii) the protection of exclusive rights including intellectual property rights;the aim of the procurement is subscription and access to a copyright protected information service with high editorial content, such as periodicals, databases and press agencies, selected on the basis of professional evidence

Follow up?

Thank you!