USE OF STANDARDS IN PUBLIC SECTOR ICT … · USE OF STANDARDS IN PUBLIC SECTOR ICT ePROCUREMENT ... C.A.s 34.492 2014 vs 2013 +78% Updating: 30 November 2014 2014 Healthcare Local

www.arca.regione.lombardia.it

Massimiliano Inzerillo

Head of the e-Procurement Services for ARCA Lombardia

Bruxelles, December the 3rd, 2014

USE OF STANDARDS IN PUBLIC SECTOR ICT ePROCUREMENT

The experience of a regional purchasing body as «Central Competence Center»


Part 1 – The Regional Procurement Body

and the awareness

of the increasing importance of e-Procurement


Region Lombardia at-a-glance

3

The most populated Italian region (~10 millions)

The highest number of municipalities (1.546)

12 provinces, with the biggest one in Italy (Milan)

3rd Region in Italy for geographical extension (~23.000 km²)

The real regional GDP is 20,9% of the Italian GDP!

Lombardia Region (Headquarter): ~300 M€/year

Health sector, 50 authorities: ~2.100 M€ /year

Regional sector, 70 authorities: ~60 M€ /year

Local Entities, 1600 authorities: ~1.500 M€ /year

Total amount: ~4.000 M€

Public

procurement

value


About ARCA: central procurement body of Region Lombardia

4

Awards bundled tendering procedures

which may be joined by every public

entity within the region, thus realizing

scale economies

Framework Contract manager

ARCA manages a full range of public e-

procurement solutions which are

available to use free-of-charge for both

contracting authorities and suppliers

e-Procurement service provider

ARCA offers consultancy

to public authorities over

procurement and change

management issues. ARCA

can also directly award

tenders on behalf of other

public entities

Procurement

Competence Center

ARCA is a public

utility 100% owned

by Lombardy Region

Over 1.700 CAs existing in Lombardy (involved by

regional or national laws)

“Palazzo Lombardia”, Milan – Lombardy Region’s Headquarter (built in 2012)

www.arca.regione.lombardia.it 5

Regional e-Procurement (SINTEL) factsheet: overview

41.799

6,26 Bln€

2014

2014

27.489

2,33 Bln€

Tenders

1.042

C.A.s

34.492 2014 vs 2013

+78%

Suppliers

Updating: 30 November 2014

2014 Healthcare

Local Public Entities 858

7.234

1.555 M€

17.425

375 M€

48

Regional Entities

Public Residential Housing Entities

Chambers of Commerce

362

100 M€

1.855

293 M€

613

3,9 M€

12

12

12


Regional e-Procurement (SINTEL) factsheet: trends YoY

A way to measure the strenght and stability of e-Procurement solution is the number of legal petitions on the total number of procedures:10 petitions on over 38.500 tenders (2012-2014) = 0,0004%, with 80% of positive sentences.

Number of active CAs Number of new active CAs in 2014

+550

Number of tenders Total amount (M€)

Updating: 30 November 2014


Part 2 – Capitalize

the wide spectrum

of opportunities of CPB activities


Why Central Purchasing Body is an efficient enabler?

8

A CPB mixes “all ingredients” to become the “MasterChef” of Procurement &

e-Proc could be the main tool to change management in Public Procurement

National, Regional rules

and European guidelines

define the boundaries of

activities

External factors

e-Procurement would be the Panacea of all diseases in Public procurement

Great expectation

1.

Competence Center

ARCA has a central position in the “procurement system” in Lombardia and (according with Regional targets) it can facilitate

2.

Framework agreement

Manages bundled tendering procedures for goods and services: • Tender strategy design • Vendor Management • Tendering • Evaluation and awarding • Contract Management

3.

e-Procurement

Develops and promotes e-Procurement solutions: • Efficiency in resourse

usage (HR, Time, Other materials)

• Automatic notifing • Data-entry validation • Automatic ranking • Procedure Templates


European Procurement Directive: our «driving star»

9

*Starting from January 2015 ** NECA is the regional Procure-2-Pay solution

Vendor Management Tool EFT

SINTEL was selected in the panel of 30 European platforms for the Golden Book of e-Procurement project.

e-Procurement

Post-award Pre-award

e-Payment e-Invoicing e-Ordering e-Contracting e-Awarding e-

Evaluation e-

Submission e-

Access e-Planning*

e-Notification

ARCA e-Procurement approach is based on an «annual plan» also developed on European Guidelines (DG MARKT and DG CONNECT)

NECA N.A. N.A.

e-Tendering SINTEL

SINTEL* SINTEL SINTEL SINTEL SINTEL SINTEL

SINTEL

NECA**


ARCA «business model» is based on a strong support for CAs users, with a specialized team that offers competences in tendering and change management: OUR GOAL IS TO INCREASE EFFICIENCY and REDUCE PROCESS COSTS.

SINTEL is free both for CAs and enterprises. No added or ghost costs, they needs only a digital sign and «certified email» (both mandatory for fiscal activities)

Before starting: What is SINTEL?

10

SINTEL is the regional e-Procurement platform owned by Regione Lombardia and managed by ARCA. The Platform is a “single access point” for all the all Public Entities in Lombardia; it allows them to purchase everything they needs in an electronic way, both over and down European threshold. All procedures are completely online.

SERVICES WORKS CONCESSIONS

COMPLETELY FREE GOODS

D.P.S.

CHANGE MANAGEMENT CONSULTING

E-AUCTION

CAs can use the regional platform by their own: ARCA is a public entities not a consulting firm, so our mission is to teach how improve the competence of CAs, not “to sell services”

IN COMPLETE AUTONOMY


Part 3 – Sintel (Regional e-Procurement Platform):

the way to spread good practices to

Public Procurers


How to create a new tendering procedure in SINTEL

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1. Procedure categorization

Procedure categorization (goods, services, works…)

CPV codes

“Specific economic sector” additional categorizations

2. Add requirements

Administrative requirements

Technical requirements

Economical requirements

3. Define procured items

Configure the “items” object of the tender

Add further technical specifications linked to every item

4. Selectively activate other functionalities

A) Start from scratch B) Copy an existing

procedure* C) Start from templates

created by ARCA

* Feature available in few months (even if created by another contracting authority)


How SINTEL helps to spread good practices: how to fight “lock in effect on ICT”

13

If procedures are created starting from a template,

the Contracting Authority can automatically adopt

a set of (customizable) “Standard requirements”

which fit in the context of that specific procedure!

Automatically adopt updated sets of administrative

requirements, specific for public works

Automatically adopt the “Green public procurement” technical specifications (“CAM”) issued by the Italian

Ministry of the Environment. Minimal standard specifications regarding a new

category are issued on a yearly basis.

Automatically adopt a strategy that

encourages the participation of social

co-operatives

The use of templates greatly helps the spreading of best practices and allows contracting authorities to easily implement the most up-to-date tendering requirements

Introduce new templates also for ICT facilities, following the purpose of spreading the adoption of open standards (such as open license software, transmission protocols, shared specifications), thus reducing the “lock-in effect”


Demo: a realistic way to reduce lock-in effect in tendering [1/5]

14

Single-Sign-On system: by typing

my username and password, me

(as any other user) can access

SINTEL to start a purchasing

procedure

Let’s start to create a Template

(“Modello”) of an ICT tender



15

Step one: give a name to the

Model (so that it can be re-used

many times) and identify the

Tender categorization

Procurement of public works and pharmaceuticals products are very different. Sintel allows to tailor its

functionalities according to the type of procedure

Consider the peculiarity of procurement types

Step two: SINTEL architecture allows to

link Tender Categorization with many

information as “Products “ and

“Standard Requirements” (our purpose)



16

Step three: define the type of

procedure. The mix of “Type of

procedure” and “Categorization

of Tender” allows adoption of

specific functionalities



17

Step four: SINTEL proposes to

the user a list of “Standard

Requirement” set by ARCA

Users can select/activate the

requirement they needs in the

procedure



18

Step five: set TECHNICAL

requirement, choosing from the

set of options proposed by

SINTEL (and thus by ARCA as

provider)

Step six: and finally, same

selection for Economic

requirements

Each option can be customized

by the user, so a CA chooses a

Requirement and then give it the

“personal” importance


Conclusions


Conclusion: lesson learned?

20

Opportunities

Using a centralized solution, it is possible

to spread in all the public entities some

good practices, reducing “no added

value” activities. Somebody else does the

“dirty work”…

Often Public Operators are “lazy

people” … It needs an active campaign

for involving procurers and spread the

concept of “competition” also in ICT

markets to reduce lock-in effect

Threats

ARCA is not a “lawgiver” and ICT

standard requirements (such as GPP

requirements) are opportunities, but

they are not mandatory…

Constraints Strengths

ARCA can extend more new “standard

requirements” with low-cost activities

of software maintenance.

At the end: the procedure is ready to be lauched!


Massimiliano Inzerillo

Head of e-Procurement Services of

ARCA Lombardia

: [email protected]


Documents

USE OF STANDARDS IN PUBLIC SECTOR ICT … · USE OF STANDARDS IN PUBLIC SECTOR ICT ePROCUREMENT ... C.A.s 34.492 2014 vs 2013 +78% Updating: 30 November 2014 2014 Healthcare Local