USE OF STANDARDS IN PUBLIC SECTOR ICT

USE OF STANDARDS IN PUBLIC SECTOR ICT ePROCUREMENT
The experience of a regional purchasing body as «Central Competence Center»
Massimiliano Inzerillo
Head of the e-Procurement Services for
ARCA Lombardia
Bruxelles, December the 3rd, 2014
www.arca.regione.lombardia.it
Part 1 – The Regional Procurement Body
and the awareness
of the increasing importance of e-Procurement
www.arca.regione.lombardia.it
Region Lombardia at-a-glance
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
Public
procurement
value
Regional sector, 70 authorities: ~60 M€ /year
Local Entities, 1600 authorities: ~1.500 M€ /year
Total amount: ~4.000 M€
3
www.arca.regione.lombardia.it
About ARCA: central procurement body of Region Lombardia
“Palazzo Lombardia”, Milan – Lombardy Region’s Headquarter (built in 2012)
Framework Contract manager
Awards bundled tendering procedures
which may be joined by every public
entity within the region, thus realizing
scale economies
e-Procurement service provider
ARCA is a public
utility 100% owned
by Lombardy Region
ARCA manages a full range of public eprocurement solutions which are
available to use free-of-charge for both
contracting authorities and suppliers
Procurement
Competence Center
ARCA offers consultancy
to public authorities over
procurement and change
management issues. ARCA
can also directly award
tenders on behalf of other
public entities
Over 1.700 CAs existing in Lombardy (involved by
regional or national laws)
4
www.arca.regione.lombardia.it
Regional e-Procurement (SINTEL) factsheet: overview
Suppliers
34.492
2014 vs 2013
C.A.s
Tenders
41.799
1.042
6,26 Bln€
+78%
2014
Healthcare
48
Public Residential
Housing Entities
Regional
Entities
12
12
Chambers of
Commerce
12
Local Public
Entities
858
2014
27.489
2014
2,33 Bln€
7.234
1.555 M€
362
100 M€
1.855
293 M€
613
3,9 M€
17.425
375 M€
Updating: 30 November 2014
5
www.arca.regione.lombardia.it
Regional e-Procurement (SINTEL) factsheet: trends YoY
Number of tenders
Total amount (M€)
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 new active CAs in 2014
Number of active CAs
+550
Updating: 30 November 2014
6
www.arca.regione.lombardia.it
Part 2 – Capitalize
the wide spectrum
of opportunities of CPB activities
www.arca.regione.lombardia.it
Why Central Purchasing Body is an efficient enabler?
1.
2.
3.
Competence Center
Framework agreement
e-Procurement
ARCA has a central position
in the “procurement
system” in Lombardia and
(according with Regional
targets) it can facilitate
Manages bundled
tendering procedures for
goods and services:
• Tender strategy design
• Vendor Management
• Tendering
• Evaluation and awarding
• Contract Management
Develops and promotes
e-Procurement solutions:
• Efficiency in resourse
usage (HR, Time, Other
materials)
• Automatic notifing
• Data-entry validation
• Automatic ranking
• Procedure Templates
External factors
Great expectation
National, Regional rules
and European guidelines
define the boundaries of
activities
e-Procurement would be
the Panacea of all
diseases in Public
procurement
A CPB mixes “all ingredients” to become the “MasterChef” of Procurement &
e-Proc could be the main tool to change management in Public Procurement
8
www.arca.regione.lombardia.it
European Procurement Directive: our «driving star»
ARCA e-Procurement approach is based on an «annual plan» also developed on European
Guidelines
(DG MARKT and DG CONNECT)
e-Procurement
Pre-award
e-Planning*
eNotification
eAccess
eSubmission
SINTEL*
SINTEL
SINTEL
SINTEL
Post-award
eEvaluation
e-Awarding
SINTEL
SINTEL
e-Contracting
e-Ordering
NECA**
NECA
e-Invoicing
N.A.
e-Payment
N.A.
SINTEL
e-Tendering
SINTEL
Vendor Management Tool
EFT
SINTEL was selected in the panel of 30 European platforms for the Golden Book of e-Procurement
project.
*Starting from January 2015
** NECA is the regional Procure-2-Pay solution
9
www.arca.regione.lombardia.it
Before starting: What is SINTEL?
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.
IN COMPLETE AUTONOMY
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”
COMPLETELY FREE
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)
GOODS
WORKS SERVICES
CONCESSIONS
D.P.S.
E-AUCTION
CHANGE MANAGEMENT CONSULTING
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.
10
www.arca.regione.lombardia.it
Part 3 – Sintel (Regional e-Procurement Platform):
the way to spread good practices to
Public Procurers
www.arca.regione.lombardia.it
How to create a new tendering procedure in SINTEL
A) Start from scratch
B) Copy an existing
procedure*
C) Start from templates
created by ARCA
Procedure categorization (goods, services, works…)
1. Procedure
categorization
CPV codes
“Specific economic sector” additional categorizations
Administrative requirements
2. Add
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
* Feature available in few months (even if created by another contracting authority)
12
www.arca.regione.lombardia.it
How SINTEL helps to spread good practices: how to fight “lock in effect on ICT”
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”
13
www.arca.regione.lombardia.it
Demo: a realistic way to reduce lock-in effect in tendering [1/5]
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
14
www.arca.regione.lombardia.it
Demo: a realistic way to reduce lock-in effect in tendering [2/5]
Step one: give a name to the
Model (so that it can be re-used
many times) and identify the
Tender categorization
Step two: SINTEL architecture allows to
link Tender Categorization with many
information as “Products “ and
“Standard Requirements” (our purpose)
Consider the peculiarity of procurement types
Procurement of public works and pharmaceuticals
products are very different. Sintel allows to tailor its
functionalities according to the type of procedure
15
www.arca.regione.lombardia.it
Demo: a realistic way to reduce lock-in effect in tendering [3/5]
Step three: define the type of
procedure. The mix of “Type of
procedure” and “Categorization
of Tender” allows adoption of
specific functionalities
16
www.arca.regione.lombardia.it
Demo: a realistic way to reduce lock-in effect in tendering [4/5]
Users can select/activate the
requirement they needs in the
procedure
Step four: SINTEL proposes to
the user a list of “Standard
Requirement” set by ARCA
17
www.arca.regione.lombardia.it
Demo: a realistic way to reduce lock-in effect in tendering [5/5]
Step five: set TECHNICAL
requirement, choosing from the
set of options proposed by
SINTEL (and thus by ARCA as
provider)
Each option can be customized
by the user, so a CA chooses a
Requirement and then give it the
“personal” importance
Step six: and finally, same
selection for Economic
requirements
18
www.arca.regione.lombardia.it
Conclusions
www.arca.regione.lombardia.it
Conclusion: lesson learned?
At the end: the procedure is ready to be lauched!
Opportunities
Threats
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
Strengths
Constraints
ARCA can extend more new “standard
requirements” with low-cost activities
of software maintenance.
ARCA is not a “lawgiver” and ICT
standard requirements (such as GPP
requirements) are opportunities, but
they are not mandatory…
20
www.arca.regione.lombardia.it
Massimiliano Inzerillo
Head of e-Procurement Services of
ARCA Lombardia
: [email protected]
www.arca.regione.lombardia.it
21
www.arca.regione.lombardia.it