Download - The Central Procurement Agency in Lombardy
www.arca.regione.lombardia.it
The Central Procurement Agency in Lombardy
Rome, April 15th 2014
Laura Carpineti – Responsible of Central Procurement Unit common expenditure, ARCA
www.arca.regione.lombardia.it
INTRODUCTION – MY CV
2
My expertiseLAURA CARPINETI.. [email protected]
2003University degree in political economics at the University of Ancona (cum laude)
2004/2007 Junior economist at the Research Unit Of Consip LTD
2007/2010 Member of the Strategy Unit at Centrale Regionale Acquisti
2010/… Responsible of the Unit Common expenditure & Sustainable Procurement
www.arca.regione.lombardia.it
Agenda
3
2013ARCA
2012Spin-off
Phase 2
2007Start-up
2007-2012Centrale Regionale
Acquisti
Phase 1
This lecture will start exploring the Italian and Lombardy context about Public Procurement, showing Arca’s set up in 2007, previously as “Centrale Regionale Acquisti”.
In particular we will talk about the key issues to be addressed in the set up of a new Central Procurement Entity (Phase 1) and about the development and consolidation of the NewCo (Phase 2), dealing with:
• Context and regulatory system• Strategy and business model• Governance model of stakeholder • Organizational model• Skills, staff and expertise• Critical success factors• Results
Finally, Arca will be described as a case history with a deep focus on:• Green Public Procurement• Special projects: Arca’s first pre-commercial procurement procedure (March, 2013).
I N D E X
www.arca.regione.lombardia.it
April 5th 2013
The start up of a Central Procurement Agency
ARCA services and results (2013)
Question time
Focus on ARCA’s procurement process
Focus on Green Public Procurement
Focus on ARCA’s special projects: PCP
Question time
www.arca.regione.lombardia.it
Central Procurement Agency
5
According to the European legislative framework ‘Central Procurement Agency ’* is a contracting
authority which:
— acquires supplies and/or services intended for contracting entities or
— awards public contracts or concludes framework agreements for works, supplies or services
intended for contracting entities.
Piedmont– S.C.R.Lombardy– ARCATrentino Alto Adige – Informatica TrentinaFriuli Venezia Giulia – Centro Servizi Condivisi
Emilia Romagna – IntercentERTuscany – ESTAV Centro, Nord-Ovest, Sud-EstLazio – LA.it + CONSIP SpA (national)Molise - Asrem
Campania – SO.RE.SAApulia – EMPULIASardinia – C.A.T.
Main national/local Central Procurement Agency in Italy
* DIRECTIVE 2004/17/EC OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 31 March 2004 coordinating the procurement procedures of entities operating in the water, energy, transport and postal services sectors
www.arca.regione.lombardia.it6
Central Procurement Agency (2/2)
Central Purchasing Bodies in Italy may be divided into clusters
Local Purchasing Body: awards public contracts for local Public Bodies (Region, Municipalities, Healthcare Bodies)
Local Purchasing Body specific for Health sector
A unified-regional Purchasing Body focused on Health sector: aimes to minimize costs, boosting aggregate demand and maintaining high quality standards for local health services purchases
CONSIP is the national Central Purchasing Body, managing the Program for the Rationalization of Public Purchases.
www.arca.regione.lombardia.it7
CENTRALIZATION VS CENTRALIZATION…
Full Centralization: procurement is fully centralized when all the relevant decisions to purchase are in the hands of a single headquarter
Full Decentralization: when divisions or
local administrations are delegated the
power to decide how what and when to
procureHybrid Model: wide range
of intermediate procurement models where central and local purchasing
units share the power on purchasing decisions
www.arca.regione.lombardia.it
Focus: hybrid model for the health sector
8
ARCA/Consip
Individual hospitals
Level 1
Centralized procurement
Level 2
Local Centralization
Level 3
Decentralization
Level 1 + level 2 = 50% expenditure
DG Health : collection of data regarding the planning 2012/2013 of all the hospitals procuring autonomously
ARCA : involvement as a strategic partner in the strategy at different levels
www.arca.regione.lombardia.it
The legal framework context
9
The central public authorities are OBLIGED to procure through the National Procurement Agency CONSIP
The health sector is OBLIGED to procure trough the referring Regional Procurement Agency
The local authorities are obliged to procure trough CONSIP or trough the referring Regional Procurement Agency only for the sector: fuel, electricity, telecommunication (fixed and mobile)
Individual purchases if the awarding price is below the frame contracts of Consip or of the regional procurement authorities
In 2012 the Italian Government issued the so called «Spending Review», aimed at achieving relevant saving from the public sector by fixing strict rules on Procurement Process…
RELEVANT ASPECTS….
The health sector is obliged to procure thought the central agencies even if he affords a lower price.
Individual initiatives of procuring products and services risk to nullify the effort of the centralized procurement
www.arca.regione.lombardia.it
Lombardy at-a-glance
10
* Year 2011
The most populated Italian region (~10 millions) The highest number of municipalities (1.546) 12 provinces, with the biggest ones (Milan) The third Italian Region for geographical extension
(~23.000 km²) The real regional GDP is the 20,9% of the Italian GDP The regional GDP is 126,1 vs Italian value of 100
LombardyRegion*
Regional Authorities
Procurement System*
Lombardia Region (only headquarter) 320 mln €/year Health sector : 50 authorities 2.600 mln € /year Regional sector : 70 authorities 64 mln € /year Local Entities: 1600 authorities 1.500 mln € /year
Total amount: over 4.500 mln €
www.arca.regione.lombardia.it
Phase 1 - Set up of the new Central Procurement Entity
11
FINANCIAL ACT 2007
2006, December
Regions are allowed to set up Central Procurement Agency for local governments, municipalities and other public authorities established in the same territory
1REGIONAL DECREE AND START UP
2007 April - June
• Experimental start up (three years) of the local Procurement Agency for the management of public tenders and development of e-procurement tools
2
ESTABLISHING LAW
2007 - December
• The functions of the Central Procurement Agency are carried out by Lombardia Informatica Spa;
• The Central Procurement Agency starts the development and promotion of the e-tendering platform Sintel;
3
The Agency was set up as a Business Unit “Centrale Regionale Acquisti” of an existing company “Lombardia Informatica ldt”, 100% owned by the Region
NATIONAL AND LOCAL REGULATORY CONTEXT
www.arca.regione.lombardia.it
Central Procurement model - Strategy and business model
12
The e-procurement platform (Sintel) guarantees to Public Entities the opportunity of managing autonomously the tendering procedures on a electronic basis
e-Procurement
The Regional Procurement Agency bundles public needs
and manages framework contracts on goods and
services in order to satisfy needs of the Public Entities
Framework Contracts
CENTRALEREGIONALEACQUISTI
Lombardy Region and referring entities
Municipalities and local authorities
> 1700 Public
Entities involved
CentralProcurement
Agency
Health Sector
www.arca.regione.lombardia.it
Attention to the sustainability of products/services
Central Procurement Agency
13Arca a TorVergata, 20/2/2014
Market Analysis
Public Needs
Gara Aggregata
Framework Contracts
Monitoring
Procurement Process
ARCA
Green Public Procurement. Introduction in the tendering documentation of criteria incentivating green products and services
Green Public Procurement - GPP CSR – Corporate Social Responsibility
Paper for printers
Workstations
Electricity
Travel Agency
Stationery
ARCA is introducing into the framework contracts tools and criteria aimed at monitoring the transparency of suppliers in respecting the law of workers/cildrens eccc into the whole supply chain.
Tendering procedure
www.arca.regione.lombardia.it
Universities
Research networks
Consultants
Procurement network
Trade Unions
SMEs
Big enterprises
Supply
Civil society
Local Authorities
Health sector
Demand
14
Stakeholders map
Consip
Relevant Procurement Authorities
Regulation system
LombardyRegion
CentralProcurement
Agency
European Union
www.arca.regione.lombardia.it
CentralProcurement
Agency
Main strategic objectives
15
EFFECTIVENESS
COMPETITIVENESS
EFFICIENCYTRANSPARENCY
Open procedures guarantee the participation of every interested supplier
Tendering documentation and awarding criteria transparent and not discriminatory
Reduction of the average prices previously paid
Product and process innovation (i.e. green public procurement)
Indirect saving (Full time equivalent )
Price reduction of products
www.arca.regione.lombardia.it
A 3-YEAR
STRATEGIC
PLAN
Start-up: the first Governance model
16
Business Unit Central Procurement
Agency
LOMBARDIA INFORMATICA
Strategic Committee
Operational Committee
Checks the achievement of
the goals defined by the strategic plan
Supports the implementation
of the plans
Engagement of Lombardia Informatica in the management of framework agreements for Public Entities;
Validation of strategic plans, goals and budget
Management and development of IT Services
Legal Department Staff/HR ERP Systems
Activities
www.arca.regione.lombardia.it
Focus on the Strategic Committee and Operational Committee
17
President• Head of Health Direction -
Lombardy RegionComponents• Representatives of Health sector• Senior staff of Lombardy Region
and Lombardia InformaticaTechnical secretariat• Staff of Lombardy Region and
Lombardia Informatica
• Coordination on the Annual Rationalization Program on common and specific expenditures;
• Sharing of the communication and promotional plans, in order to involve local authorities;
• Support/sponsorship from relevant stakeholders in order to promote spreading of services and the develpment of the Annual Rationalization Program;
President•Senior staff of Lombardy Region Components•Purchase experts from Health Sector•Staff of Lombardy Region and Lombardia InformaticaTechnical secretariat•Staff of Lombardy Region and Lombardia Informatica
• Definition of the technical and quality features of the expenditure categories approved by the Strategic Committee;
• Supporting the detection need processes according to centralized framework agreements;
• Supporting market analysis;• Technical and legal contribution to prepare
tender notices;
Strategic committee Operational committee
Members
Activities
PERIODIC
EVALUATION
ON RESULTS
www.arca.regione.lombardia.it
Start-up: Main activities of the Central Procurement Agency
18
Frame contracts
Customized consultancy
Providing technical and organizational support for tenders launched by Regional and Health Entities
Spreading innovative practices and tools to procure goods and services using e-procurement
Performing centralized tendering procedures Supporting the detection of needs and purchase prices of
goods and services for Regional and Health Entities Monitoring the quality levels of supplies in tendering
procedures directly managed
E-Procurement
Developing and promoting e-Procurement tools and other e-Sourcing services
Supporting the change management for the adoption of e-tenders processes (eg. training on the job, standard documents, etc..)
www.arca.regione.lombardia.it
Start up: Organization, staff and expertise
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Procurement experts cover a wide range of public procurement topics:• collection and standardization of public needs• suppliers analysis• strategic sourcing• sustainable public procurement• auction design• legal support• Drafting the tendering documentation• contract management • spend and data management
“Centrale Regionale Acquisti”
PROGRAM MANAGEMENT
LEGAL/ADMINISTRATIVE UNIT
• Gradual entry of new staff;• External consultants in program
management, sourcing and legal;• Technology skills and staff from
Lombardia Informatica;
Recruitment
TECHNOLOGY/E-PROC SERVICES
SOURCING ACCOUNT MANAGEMENT CRM/MEDIA RELATIONS
www.arca.regione.lombardia.it
Regulatory
context
Phase 2, NEWCO ARCA: key drivers of the transformation
• Obligation to use the Agency’s services• Stronger centralization of purchases
• Focus on e-procurement: Regional and Health Bodies must adopt the e-tendering platform Sintel for satisfying their needs
Local Entities
Health Sector
Stronger focus on Health Sector:
• Focus on tenders on most relevant product categories in terms of expenditure values (Drugs, Medical, Insurance, Vaccines, Electricity)
• Consultancy on specific expenditures product categories, especially for autonomous group-tenders
Stronger support to local Entities, especially the smaller ones (< 5000 inhabitants):
• Supporting local centralization of purchases
• Consultancy on common expenditures product categories
Starting from 2011, the national and local regulations on public procurement gradually changed, such as the Central Procurement Agency’s role
Starting from October 2012, the Agency was set up as a public authority, named Agenzia Regionale Centrale Acquisti (ARCA)
www.arca.regione.lombardia.it
Phase 2, NEWCO ARCA: Strategy and business model
21
Optimizing the public procurement expenditure Supports procurement management for goods and services Awards public contracts or signes framework agreements
Central Procurement Agency
Improving purchasing performance
Implementation and promotion of E-Procurement solutions for the
management of procurement processes online
E-Procurement promoter
Complete-tender management for Public Entities
«SUA» Centralized Contracting authority
Providing specialist consultancyto the authorities in the set up of their tenders, both traditional and telematics Supporting adoption of e-Procurement tools
Procurement consultancy
Lombardy Region and referring
entities
Health Sector
Municipalities and local authorities
> 1700 Public Entities involved
ARCA
Other AuthoritiesNEW
www.arca.regione.lombardia.it
Phase 2, NEWCO ARCA: the spin-off
22
The drivers at the basis of the creation of the spin off were:• Creation of the IT, HR, Legal and Accounting staff functions previously executed by LISPA• In-house ICT and E-Procurement platform developmentThese factors led to increase the organizational complexity of the new entity
* IT and E-procurement platforms development and management
Lombardy Region
ARCA
ICT* HR
Legal Accounting
Demand management and E-procurement platforms evolution
Sourcing
…to ARCA
Lombardy Region
from LISPA…
LOMBARDIA INFORMATICA
Business Unit Central Procurement
Agency
ICT Functions (entire Lombardy Region
services)
HR
Legal
Accounting
www.arca.regione.lombardia.it23
The spin-off: key data and indicators
ARCAE-platforms and infrastructures management & development
200 active contracts
40 people involved within the organization
Internal HR management
In house logistic & ICT
management
More than 100 suppliers managed
Within the limited time frame of two months (August included), specific adjustment plans have been provided for each one of the following functions, further described in the next slide
August SeptemberAccountingHRLegal and complianceLogistics managementICT & Platform developmentSuppliers management
AccountingHR
Legal and complianceLogistics management
ICT & Platform developmentSuppliers management
www.arca.regione.lombardia.it24
ARCA: the new activities within the organizational model
Specific activities previously managed by Lombardia Informatica have been passed on to the new structure, ensuring the operational continuity of the business
HR
Legal and Compliance
Logistics management
Accounting
ICT & Platform development
Suppliers management
• Start-up of the accounting unit• Accounting regulations and accounting system set-up• Approval of the 2012 budget and 2013-2015
• Agreement with Lombardia Informatica• Transfer of existing contracts• Purchasing procedures for new contracts
• Development and management of the E-procurement platforms Sintel and NECA (electronic store)
• Technical connections and internal infrastructures
• Work station set up
• Administrative compliance (people training, org. model set-up, Supervisory Board)• Security and prevention compliance• Privacy regulation compliance
• HR management• Payroll management• Agreements with labor unions
New Tasks Activities
www.arca.regione.lombardia.it
ARCA: IT and procurement management
25
In a business and operational continuity perspective, certain technical services were outsourced to LISPA, thus remaining within the original organization:• In the AS WAS model specific technical services are outsourced to LISPA in order to take
advantage of LISPA centralization efficiency • In the Ongoing perspective, ARCA will source some of the mentioned technical and
structural services to external market players (other from LISPA) in order to achieve economic benefits and higher quality services (>COMPETITION EFFECTS)
Ongoing perspectiveAS WAS
Dematerialization E-mail E-procurement platforms Sintel and NECA
(electronic store) development and evolution
Workstations management
Dematerialization Contact Center Website Certified mail (PEC) Single Sign-on Pay-roll Technical Integration Infrastructure E-procurement infrastructure (Sintel
platform and NECA electronic store)
I N D E X
www.arca.regione.lombardia.it
April 5th 2013
The start up of a Central Procurement Agency
ARCA services and results (2013)
Question time
Focus on ARCA’s procurement process
Focus on Green Public Procurement
Focus on ARCA’s special projects: PCP
Question time
www.arca.regione.lombardia.it
NEEDS DETECTION
@
2013
MARKET ANALYSIS
E-SURVEYING
ORDERINGTENDER MANAGEMENT
PAYMENTARCHIVING
E-ORDERINGE-TENDERINGE-INVOICINGE-PAYMENT
E-ARCHIVING
Software-As-A-Service
NECASINTEL
E-Procurement value chain: the vision
27
FOL
VENDORMANAGEMENT
Elenco Fornitori
Telematico
Web site Web-based auditCRM
Contact Center
Support tools
Business intelligence
Enabling tools
Digital signature Certified mail
www.arca.regione.lombardia.it
E-procurement: focus on the Regional e-tendering platform Sintel
28
Open procedures Restricted procedures Negotiated procedures In economy purchasing
e-Tendering opportunities
e-Auctions Framework agreements Dynamic Purchasing System
One-stop service
e-Notification e-Validation Supplier-base management
Events log system Reporting system Archiving of documents
Sintel can be used autonomously and for free by:• every Public Authority based in Lombardy• every Economic Operator (both Italian and Foreign)
SINTEL
www.arca.regione.lombardia.it
The importance of a Customer Care model
29
Consulting On site support Training on the job
Teaching rooms eLearning
Web portal daily updated
Web knowledge base
Free Contact Center for CAs and EOs
Customer Satisfaction & Quality Assurance
Promotional and Marketing activities
Awarding: “Lombardia Efficiente Award”
Contracting Authorities are our “Customers”
Many different ways to spread eProc
Subscribe bilateral “Agreement Protocol” with “Hub” Contracting Authorities
www.arca.regione.lombardia.it
ARCA: international projects
30
Arca cooperates with the most relevant international networks working on public procurement
PROJECTS
RESEARCH
EVENTS
e-Procurement
Change and performance management
Green Public Procurement
UE projects on e-procurement
Cross-border public procurement
Policy making
Best practice sharing
Opening of local markets
European conferences
www.arca.regione.lombardia.it
Centralized tendering procedures: results achieved 1/2
31
ARCA performs public centralized tenders enabling Public Authorities to purchase goods and services directly without tendering
2007-2012 Frame contracts managed
2013 (most relevant)
Drugs (third edition) Vaccines Workstations Pre-commercial procurement
Travel Agency services Stationery for office use Paper Local Police Uniforms Electricity Copying machines Advertising services
Common
expenditure Antiseptics and disinfectants Aids for incontinence Drugs (2 editions) Vaccines (annual) Health Insurance services
Health Sector
expenditure
www.arca.regione.lombardia.it
Drugs (open) ed. IIIDrugs BiosimilarDrugs (negotiated)Ed.3Vaccines ed. VI Health insurance ed. IIHealth insurance ed. IIHealth insurance ed. IIITNTElectricity III WorkstationsPre-commercial procurementVending Machines
758 mln/€
44 mln/€
116 mln/€
0,4 mln/€
76 mln/€
95 mln/€
9 mln/€
152 mln/€
RECENT Centralized tendering procedures
0,75 mln/€
34 mln/€
6 mln/€
73Tendering
procedures
2805lots
3,7 mld/€ Reserve price
84%Health
sector
Of the expenditure on the health sector40%
• Digital Library• Call Center services• Mail services• Consultancy on sequestrated
goods
Tendering procedures for Lombardy Region
Last updating: february 2014
0,1 mln/€
Main results
www.arca.regione.lombardia.it
21% Savings
(327 mill)
1,36 Bill.
1886 lots
Centralized tenders: results achieved: year 2013
33
22 tenderding procedures
Economies of processReduction of the number of contractsIncrease of staff productivityCentralized settlement of disputes with suppliers
Quality of suppliesHigh quality standards (especially for small entities)Monitoring of products/services quality
Promotion of Sustainable
Procurement
GPP >> Request of eco-innovative products and services
CSR >> introduction of "social criteria" for procurement (especially for small entities)
Savings on notification costs
Savings of individual tender costs ~ 10.000 € each Eg Vaccines:
- Notification savings(150K€)
- System reduction of tenders (15)
www.arca.regione.lombardia.it
€ 1.552 mln
€ 336 mln€ 58 mln
€ 37 mln
Sanitari Regionali Locali Altre PA
Results achieved: e-Procurement
34
€ 3,8 blnSum of reserve prices
Data update: 31/12/2012
+120%
+40%
+43%
+57%
2008 2009 2010 2011 2012
306
675
942
1341
2109
5373Total e-tenders since March 2008
Num
ber o
f e-t
ende
rs
206Contracting Authorities
4.234
418645
41
Health care Regional Local Other
CAs
www.arca.regione.lombardia.it
Main evidences: Sintel factsheet
35
Jan - May trend (2012 vs 2011)
+ 58%total eTenders
+47%
eTenders overviewKey Performance Indicators
+43%
+40%
+120%
Total number of eTenders
KPI Total Local CAs
Total number of eTenders (since 2008) 3.934 525
Sum of estimated value of eTenders € 3200 mln € 43,4 mln
Number of tenders over EU threshold 352 42
Number of CA registrated 474 372 (78%)
Number of Economic Operators registrated 8.484
Y2011: Health eTenders are 12% in value of the full regional amount
www.arca.regione.lombardia.it
Key findings
36
eProcurement is spreading very fast in Lombardia (+50% e-tenders per year) The largest the end-user experience gets, The greater the eProc benefits grow
In order to fully disclose the benefits, it is crucial to define e-procurement impacts, having a KPI framework to measure them. Since 2009, Lombardia Central Procurement Agency contributions regarding e-procurement impacts have been among the most influential in the international public procurement researchers and practitioners network (ippa.org).
www.arca.regione.lombardia.it
eTendering performance impacts
37
EFFICIENCY
EFFE
CTIV
EN
ES
S
DEM
ATER
IALI
ZATI
ON
TRANSPARENCY
CO
MP
ETITIV
EN
ES
S
GO
VE
RN
AN
CE
Source: research conducted in 2009-2010 by Central Procurement Agency.
Research updates will be released Agoust 15th @ International Public Procurement Conference 2012, Seattle
+ 60% quantity and timeliness of information
- 30% procedure duration- 6 FTE employed per tender
+ 7% average savings increase
+ 62% online sharing of tender documents
Adoption of standards (for documents and processes)
Easier to spread competencies and best practices
+ 250 % suppliers invited to tenders
- 72% paper per tender (1 saved tree every 24
eTenders)
www.arca.regione.lombardia.it
Measuring & reporting
TECHNOLOGY• E-procurement 100%
free of charge• Integration with
eNotices, and other relevant DB
• Centralized business intelligence
PROCESS• Use and promotion of
commodity standard categorizations
• Measuring of e-procurement impacts
• Documentation standards
PEOPLE• Over 100 training courses
per year • Consultancy for every
tendering procedure if needed
• Prizes for the best performers
Training & consultancy
Networking
System integration
User friendliness
Marketing
Comprehensive normative
Governance
Critical Success Factors for a Central Procurement Agency
38
Standardization
State of the art e-proc tools
Technology
Process
People
Environment
Process re-engineering
MBO
ENVIRONMENT• Stakeholders
engagement in decision making
• Participation in the most important procurement networks
• Communication
www.arca.regione.lombardia.it
QUESTION TIME
39
I N D E X
www.arca.regione.lombardia.it
April 5th 2013
The start up of a Central Procurement Agency
ARCA services and results (2013)
Question time
Focus on ARCA’s procurement process
Focus on Green Public Procurement
Focus on ARCA’s special projects: PCP
Question time
www.arca.regione.lombardia.it
Green Public Procurement : definition
41
Green Public Procurement (GPP) is defined in the Communication (COM (2008) 400)
“Public procurement for a better environment” as "a process whereby public authorities seek
to procure goods, services and works with a reduced environmental impact throughout their
life cycle when compared to goods, services and works with the same primary function that
would otherwise be procured.”
GPP is a voluntary instrument, which means that Member States and public authorities can
determine the extent to which they implement it.
www.arca.regione.lombardia.it
Tendering procedures and GPP
42
Minimal Requirements
Techincal points
Products Services
e- procurement tools
www.arca.regione.lombardia.it
The green frame contracts
43
UNIFORMED POLICEMAN€ 9.146.110
PAPER FOR PRINTERS
€ 10.412.6461/2/3 ED.
COPYING MACHINES
€ 10.740.120
ELECTRICITY 1/2/3 ED.
€ 200.878.022
TRAVEL AGENCY € 5.121.125
STATIONERY 2/2 ED
€ 7.050.000
WORKSTATION€ 10.412.646
www.arca.regione.lombardia.it
GPP approach
44
Approach Tools
Enhancing the market to offer sustainable products and services
Fixing the quality and the sustainability of products
Market analysis (meeting with suppliers) Benchmarking best practices Meeting with experts
Meetings, seminars, tranining courses Green reports established in the contracts
to improve the awareness of entities
Defining green minimal products requirement as entry barriers to the tendering procedures
technical points to recompense green products
Boosting the public entities to buying green
www.arca.regione.lombardia.it
The positive effects of centralization
45
Collection of needs
Market analyss
OrderSuppliers
ChoicePaymenttransport
- Tendering documentation – question from suppliers
- Tendering commission
- Signing of the frame contract
A centralized tendering procedure generates a unique documentation
PAPER
Electricity
TONER
www.arca.regione.lombardia.it
Centralizing procurement: a example of indirect savings
46
ASSUMPTION: each pulic entitiy buying trhought the frame contract does’nt need to publish a tendering procedure autonomously
Almost 905 .000 sheets saved ….
1) Defining the average number of sheets wasted to publish and awarding a traditional tendering procedure
2) Multiplying this number for the total number of public entities that chosen to buy through the centralize frame contracts
Last updating: March 2012
www.arca.regione.lombardia.it
…putting the sheets along a street they would cover a distance of 271 km (Bruxelles-Dortmund)
47
www.arca.regione.lombardia.it
Sintel: the gain about GPP
48
The use “in full swing” permits that all the tendering
procedures of the sanitary and regional agencies and the 30% of the tendering procedures of local agencies will be managed
by Sintel.
50
The public agencies use about 33.000 reams of paper per year only for tendering procedures.
Till the 2010, 1920 tendering procedures have been
managed by sintel, and they have permitted to “save” 80
trees.
1 tree “saved” every 24 tendering procedure
online
750 trees “saved” per year
(~55% of the total)
About 1.400 trees “consumed” every year in Lombardia
Sheets of A4 paper consumed for type of tendering procedure (traditional vs Sintel)
Nota: i dati sono relativi ad analisi condotta da Centrale Regionale Acquisti su un campione di Enti lombardi, si riferiscono a gare svolte su Sintel dal 01/04/2008 al 01/04/2009Ipotesi: 5 gr./foglio ; 17 alberi di medie dimensioni per 1 tonnellata di carta. Fonte: Istituto di ricerca sull’impresa e lo sviluppo del Consiglio Nazionale delle Ricerche di Torino, CERIS-CNR, 2007
30
Traditional centralized tendering
procedure
Historical In full swing
I N D E X
www.arca.regione.lombardia.it
April 5th 2013
The start up of a Central Procurement Agency
ARCA services and results (2013)
Question time
Focus on ARCA’s procurement process
Focus on Green Public Procurement
Focus on ARCA’s special projects: PCP
Question time
www.arca.regione.lombardia.it
Brief description of the PCP procedure
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PCP is a process by which public authorities can steer the development of new technologically innovative solutions which does not exist on the market (R&D)
PCP precedes commercial procurement in the product development and procurers buying process
PCP empowers public authorities to stimulate industrial product development from its early R&D stages to test series
CHAR
ACTE
RIST
ICS
DEF
INIT
ION
Sharing of risks and opportunities
between contracting authorities and
economic operators
Separation of the R&D phase from the
deployment of commercial volumes
of end-products
Competitive development in
phases
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The first PCP in Lombardy Region >> Object and characteristics
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TENDER OBJECT
R&D in health technological domainREALIZATION OF AN UNIVERSAL «BED MOVER»TO BE USED BY HOSPITAL STAFF
ARCA published the first PCP in Lombardy Region the 8th of March 2013
Sharing of risks and opportunities
Separation of the R&D phase from the commercial
one
Competitive development in phases
Procedure is divided in 3 Phases: 1 – Feasibility Study2 – Technical Project3 – Prototyping and testing
ARCA implemented, in the commercial development
phase, a mechanism of financial compensation as
a risk-benefit sharing model.
Completely distinct phases: Phase 1+2+3 – PCP
After Phase 3 – Public Procurement for
commercial roll-out
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Less strict administrative requirements to encourage small and medium sized enterprises and start-up to participate to the initiative.
The first PCP in Lombardy Region >> Compliance with procurement principles
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The Contracting Authority, in case of PCP, is not obliged to comply with all the strict rules setting for public procurement. Nonetheless, PCP should be awarded by means of a
competitive tender process, in line with the principles which emanate from the European Community (EC) Treaty
Equal treatment
Transparency
6 offers received in Phase 1 2 RTI
4 single enterprises 3 Italian universities among the 2 RTI
The procedure has been carried out entirely through e-procurement
Non discriminati
on
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The first PCP in Lombardy Region >> Towards Sustainable procurement
ARCA, in the overall process referred to sustainable purchases, introduced both social and green criteria in the PCP procedure.
… request, along the supply chain, of Social Standards,
internationally recognized, in line with Human Rights and Work Conditions through the introduction of contractual
clauses and statements, the monitoring and check of compliance with social criteria.
Social criteri
a
Introduction, as award criteria for Phase 1 and Phase 2, ofReduction of environmental impacts as a green criteria defined as: “Methods adopted to ensure the environmental sustainability of the innovation solution proposed along all
product life-cycle (production, delivery, installation, use, maintenance, management, dismiss and disposal).”
Green criteri
a
Sustainability criteria are essential in order to fight against social dumping and unfair competition within and beyond EU’s borders
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The first PCP in Lombardy Region >> Procedure phases
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Phase 1
Feasibility study* Every supplier can participate in this phase.
Phase 2
Technical projectSuppliers who presented the 4 best feasibility studies can participate.
Phase 3
Prototyping and testingSuppliers who presented the 2 best technical projects can proceed to prototype their innovations.
* Currently ARCA is evaluating the feasibility studies presented.
PCP is divided into 3 phases: each phase will be evaluated according to a set of criteria. In this way the procedure will be less complex, less uncertain, easier to set up and implement and
therefore more accessible.
The 2 best tenders will be awarded using the most economically advantageous tender criteria
www.arca.regione.lombardia.it55Data e nome documento
The first PCP in Lombardy Region >> Awarding criteria
Phase 1
Feasibility study
Phase 2
Technical
project
Phase 3
Prototyping and testing
ADMINISTR
ATIVE
Administrativequalification
requiredConfirmation of the
administrative qualification
In this phase the suppliers who presented the 2 best technical projects are effectively awarded the procedure.
They have to prototype and test their innovative solutions in the real contest located in Niguarda Hospital, in Milan.
TECHNIC
AL
Feasibility study (100 points quality score) Introduction of green criteria
Technical projectand business plan
(max 80 quality score)Introduction of green criteria
ECONOMICAL
- Economical offer(max 20 economical score)
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Phase 1
The first PCP in Lombardy Region >> Value
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Each phase has different characteristics non only with regards to administrative qualifications required and awarding criteria, but also referring to the value.
Phase 2
Amount due to each one of the suppliers who presented the 4 best feasibility studies for the
implementation of services requested in Phase 1
Starting price for the economical offer for Phase 2 referring to the
achievement of the activities requested to do in Phase 3
€ 25.000,00
€ 325.000,00€ 325.000,00
Gross amount
€ 750.000,00
max€ 100.000,00
max€ 650.000,00
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Conclusions
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Need for innovation in public sector
PCP allows Public Authority to effectively respond to the growing need of innovation in public sector which cannot be satisfy through
the market. The R&D, at the base of PCP approach, can design better solutions that can be used by Public Authorities.
Encourage innovation
The risk and benefit sharing model, as designed in Lombardy Region PCP procedure, includes 1% fee on earnings from sales of
the innovative solutions awarded. The revenue gained from the 1% financial compensation will be destined to the development of
innovation procurement initiatives in Lombardy Region.
Increase participation
Large administrative qualification requirements setting for PCP procedure permit to small and medium sized enterprise, to start-up and also to University and Research Centre to participate. The absence of financial requirements goes in the same direction of
increasing, encouraging and simplifying the submission of offers by small subjects, who usually do not participate in public tenders.
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QUESTION TIME
58
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Laura [email protected]@hotmail.com