Procurement frequently asked questions

Public sector procurement is often seen as complex, so we've published answers to some of the most frequently asked questions (FAQs) we receive about each of the topics listed below:

The procurement process Tenders Contracts Electronic procurement European Union (EU) Directives

FAQs The procurement Process

Public sector procurement is often seen as complex. The information below answers some of the common questions and queries about the procurement process:

What type of things does the council purchase? What is the procurement process? Who can I contact for more information on procurement?

What type of things does the Council purchase?

The range of goods and services required across all council services is vast. Examples include: vehicles, stationery, office equipment, cleaning materials, books, furniture, construction, catering, care services, foodstuff, bus services, refuse collection, IT hardware, consultants, maintenance, etc.

What is the procurement process?

Under EU Procurement Directives, Argyll & Bute Council conduct their procurement using one of four tender processes:

Open: any organisation can express an interest and request tender documents. Restricted: a two-stage process where any organisation can express their interest. They then go through a pre-qualification assessment. Once theses assessments (usually referred to as PQQs) are complete, only the most suitable applicants are invited to tender. Closed: the tender documentation is to be issued to a restricted list of suppliers. Quick Quote: an online request for quotation facility

Who can I contact for more information on procurement?

The council has a dedicated Procurement and Commissioning Team (PCT) that is responsible for issuing and receiving all tenders and managing contracts.

Electronic tenders should be submitted online and not via paper. All documents related to tenders should be clearly marked with the tender title and reference number. Alternatively, you can email any documentation, contract or general procurement queries to procurement@argyll-bute.gov.uk

FAQs Tenders
The information below answers some of the common questions and queries.

How do I find out about supplier opportunities? What happens if I can't get my tender in on time? How are tenders evaluated? Why is the tender process so formal? How much information do I need to provide on contract award criteria? Is it now possible to specify a particular brand of product? Are there any circumstances in which bidders must be excluded?

How do I find out about supplier opportunities?

All current tenders for goods, services and works are advertised on thePublic Contracts Scotland website www.publiccontractsscotland.gov.uk

What happens if I can't get my tender in on time?

Tenders must be returned by the date advertised. Any received after the deadline will not be considered. All tenders are opened at the same time to ensure a fair process.

How are tenders evaluated?

Argyll & Bute Council has an obligation to offer the best value for money services to its taxpayers and requires an exceptional standard of performance from its contractors and suppliers. Therefore, when selecting a supplier, the council must ensure that the supplier will provide value for money, and that services will be delivered effectively. In the list of evaluation criteria, cost and quality are usually the most important criteria. Details of the specific evaluation criteria and the relative weighting of the criteria are included in the tender documents that suppliers receive with the invitation to tender (ITT).

At any time during the tender process suppliers may be invited to give a presentation/product demonstration or attend a meeting/interview to aid the evaluation process. The council may also conduct site visits to see first-hand how potential suppliers organise their work.

Why is the tender process so formal?

This is to make sure honesty and integrity is maintained throughout the process and that the process is handled in a consistently fair and competitive manner. We are always happy to answer questions specifically about a tender and specification if you have any. We will ensure consistency in the information provided to contractors and in the way in which we communicate with them.

How much information do I need to provide on contract award criteria?

The contract notice will state whether the award is to be based on the lowest price or most economically advantageous bid. In the latter case, the contract notice, contract documents or, in the case of the competitive dialogue, the descriptive document accompanying the contract notice, will state the relative weightings given to each of the award criteria. The weightings can be expressed as a single figure or as an appropriate range. Where the purchaser believes it is not possible to give weightings for demonstrable reasons, award criteria will be stated in descending order of importance.

Is it now possible to specify a particular brand of product?

The rules on specification of brands have not changed. Brands can only be specified, exceptionally, when it is not feasible to specify the requirement in technical or performance terms. Reference to the brand will be accompanied by the words 'or equivalent'.

Are there any circumstances in which bidders must be excluded?

Bidders convicted by final judgement of money laundering, fraud, corruption, bribery or participation in a criminal organisation must be excluded.

FAQ Contracts
The information below is intended to answer some of the more common questions and queries.

How do I respond to a Contract Notice? What information will I need to provide when applying for contracts? How likely am I to win a Council contract? How can I improve my chances of winning a Council contract? How are contracts monitored?

How do I respond to a Contract Notice?

If you see a council contract advertised that you or your company is interested in tendering for, you should lodge an official Expression of Interest. Details of how to do this will be given in the contract notice advert together with any deadline for completion.

What information will I need to provide when applying for contracts?

The contract notice or advert will detail what procurement procedure is being utilised i.e. open, restricted or closed. Each tender process will require the supplier to provide some or all of the following information and this will be specified in the notice:

Financial information - Details from each of the last three years may be required. Where requested, private and public limited companies must submit their fully audited accounts as registered with Companies House. Other suppliers should forward copies of financial statements, business plans or a certified statement of turnover. This information is assessed to ensure the company is financially stable enough for the contract in question. Other financial details, for instance; insurance cover, may also be required. Equal opportunities - The council strongly supports equal opportunity laws, and requires all suppliers to comply with equal opportunities legislation. Suppliers will be asked to detail and possibly provide evidence of how equality issues are included in a company's employment practices. Sustainability - Certain types of tender will ask for information in relation to sustainable procurement and this will generally relate to social, economic or environmental considerations, and may incorporate requests for information on community benefits that will be provided as part of the contract. Health and safety - The council is committed to providing a safe and healthy environment for everyone it works with. Suppliers must provide information about their company's safety policies, operational safety procedures and risk assessments. Experience and technical ability - The council needs to assess whether a company has the relevant experience, resources and technical ability to carry out the categories of work or to provide the type and quality of service required. Suppliers should provide details of similar work carried out over recent years. They must also provide contact details of referees so that confidential references can be directly obtained by the council. Further details may be required for particular contracts

How likely am I to win a Council contract?

As long as certain criteria is met, such as financial stability, satisfactory health and safety environments and that services are provided to a high quality at a competitive cost, there is no reason why companies cannot attract business from the council. Argyll & Bute Council applies

fairness and equality of treatment in awarding contracts in line with achieving best value for citizens and the taxpayer.

How can I improve my chances of winning a Council contract?

You need to clearly demonstrate that you can meet the required standards and service delivery requirements at the most economically advantageous cost.

How are contracts monitored?

The contractor will be expected to deliver or provide the service in accordance with the requirements set out in the contract papers and proposals on how to carry it out. Suppliers and contractors working for the Council are regularly monitored to assess their compliance with predefined performance criteria. The contract conditions are strictly applied and explanations sought if a contractor fails to perform to the levels required.

FAQs Electronic Procurement

The information below answers some common questions and queries.

What is e-tendering? What is e-procurement? What are the benefits of e-procurement to suppliers? Who can I contact for more information on procurement?

What is e-tendering?
E-tendering refers to the electronic advertising of requirements for good or services, registering suppliers, issuing and receiving tender documents and evaluating responses over the internet, using tools such as the Public Contracts Scotland website.

What is e-procurement?
E-procurement combines internet technology with procurement best practice to streamline the purchasing processes, increase efficiency in the ordering process and reduce costs for both contracting authorities and suppliers.

What are the benefits of e-procurement to suppliers?

Participating suppliers can realise many benefits from online or e-procurement, including:

increased visibility and access to markets without additional marketing efforts a single point of access to Argyll & Bute Council's 'market'

faster and more efficient tendering increased order accuracy through electronic ordering a consistent purchase order format. Overall, e-procurement can help suppliers reduce costs in process, marketing, and admin operations.

Who can I contact for more information on procurement?

The Council has a dedicated Procurement and Commissioning Team (PCT) that is responsible for issue and receipt of all tenders and management of contracts. For contact details, see our Procurement and Commissioning Teams contact details. Tenders should be submitted online and not in paper format. All documents related to tenders should be clearly marked with the tender title and reference number. Alternatively, you can email any general procurement queries toprocurement@argyllbute.gov.uk

FAQ EU Directives
The information below is intended to answer some of the more common questions and queries.

What rules and regulations should I be aware of? What are the key changes to EU Directives and do they constitute a major change to public sector procurement practice? What are the additions to EU Directives? Where can I obtain copies of the EU Directives?

What rules and regulations should I be aware of?

As a local authority, there are regulations which the Council has to follow when procuring goods, works and services. It is important that if you wish to contract with Argyll & Bute Council you are fully aware of the rules and regulations which govern the way we operate. For instance, we have a legal requirement to comply with the European Union (EU) procurement directives, which govern the way in which public sector procurement is conducted for contracts above specified thresholds. These rules alter the way in which contracts are awarded, based on the value of the purchase. EU Thresholds are currently 173,934 for Goods & Services, and 4,348,350 for works. The council will contact all tenderers whether successful or not to advise them of the outcome. Where a contract is valued in excess of the EU thresholds, the unsuccessful tenderers will be

told of the outcome and the successful tenderer will be notified that, subject to there being no challenge to the award decision, the contract will only be awarded after a standstill period of 10 days.

What are the key changes to EU Directives and do they constitute a major change to public sector procurement practice?
Key changes and refinements to the EU Directives are:

consolidation of the three old Directives (Services, Supplies and Works) into a single public sector Directive more consistent treatment of issues common to the three established procurement procedures (open, restricted, negotiated and competitive dialogue) a requirement to publish the relative importance of contract award criteria greater ability to take account of relevant environmental issues in specifications and contract award criteria reflecting European Court of Justice case law, and greater encouragement to use performance specifications and more emphasis on the need to consider equivalence to a specified standard.

What are the additions to EU Directives?

Additions to the EU Directives are:

the introduction of a competitive dialogue procedure to enable purchasers to enter into dialogue with bidders for the purpose of developing and optimising specifications and contract terms and conditions for complex procurements explicit provision for framework agreements and central purchasing bodies (consortia) which are very similar to established UK public sector practice explicit provision for electronic trading in the form of electronic auctions, dynamic purchasing systems and electronic communications, and mandatory exclusion of candidates convicted by final judgement of money laundering, fraud, corruption or participation in a criminal organisation

Where can I obtain copies of the EU Directives?

Copies of the Directives can be obtained on the European Union website

FAQs on Procurement
The content of these "Frequently Asked Questions" is intended to provide a general guide, only, and it does not constitute legal advice. Specialist legal advice should be sought in specific circumstances.

Question 1: To whom do the public procurement guidelines and rules apply? Question 2: When do I have to tender for the purchase of supplies and services? Question 3: Can I invite parties to tender directly?

Question 4: Must requests for tenders be advertised in national newspapers? Question 5: Why the 25,000 threshold for advertising on etenders? Question 6: Is there a list of contractors/ suppliers/ service providers used by public bodies? Question 7: Is there a minimum time to be allowed for the submission of tenders? Question 8: How do I prepare a Request for Tenders (RFT)? Question 9: What is the GCC? Question 10: Do I need GCC approval to award a contract? Question 11: What are Public Procurement Directives? Question 12: What are the EU Procurement Directive thresholds? Question 13: Are there any exemptions from the Directives? Question 14: How do I get my contract notices / advertisements published in the OJEU? Question 15: The OJEU form requires that the language or languages in which tenders can be drawn up be indicated. What should I indicate here? Question 16: Is publication of a Prior Information Notice (PIN) in the OJEU mandatory? Question 17: If I havent advertised in the OJEU and tenders received are above EU thresholds, what can I do? Question 18: My contract is urgent do I have to advertise in the OJEU and adhere to the minimum times for responses set out in the Directives? Question 19: Can I try to negotiate a better deal on a tender price to get better value for money? Question 20: Is it possible to extend contracts? Question 21: What is the CPV? Question 22: What is the GPA? Question 23: How long is the standstill period required under the new Remedies Directive?

Question 1: To whom do the public procurement guidelines and rules apply?

They apply to procurement by all public sector bodies, such as Government Departments / Offices, local and regional authorities, health authorities, commercial and non-commercial State bodies. Also, most works and related services contracts awarded by a private entity, which are subsidised 50% or more by a public body, are covered by the EU Directives if they exceed the EU thresholds. Contracts below the EU thresholds which are funded or part-funded from public funds, awarded by private sector entities, should, as far as possible, be awarded in accordance with the national guidelines. Back to FAQ List

Question 2: When do I have to tender for the purchase of supplies and services?
The basic principle of public procurement is that there should be a competitive process. The type of process will depend on the value and nature of the requirement. There is a legal obligation to engage in a competitive process for contracts above EU thresholds and award them in accordance with procedures set out in EU public procurement Directives. Back to FAQ List

Question 3: Can I invite parties to tender directly?

Yes. Particularly suitable suppliers or service providers may be invited to compete for contracts below 25,000. A number sufficient to ensure adequate competition, selected on an objective and non-discriminatory basis, should be invited to tender. It is also acceptable to supplement advertising for competitions above EU thresholds by sending notification that a competition has been published. Further engagement should not take place other than in the normal course of competition. Back to FAQ List

Question 4: Must requests for tenders be advertised in national newspapers?

It is not obligatory to advertise in national newspapers. There is a legal obligation to advertise contracts above the EU thresholds in the OJEU. All public contracts above 25,000 as defined in Department of Finance Circular 10/10, and some below this value as defined in Department of Finance Circular 02/09 regarding IT contracts should be published on www.etenders.gov.ie. The etenders website is the main point of reference for entities interested in Irish public sector contracts. If newspaper or other media advertising is considered necessary it is recommended that an abbreviated notice be published referring to full details on the etenders site. Back to FAQ List

Question 5: Why the 25,000 threshold for advertising on etenders?

Advertising contracts above 25,000 on etenders is a requirement of Department of Finance Circular 10/2010. It was introduced to provide accessibility to public contracts for the SME sector. Circular 10/10 states that contracts above 25K be advertised on www.etenders.ie. Back to FAQ List

Question 6: Is there a list of contractors / suppliers / service providers used by public bodies?
Many public bodies have lists from which they invite suppliers to submit tenders for requirements below 25,000. Contracting authorities who maintain lists generally advertise and invite applications annually, but applications may be made directly at any time to the relevant Department / Office, The National Procurement Service, Local Authority, Health Authority etc. Back to FAQ List

Question 7: Is there a minimum time to be allowed for the submission of tenders?

For contracts below the EU thresholds there are no prescribed time limits. Sufficient time must be allowed for suppliers to prepare tenders. The complexity of a project / contract should be taken into account when deciding the response duration to a competition. For contracts above EU thresholds the procurement directive time limits apply. Back to FAQ List

Question 8: How do I prepare a Request for Tender (RFT)?

Department of Public Expenditure and Reform Circular 1/11 launched the new suite of template documents. The documents are designed for use in the procurement of routine, non-bespoke and low- to medium-risk supplies and services. Guidance on the use of the documents accompanies the documents. The NPS helpline is 1890 213 414. Please also see the procurement Directive 2004/18/EC. Back to FAQ List

Question 9: What is the GCC?

The GCC (Government Contracts Committee) is a committee of procurement officers from central Government Departments and agencies which have a significant procurement function or have responsibility for key procurement sectors. It examines and considers procurement issues and assists the Department of Finance and the National Procurement Service in formulating procurement policy, drafting guidelines and promoting best procurement practice. Back to FAQ List

Question 10: Do I need GCC approval to award a contract?

No. The procedure whereby certain contracts of Central Government Departments and Offices had to be submitted for GCC approval is replaced by the procedure outlined in Department of Finance Circular 40/02. Contracting authorities outside the Central Government Sector may have their own internal approval procedures. Back to FAQ List

Question 11: What are Public Procurement Directives?

Public Procurement Directives are part of the legislative tools which are binding on public bodies in Member States when procuring works, supplies and services, above certain thresholds, in the Official Journal of the EU. This body of law includes requirements as to advertisement, procedures and standards for awarding contracts in such a way as to ensure open, transparent and fair competition. There are legal consequences for failure to comply with these legislative provisions. In addition, there may also be varying degrees of delays and/or financial penalties. Back to FAQ List

Question 12: What are the EU Procurement Directive thresholds?

The relevant values (exclusive of VAT) applicable from 1 January 2012 to 31 December 2014, above which advertising of contracts in the Official Journal of the EU is obligatory are: Works Contracts 5,000,000 threshold applies to Government Departments and Offices, Local and Regional Authorities and other Public Bodies. Supplies and Services Contracts 130,000 threshold applies to Government Departments and Offices. Contract Notice - 200,000 threshold applies to Local and Regional Authorities and Public Bodies outside the Utilities Sector. Utilities Works Contracts / Prior Indicative Notice 5,000,000 applies to entities in Utilities Sectors covered by GPA (Government Procurement Agreement). Supplies and Services contracts - 400,000 applies to entities in Utilities Sectors covered by GPA. Back to FAQ List

Question 13: Are there any exemptions from the Directives?

The vast majority of public contracts above the relevant thresholds are subject to the provisions of the EU public procurement directives. There are very limited exceptions, for example in the areas of Defence and State security. Some services, annexed to the directives and listed in Appendix IIB of the Competitive Process Guidelines, are not subject to the full provisions of the

directive and advertising in the OJEU is not obligatory. However, it is national policy to advertise such contracts of significant value as part of a competitive process. They must also be awarded in accordance with EU Treaty principles of transparency (this implies appropriate advertising), non-discrimination on the grounds of nationality, freedom to provide services, freedom of establishment. (a) Certain types of contracts are excluded from the Directive, for example: contracts in the water, energy, transport and postal services sectors (Article 12 2004/18/EC), telecommunications (Article 13) and special security contracts (Article 14). (b) Some services, annexed to the directives and listed in Appendix IIB of the Competitive Process Guidelines, are not subject to the full provisions of the directive and advertising in the OJEU is not obligatory. However, it is national policy to advertise such contracts of significant value as part of a competitive process. They must also be awarded in accordance with EU Treaty principles of transparency (this implies appropriate advertising), non-discrimination on the grounds of nationality, freedom to provide services, freedom of establishment. If in any doubt, please refer to the Directive or seek legal advice. Back to FAQ List

Question 14: How do I get my contract notices / advertisements published in the OJEU?
Contracting authorities should always complete and publish their notices online via www.etenders.gov.ie or the EU public procurement website http://SIMAP.eu.int. There is guidance for users in completing online publication on both websites. Back to FAQ List

Question 15: The OJEU form requires that the language or languages in which tenders can be drawn up is indicated. What should I indicate here?
Responses must be accepted in one of the official languages of the EU, for example English. However, under national policy, responses in the Irish language must also be accepted; therefore the indication must normally be Irish or English. Back to FAQ List

Question 16: Is publication of a Prior Information Notice (PIN) in the OJEU mandatory?
Publication of a PIN is not mandatory. However, where estimated annual requirements are in excess of 750,000 for similar categories of supplies or services, publication is encouraged as an aid to transparency and as a means of enabling suppliers and service providers to prepare in advance to tender for upcoming contracts. Contracting authorities who publish a PIN with the required amount of information can avail of shortened minimum times in relation to submission of expressions of interest in tenders. A purchaser profile with the necessary amount of information published on a website and notified via a brief notice in the OJEU fulfils the same function as a PIN published in the OJEU. Back to FAQ List

Question 17: If I havent advertised in the OJEU and tenders received are above the EU thresholds, what can I do?
Estimates of costs must be realistic and depending on the margin over the EU threshold, Contracting Authorities should seek legal advice. If tenders received are priced above EU thresholds, a contracting authority must be able to justify its original estimate if it awards a contract without OJEU advertising. Contracting Authorities should note that illegal direct awards carry consequences. Back to FAQ List

Question 18: My contract is urgent do I have to advertise in the OJEU and adhere to the minimum times for responses set out in the directives?
The directives make provisions for awarding a contract (without advertising) and for accelerating an advertised procedure in urgent and exceptional circumstances. However, urgency and exceptional circumstances are very narrowly interpreted by the European Court and the EU Commission. The instances where resort to these provisions is justified, will be very rare and maximum care must be taken before availing of them. The exceptional circumstances / urgency must have been unforeseeable and must not have arisen due to any action or inaction on the part of the contracting authority. Legal advice would be advisable in these circumstances. Back to FAQ List

Question 19: Can I try to negotiate a better deal on a tender price to get better value for money?
Post - tender negotiation is prohibited under EU rules as it diminishes transparency and can give rise to abuses in the tendering process. The system is designed to operate on the basis that tenderers submit their most competitive bid in response to the specifications set out in an RFT. Back to FAQ List

Question 20: Is it possible to extend contracts?

It is possible to extend contracts in certain circumstances. The circumstances in which extensions to contracts may be permitted are set out in the EU Directives. As a general rule the provisions confine extensions to 50% of the original value of contracts provided certain conditions are met. Contracting authorities should be prudent and anticipate, as far as possible, all potential requirements before advertising. Back to FAQ List

Question 21: What is the CPV?

The Common Procurement Vocabulary (CPV) is a code for describing works, supplies and services to be advertised in the OJEU. It is available on http://SIMAP.eu.int. It can be best viewed or downloaded in Excel. (There is a link to the EU site on the www.etenders.gov.ie). Back to FAQ List

Question 22: What is the GPA?

The GPA (Government Procurement Agreement) is a formal agreement concluded by a number of member States of the World Trade Organisation, including the EU, to observe an open and non - discriminatory public procurement policy and practice among its signatories. The provisions of the EU Directives and the GPA are closely harmonised. Almost all public contracts are covered by the GPA. The principal exceptions are service contracts of public bodies for research and development and contracts placed by entities in certain utility sectors (i.e. gas, heat, oil and railways), which are covered by the EU Directives only. The slight variation in coverage gives rise to the application of different thresholds, as indicated in Appendix I of the Competitive Process Guidelines. Back to FAQ List

Question 23: How long is the standstill period required under the new Remedies Directive?
The Irish Regulations (implementing the Remedies Directive) provide for a minimum standstill period of fourteen (14) days where notification in compliance with the Irish Regulations is sent by fax or electronically and a minimum standstill period of sixteen (16) days where notification is by any other means. The standstill period starts of the day after the day on which the notification is sent. The purpose of a standstill period is to allow for effective pre-contract remedy to disappointed tenderers and the contracting authority may not conclude a contract with an identified preferred bidder during this time. Back to FAQ List

Frequently asked questions: e-Procurement

What is e-Procurement? E-procurement refers to the use of electronic communication and transaction processing by government institutions and other public sector organisations when buying supplies and services or tendering for public works. Why are we publishing this Green Paper? This consultation in the form of a Green Paper is addressed to Member States, central Ministries (for example, finance, budget); large procurement agencies and contracting authorities; providers of technology solutions, procurement specialists from the representatives of trade associations and suppliers in general. Its objective is to invite input and ideas on ways to: a. Simplify and improve public procurement administration through ICT. Existing procurement rules or practices private and public sectors,

may need to be reviewed to permit a fuller exploitation of the benefits of e-Procurement; b. Accelerate the transition to e-Procurement: despite the widely-recognised benefits (which include process, price and time savings), only a small part of public purchasing in Europe is conducted through electronic means. c. Avoid a new generation of barriers to cross-border procurement, having their origins in different ICT solutions or e-Procurement processes. Why now? Were there any other proposals in the past? Directives 2004/18/EC and 2004/17/EC were intended to modernise and simplify public procurement procedures and recognised the on-going transition within Member States to eGovernment in general. They introduced, for the first time, the possibility to use electronic means to conduct public procurement and also provided some new, modern, purchasing techniques. To facilitate and support the introduction of e-Procurement, the Commission also adopted the 2004 "Action Plan for the implementation of the legal framework for electronic public procurement".

The Commission has just completed an evaluation1 of the Action Plan, assessing its contribution to the advances made in the adoption of e-Procurement. The evaluation identifies outstanding challenges and issues which need to be resolved. The review is timely - there is still a window of opportunity to influence development and integration within the e-Procurement market, which has not yet reached a critical mass. However, the market is evolving, different national solutions are being developed and the window will not remain open for long. What are the potential risks identified? A number of challenges and weaknesses have been identified which prevent the wider take-up of e-Procurement and cross-border participation in on-line procurement. Looking to the future, the Commission must continue to act to minimise the risks of a decentralised, fragmented approach at EU level. Not switching to e-Procurement also means missing the opportunity to reduce the time taken to procure, make the process simpler and cheaper - benefits which are being realised by those who have already made the change. What areas are currently under consideration? The main areas where issues have been identified for further consideration are:

Overcoming inertia and fears on the part of contracting authorities and suppliers; Lack of standards in e-Procurement processes; No means to facilitate mutual recognition of national electronic solutions; Onerous technical requirements, particularly for bidder authentication; and Managing multi-speed transition to e-Procurement.

No actual measures have been identified as yet the Green Paper suggests a range of proposals including possible legislative and policy change. What are the benefits of e-procurement? There is a small but growing body of evidence that e-Procurement can make the procurement process simpler, that contracts can be concluded more quickly and that process costs for both contracting authorities and suppliers can be lowered. Ultimately, for the tax payer, this should deliver better value for money. Some example of savings:

The Italian e-Procurement agency Intercent ER realised efficiency benefits of 67.5 million and 45 man -years savings in 2008. In the UK, the Office of Government Commerce site reported that it facilitated electronic sales of over 5 billion, e-Auctions are also delivering price reductions - generally by 10-20%, sometimes by more. A recent Deutsche Bank study2 found that moving from paper based to digital invoicing could save the party delivering 732 million in savings.

receiving the invoice around 11.6 per transaction and the issuer around 6.9 per transaction. Why is the take-up of e-Procurement still lagging behind expectations? The introduction of e-Procurement requires extensive adaptation of existing procurement administration as well as the adoption of new ICT systems. This may deter purchasing bodies and procurement officers who may see little direct incentive to implement new solutions. The challenge now is to share the lessons from existing success-stories and show public administrations that the technology exists and is being used successfully in many countries. What can the Commission do to change the situation?

National and regional authorities must take the lead in developing and implementing eProcurement programmes. A number of Member States and regions have acted as pioneers. Other public administrations are now following their example. The Commission can support Member States and regional authorities by:

Adapting EU legal provisions that currently prevent implementation of e-Procurement;

Providing regulatory incentives to reward authorities that provide or use e-Procurement for procurement covered by EU legislation; Encouraging alignment of on-line procurement models and ICT solutions to avoid access barriers; Providing off-the-shelf solutions and support sharing of best practice.

Why is EU level action needed? Can Member States not do this on their own? The Commission can add value by galvanising action, and developing a collective strategy to support the introduction of e-Procurement. The way that existing EU legislation is interpreted or implemented may prevent Member States from making full use of the simplification potential of e-Procurement. Guidance, clarification or review of relevant EU provisions may help Member States in maximising the e-Procurement dividend. Appropriate adjustments to EU legislation may also give Member States new tools and incentives to promote e-Procurement at their level. There is a danger that a purely bottom-up approach to the development of e-Procurement infrastructure will give rise to a new generation of technical or process barriers to cross-border procurement. e-Procurement systems and networks are built by national or regional authorities who don't always think about the need to make their systems open to businesses from other countries. The Green Paper outlines ideas for ensuring that the introduction of e-Procurement does not result in additional barriers to cross-border procurement. It is better to address these issues at an early stage, when e-Procurement is still developing. What are the next steps? Responses to the consultation should be received by 31 January 2011. The Commission is also organising an open hearing on 25 November 2010 in order to stimulate debate and gather views from a wide range of actors in the e-Procurement field. A synthesis of responses to the Green Paper will be published in 2011. The responses to the Green Paper will serve as input when evaluating the case for EU level action and framing useful initiatives to support the development of e-procurement in all EU Member States. The Commission will then propose a White paper during 2011. What is e-CERTIS? E-CERTIS provides an on-line storehouse of the documents which are most frequently requested in the 27 Member States (like, for example, evidence of compliance with fiscal obligations or social security obligations or evidence of economic and financial standing). Inter alia, it allows users to quickly identify such documents and match them with their local equivalent. The use of e-CERTIS will help business operators to reduce costs and uncertainty due to the lack of knowledge about the various certificates requested by the various national contracting authorities. 1 :

Third Party Procurement FAQs

Got a question? Need an Answer Fast! The following is a topical listing of questions frequently asked

of the Federal Transit Administration's Office of Procurement. Clicking on a topic will transfer you to related questions and answers. A&E Contracts GSA Supply Schedules Acquiring Real Estate IDIQ Contracts ADA Requirements Incentive Contracts Advance Payments Independent Cost Estimate Airline Passenger Complaints Insurance Requirements Allowable Costs for Grants Inter-Agency Projects Alternate Bids JARC Altoona Testing Joint Procurements Applicability of FTA Circular 4220.1E to Justifying Sole Source Procurements Grantee Contractors Late Proposals Applicability of FTA Circular 4220.1F Leases ARRA Legal Services ARRA Contract Clauses Letters of Credit Artwork Licensing of Contractors Asset Life Light Rail Window Standards Assignment of Grant Funds Limited Product Liability Associated Capital Maintenance Items Limiting the Number of Bids Audits of Third Party Contracts Liquidated Damages Availability of FTA Grant Funds for a University Listing of Transit Agencies Availability of FTA Grants for Private Business Local Matching Funds Availability of FTA Grants for Transit Safety Local vs. Federal Funds Equipment Locating FTA Documents Best and Final Offer Matching Share Bid Mistakes Menu Style Multiple Contracts Bid Preference Metropolitan Planning Organizations Bid Splitting Micropurchases Bonds Minnesota Cooperative Purchasing Venture Brand Names (Posted: July 30, 2013) Bus Procurements Modifying Contracts to Include FTA Clauses Bus Refurbishing - Definition Multiple Contract Awards Bus Testing Requirements Multi-Step Procurements Buses - RFP for Refurbishing NEPA Requirements Business Opportunities in Transit New Freedom Funds Buy America New Starts Transit Fund Buying Fuel Notice of Amendment to RFP/RFQ/IFB Buying Used Vehicles Notification of Federal Assistance Cap on Wage Rates Offsetting Payments of Supplier Invoices Capital Cost of Contracting One Contract for FTA and Non FTA Funded Capitalization of Maintenance Costs Work (New) Cardinal Changes Operating Assistance Grants Catalogue of Federal Domestic Assistance Operational Services Contract Certifications for Third Party Contractors Options Change Orders Organizational Structure for Procurement Office Changes to Grants Overhead Rates Charter Bus Overtime Wages Civil Rights Requirements Owner Furnished Materials Clean Air Requirements Paratransit Services CM At-Risk Payment of Subgrantees Commercial Driver's Licenses Period of Performance Compensable Delays Personnel Agency Fees Competitive Range Piggybacking Conducting Negotiations After Rejecting Bids PMO Lessons Learned Confidentiality of Proposals Pre-Bid Conferences Conflict of Interest Pre-Qualification of Bidders Construction Managers (CM) at-Risk Preventive Maintenance Claims Construction Project Information Preventive Maintenance Requirements for

Construction Projects Contacting Transit Agencies Contract Award Announcements Contract Changes Contract Clauses Contract Close-Out Contract Files Contract Term Limitations Contract Terminations Contract Terms Contractor Self Performance Cooperative Purchase Copeland Anti-Kickback Act Copyrights Cost Accounting Cost Plus Fixed Fee Contracts Cost Plus Percentage of Cost Contracts Cost/Price Analysis Criminal Records Checks Davis-Bacon Act Wage Rates Definition of Rolling Stock Definition of "State" in FTA 4220.1F Definition of Contract Design - Build Determining Contractor Responsibility Disadvantaged Business Enterprise (DBE) Disclosing Identity of Offerors Disclosing Project Budgets Disclosure of Litigation by Offeror Disposal of Property and Equipment Documenting Small Purchases or Micro Purchases DOT Carrier Licenses DOT Glass Certification Drug and Alcohol Testing Economic Price Adjustment Clause Economic Stimulus Funds Electronic Commerce Engine Emission Standards EPA Certification Evaluating Run-Out Costs Evaluation of Proposals E-Verify Program Excluded Parties List Excusable Delays Expiration of Bids Extension of Due Date for Competitive Proposals FAR as Guidance for Grantees Farebox Revenue Federal Aid Construction Contracts Federal Motor Carrier Safety Administration Federal Motor Vehicle Safety Standards Federal Per Diem Rates Federal Vehicle Emission Standards Federal vs. Local Funds FHWA Requirements Fixed Price Contracts

Vehicles Price Credit For Deleted Work Price Escalation Clause Procurement of Insurance Procurement Planning Procurement Policies and Procedures Procurement Processing Timelines Procurement System Reviews (PSRs) Professional Services Profit Progress Payments Project Labor Agreements Prompt Payment Clause Proposal Evaluation Proposal Stipends Protests Publicizing Procuremnts Purchase Cards Purchase of Used Equipment Randolph-Sheppard Act Real Estate Appraisals Reasonableness of Compensation Reasonableness of Contract Costs Record of Negotiations Record Retention Recycled Products Release of Bid Information by Grantees Representations and Certifications Requests For Information Requirements Contracts Research Grant Applications Retainage Revenue Contracts RFP Discussions/Clarifications RFP Versus Sealed Bids Rights In Data Rights of Way Role of a Contract Administrator Sealed Bids Seat Belt Usage Self-Assessment Guide for Procurement Procedures Service Contract Act Wages Single Bid Small Business Opportunities Small Business Set-Asides Small Construction Projects Small Purchases Software Sole Source Procurements Soliciting Proposals Without Funds Source of Funds Spares Ratio Specifications Splitting State or Federal Requirements State Procurement Schedules Statutes

Fly America Clause Fraudulent DOT Letters Freedom of Information Act FTA Approval of Sole Source Procurements FTA Circular 4220.1F Changes to 1E FTA Circular 4220 FTA Letter of No Prejudice FTA Mentor-Protege Program FTA Public Private Partnership Program FTA Training Courses FTA Transit and Paratransit Regulations/Publications FTA's Charter Service Full and Open Competition Funds (5340) Funds 5311 Geographical Restrictions

Subcontracts Subrecipient Compliance with FTA C4220.1F Surplus Government Equipment Tag-Ons Task Order Contracts Termination for Default Time & Materials Contracts Time Extension on Contracts Title to Property Training Transfer of Project Assets Transit Oriented Development Projects Transit Vehicle Manufacturers Unsolicited Proposals Utility Purchases Vanpool Subsidy Vehicle Inspection Volunteer Services as Local Match Funds Warranties Wrap-Up Insurance

Procurement Best Practices Procurement Manual Online Tools & Resources Submit A New Procurement Question

AAA http://www.fta.dot.gov/about/13057.html
Under EU Procurement Directives, Renfrewshire Council conduct their procurement using one of four tender processes:

Open: any organisation can express an interest and request tender documents. Restricted: a two-stage process where any organisation can express their interest. They then go through a pre-qualification assessment. Once theses assessments (usually referred to as PQQs) are complete, only the most suitable applicants are invited to tender. Negotiated: The Council will approach one or more suppliers and negotiate the terms of the contract with them. There are strict rules concerning the use of the negotiated procedure, and very few contracts qualify. Such rules include reasons of extreme urgency; no response received to an open or restricted tender; or for technical, artistic or copyright reasons. Competitive Dialogue: The use of the competitive dialogue procedure would normally be appropriate only in circumstances where the Council has a requirement but does not know in advance what the best technical, legal or financial solution is for meeting that requirement.

What are the payment terms on invoices? What is the Countys bidding procedures? What are the other purchasing options? What are the purchasing thresholds? Do we give preference to County of Lexington or South Carolina residents? What days are checks mailed out? What are the Countys payment terms? What are the Countys minimum insurance requirements? Are bid and performance bonds required for all solicitations? How can I access bid results and tabulations? Does the County use a up-to-date vendor list? How does the County dispose of surplus items? What if my bid is late?

What if a bid number is not marked on the envelope? When should I submit a vendor application? Does the County pay sales tax? Can a contracted vendor employ illegal immigrants? How can I apply to the County Wrecker Rotation Service?

What are the payment terms on invoices? Payments will be made within thirty (30) days after acceptance of completed order/project. Early payment discount, if available, will be calculated from date of acceptance. What is the Countys bidding procedures? Requesting Department submits specifications to Procurement. Procurement mails bid to vendor list and advertises bid on SCBO, Demandstar, and the County website. Vendor must submit Bidder Schedule with completed prices, Certificate of Familiarity, W-9, and Vendor Application in a sealed envelope. Procurement opens bid and submits copies to end user for review. Statement of Award and Bid Tabulation is issued both in the mail to the vendors and listed on our website after department recommendation (7-10 days). If the recommended bid amount is over $25,000.00, the purchase must be approved by County Council. After approval, contract or purchase order or contract is issued to vendor. What are the other purchasing options? Sole Source with Justification - Sole source purchases are goods and services available from only one supplier. There may be just one vendor because of patents or copyrights or simply because the vendor is the only one which supplies the good or service. These purchases are exempt from the standard bidding requirement. The County may be required to certify that only one supplier is available. Request for Proposal - A department will request a product or service it needs, and solicit proposals from prospective contractors on how they intend to carry out that request, and at what price. IFQ (Invitation for Qualifications - Professional Services are those master planning, planning, environmental, real estate acquisition, pre-construction and other construction related services associated with the practice of architecture, engineering, land surveying, landscape architecture, interior design, and Construction Management. Return to Top What are the purchasing thresholds? Purchases under $1,500.00 are made by a department submitting a purchase requisition that they deem a fair and reasonable cost. Purchases between $1,501.00 and $4,999.99 need 3 verbal telephone quotes prior to being submitted to Procurement. Purchases between $5,000.00 and $14,999.99 need 3 written quotes prior to being submitted to Procurement. Purchases of $15,000.00 and up must follow the competitive sealed bid process. A purchase that is $25,000.00 over will have to be presented to County Council. Do we give preference to County of Lexington or South Carolina residents? The County only gives preference to Lexington County residents in the case of a tied bid. What days are checks mailed out? Checks are mailed out from the County every Friday. What are the Countys payment terms? Payments will be made within thirty (30) days after acceptance of completed order/project. Early payment discount, if available, will be calculated from date of acceptance. Return to Top What are the Countys minimum insurance requirements? WORKERS COMPENSATION STATUTORY As required by the State of South Carolina. COMPREHENSIVE GENERAL LIABILITY $1,000,000 Single Limit Premises

Operations Contractual Liability Independent Contractors Personal Injury Products-Completed Operations AUTOMOBILE LIABILITY $ 100,000 Combined All Owned, Non-Owned, and Hired Are bid and performance bonds required for all solicitations? Bid and performance bonds will be necessary if stated in the bid document. How can I access bid results and tabulations? Bid results and tabulations are posted together in the award section of the Procurement website.

Does the County use a up-to-date vendor list?

The County is in the process of revising the current vendor list. Please check the Procurement website for current solicitations. How does the County dispose of surplus items? The County currently auctions those items at www.govdeals.com, http://www.jmwood.com/, andhttps://www.rawlsautoauction.com/. Return to Top What if my bid is late? Any late bids will not be taken into consideration during the evaluation process. All late bids will be mailed back to the vendor. What if bid number is not marked on the envelope? All bids must be submitted in a sealed envelope with the bid number CLEARLY marked on the outside of the envelope prior to the deadline. Any bids that do not meet these criteria will be returned. When should I submit a vendor application? A vendor must complete Vendor Application and W -9 forms prior to being awarded a bid. Does the County pay sales tax? Yes, but the tax is not included in a base bid price. We will add taxes after the bids are awarded. Can a contracted vendor employ illegal immigrants? In accordance with the South Carolina Illegal Immigration Reform Act, 2008, Act No. 280. Section 3 of this Act added toChapter 14 to Title 8 of the South Carolina Code of Laws prohibits covered persons from entering into covered contracts unless the contractor agrees either (a) to verify all new employees through the federal work authorization program [and requires the same from subcontractors and sub-subcontractors] or (b) to employ only qualifying workers. Effectively, the Act also requires contractors to agree to provide any documentation required to establish either (a) that the Act does or does not apply to the contractor, subcontractor, or sub-subcontractor; or (b) that the contractor, and any subcontractor or sub-subcontractor, are in compliance with Section 3 of the Act. How can I apply to the County Wrecker Rotation Service? A new rotation list will be created each fiscal year (July 1 through June 30). Copies of each wrecker application may be requested from Procurement starting on March 1 of that fiscal year. A wrecker service desiring to be on the rotation list in the next year must apply in writing by May 1st and be inspected and qualified prior to June 30th. On June 30th of each year the County of Lexington will publish the wrecker rotation list to be effective July 1st. Return to Top

Procurement

Calls for tender Calls for interest Price enquiries Procurement FAQ Procurement publications

Supplier portal general information Supplier portal registration procedure

Frequently Asked Questions (FAQ) on procurement

Which rules govern the EUROCONTROL call-for-tender process? Do the procurement rules of the European Communities apply? Where are EUROCONTROL calls for tenders published? I am currently an "interim staff member", an external staff member with a time-based contract, or a supplier with candidates for a permanent post. How can I/the candidates work in EUROCONTROL as (an) official(s)? How do I register on the iSupplier Portal? What is the difference between a call for tenders and a price enquiry? Why is EUROCONTROL exempted from VAT payment? What is the difference between a call for interest and a call for tenders? My tender is late owing to reasons of force majeure. Will it nevertheless be accepted? Can I submit tenders by email or telefax following an open/restricted procedure? How can I request a copy of the call-for-tender documentation? I would like to request an extension of the tender submission deadline of a call for tenders. How can I do this and what are the criteria for receiving such an extension? My company is registered on the iSupplier Portal but we have not received any calls for tenders lately. Is there a problem? Will I be informed of the outcome of a call for tenders? Will I be informed why my offer was not retained? If I wish to know the status of the evaluation and letting of a contract, who should I contact? While registering on the iSupplier Portal I got the message authentication failed when I clicked on the log -on. What should I do? Can I use my own email address? How many users can my company register? How many contact persons can my company register? Is it possible for more than one person in the company to receive notification of the launch of a RFQ? If a contact person leaves the company, what should I do? If there are multiple contacts, do they all receive access to the iSupplier Portal? What can I do if I can't access the i-sourcing tool and the deadline for replies is imminent? I can't see the "iSupplier Portal" link under "Online Services". What should I do? We are having problems logging on to the OneSky site (User ID my email address password P1111A). What should we do? Can I change my OneSky Online password? Is it possible to have the same password for OneSky Online and the iSupplier Portal? If there are different contacts, do they all receive a password? And is every password different? Will we be notified if there are any changes to a launched RFQ? When I submit an offer do I get a notification email? When I receive the notification, there is a field called Closed wi th a past date in it. Does this mean that the RFQ is already closed? Whats the size limit for the documents? And is this limit per attachment? Is the date/time deadline for replies strictly enforced? How do I manage optional deliverables or mission expenses? Suppliers are expected to attach the "price declaration form" on the "create a quote" page. Why do they also need to specify the price as per the website request? Two areas are available for attaching quotes. What's the difference between them? Is it still necessary to receive a signed letter of acceptance if the tender is successful? Is it possible to make counter proposals to the Terms and Conditions? How can I submit two different technical solutions with different prices for the same tasking contract? Is it possible to alter an already submitted tender before the deadline expires? After saving the draft of a quote and returning to the iSupplier Portal (link at the bottom of the page) how can I find this draft again and edit it? Is my offer visible to EUROCONTROL when I click save draft? Do we still need to send our offer/quote by email? Should I acknowledge participation and send the quote at the same time? When I have an issue, who should I contact? What is the procedure? Is the system secure enough to ensure confidentiality? Why does the system not allow me to click on continue when I am trying to submit a draft proposal to an active response? How often should we update our company information? Can the company bank account details be entered via the iSupplier Portal? Can I see all active contracts that our company has with EUROCONTROL or only contracts from a certain date? Is it foreseen to be able to submit invoices via the iSupplier Portal?

If the acknowledgement of a submitted RFQ states Thank you for tender Nr 45 does it mean there have been 44 other tenders for this RFQ? I can see only the "closed" RFQs and not the active ones. What should I do? Where do I find the open/active RFQs? Is there a way of listing our submitted quotations and the status of each quotation?