Templates and Ready Texts for Wording in Official Tenders

Felix Zimmermann, BITKOM e.V.

Templates and Ready Texts for Wording in Official Tenders

Brussels, 03.12.2014

Content

2

1. Introduction

2. Guideline Family for ICT Public Procurement

3. Additional Terms of Contract for ICT Procurement (EVB-IT)

4. CSR Bidder Declaration Template for ICT Procurement

1. Introduction

BITKOM = Federal Association for Information Technology, Telecommunications and New Media

2.200+ companies in the digital sector (global players, 1.000 SMEs, 200 SU)

1.400 direct members generate 140 billion EUR domestic turnover per year

Hard- and Software technologies, ICT and internet services

Departments e.g. mobile, security, software, start ups, innovation, … and Department of Public Procurement and Public Procurement Law

Communication channel between ICT industry, politics and administration (procurer)

4

BITKOM and Public Procurement of ICT

Procuring ICT occurs often

Approx. 30.000 procurers in Germany (BDI 2005), every administration needs ICT products and services

Turnover of approx. 20 billion EUR / year in ICT procurements in Germany

Procuring ICT is complex and needs time

Taking care about legal aspects in the contract and during the procurement process

Need of deep technical knowledge for specifications

Procuring of ICT is challenging

Competition: Every specification part can narrow the range of potential products

Law suit: Product neutrality is an often discussed aspect in law cases

5

The Starting Point

6

The Instruments: Practice-oriented Texts and Forms

Tender Documents to be published by the Procurer

Technical Specifications

>>

Guideline Family

Contract

>>

EVB-IT Forms

>>

CSR Form

2. Guideline Family for ICT Public Procurement

Standardised texts “ready for use“

Guidelines proposing product-neutral technical and environmental criteria for buying ICT products

Procurers can find a set of product-neutral criteria suitable for their needs

Competition between products in different product categories of standard office situations, e.g.

Desktop PC: A- Class (Standard), B-Class (Performance)

Notebook: A-Class (Standard), B-Class (Performance), C-Class (Ultra portable)

Printers: Working Place Printers, Group Printers, Department Printers

8

The Mission

Desktop Notebook Server Thin Client Printer MFP Monitor

Product Neutrality

Environmental Criteria

Legal Aspects

Guideline Family for ICT Public Procurement

9

Desktop Notebook Server Thin Client Printer MFP Monitor

BITKOM

Procurement Agency of the Federal Ministry of the Interior (BMI)

Procurement Office of the Federal Armed Forces (BAAINBw)

Procurement Office of the Federal Employment Agency (Bundesarbeitsagentur)

Federal Environment Agency

More information and download of the Guidelines: http://www.itk-beschaffung.de

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Involved Parties

2. Additional Terms of Contract for ICT Procurement (EVB-IT)

Standardised contract rules

Adapted to new technologies and legal developments

Terms of contract supported by both, the ICT industry and Public Procurers

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The Mission

EVB-IT Kauf > Hardware purchasing

EVB-IT Instandhaltung > Hardware maintenance

EVB-IT Erstellung > Individual software programming

EVB-IT Pflege S > Standard software maintenance

EVB-IT Überlassung A > Standard software purchasing

EVB-IT Überlassung B > Standard software renting

EVB-IT Dienstleistung > Service (simple)

EVB-IT System > System building (complex)

EVB-IT Systemlieferung > System building and delivery (complex)

EVB-IT Service > Service (complex)

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Current EVB-IT contract templates

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Basic vs. System EVB-IT contract templates

value Basic EVB-IT

Contracts

System EVB-IT

Contracts Value 3

Value 2

Value 1

Complex products • EVB-IT System building • EVB-IT System delivery • EVB-IT Service (complex)

Simple product • EVB-IT Hardware purchasing • EVB-IT Service (simple) • EVB-IT Software purchasing • …

Different types of liability!

Two documents per EVB-IT contract template

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Federal Ministry of the Interior (BMI)

Planning board for IT (IT-Planungsrat > Federal and Regional authorities)

BITKOM

More information and download: http://www.cio.bund.de

16

Involved Parties

3. Corporate Social Responsibility (CSR) Bidder Template Declaration for ICT Procurement

Standardised rules for a CSR-proof

Questionnaire

Certificates

Liability rules

Step-by-step implementation in the supply chain

Step-by-step implementation of product categories

Hardware

Services

Later: Software

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The Mission

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Intransparency of the supply chain

Bidder

Manufacturer A

Supplyer AA

…

…

…

…

Supplyer AB

Supplyer B

Supplyer BA

…

Manufacturer BAB

…

…

…

…

…

Supplyer BB

Problem: Lack of certificates for CSR

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Step-by-step implementation in the supply chain

Bidder

Manufacturer A

Supplyer AA

…

…

…

…

Supplyer AB

Supplyer B

Supplyer BA

…

Manufacturer BAB

…

…

…

…

…

Supplyer BB

Procurement Office of the Federal Ministry of the Interior (BMI)

BITKOM

More information and download: http://www.nachhaltige-beschaffung.de

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Involved Parties

Thank you for your attention! Q&A?

www.bitkom.org www.digitalewelt.org

Your contact person

Felix Zimmermann

Head of Public Procurement and Procurement Law 030.27576-526 f.zimmermann@bitkom.org