Procedures of Purchasing ICT products in the Public Sector in Cyprus Ministry of Commerce Industry & Tourism Evangelos Stougiannis Cyprus Institute of Energy
PURCHASING OF ICT IN PUBLIC SECTOR IN CYPRUS Centralized management and purchasing of ICT equipment 2 Contracting Authorities Department of Information Technology Services(DITS) Government Departments The Treasury of the Republic Government Departments Wider Public Sector (regional or local authorities, bodies governed by public law) 2
RESPONSIBLE AUTHORITIES/ TYPE OF PRODUCTS/SERVICES PURCHASED Software Applications Software Products (Auto CAD) Information Systems PCs Notebooks Servers DITS Communication Services, Routers, Switches The Treasury of the Republic Specialized IT Equipment Memory Sticks (USB) External Hard Drive Printers (normal use) MS Office - Antivirus Heavy duty printers 3
. RESPONSIBLE AUTHORITIES/TENDERING PROCEDURES Open Procedure DITS Directive 2004/18/EC on the coordination of procedures for the award of public works contracts, public supply contracts and public service contracts Restricted Procedure Negotiated Procedure Competitive Dialogue Procedure Simplified Procedure Contract value 2.000 ( directly award ) 2.000 < contract value 15.000 (submission of written or oral tenders) 15.000< contract value 50.000 (minimum four quotations and Preparation of Tender Documents) Treasury of Republic Framework agreement 4
PROCEDURE OF PURCHASING ICT EQUIPMENT THROUGH DITS. Identification of the need to purchase ICT product /service Determination of the Contract Scope and the budget required. Approval of the budget Use of the model draft tender documents (where available). Preparation of technical specifications including energy efficiency &environmental criteria) Advertising actions (where applicable) and provision of Tender Documents In Cyprus from 2009 is available an e-procurement system that is a total solution for the implementation of electronic procedures in conducting public procurement competitions. Choose of a tender procedure Evaluation of the tenders received and award of the Contract. 5
PROCEDURE OF PURCHASING ICT EQUIPMENT THROUGH THE TREASURY OF THE REPUBLIC. Establishing a list of the equipment routinely supplied by the public and wider public sector. Preparation of technical specifications including energy efficiency &environmental criteria) Conducting a competition using the framework agreement procedure. The public authorities (public and wider public sector) are informed about the list of the products that can be purchased through the e-procurement system. Each public authority put its order electronically through the E-Procurement System. Delivery of the products by the Contractor. In the e- Procurement System of the Republic of Cyprus was awarded in 2009 and 2010 the Good Practice Label amongst the e- procurement systems of the Member States of the EU. Award of the Contract. Acceptance of the products by the public authority - Payment 6
TECHNICAL SPECIFICATIONS / ENERGY EFFICIENCY AND ENVIRONMENTAL CRITERIA E.U. Legislation National Legislation Green Public Procurement Criteria 1 st Action Plan for Green Public Procurement adopted in Cyprus in 2007. New version published in 2012. 7
BENEFITS OF USING ENERGY EFFICIENCY ICT PRODUCTS IN PUBLIC SECTOR Environmentally friendly systems. Energy & Cost saving systems. Technologically advanced Systems. Increase productivity. Improvement of working environment. Development of new technologies. Creation of new jobs. Modernization of the operations. 8
CHALLENGES OF USING ENERGY EFFICIENCY IN ICT IN PUBLIC SECTOR Coordination and cooperation between Public Authorities. Implementation of the policies regarding Energy efficiency and ICT equipment. Setting common GPP criteria. Provision of legal and operational guidance. Ensuring political support. Replacement of old energy inefficient equipment (due to lack of funds and human resources). Resistance for change within the public authorities. Expanding the legislation in wider public sector. 9
SUGGESTIONS FOR IMPROVEMENTS More Green Public Procurement Development of a centralised purchasing process. Uniformity and consistency in the specifications Easier to apply EU and National Legislation Easier to apply a Tender Procedure (only experts involved). Saving human and money resources. Easier for the private sector to participate in the process. Funding by E.U. for replacing old energy-inefficient equipment. Putting more pressure to politicians for supporting such policies and actions. Encouraging and supporting the manufacturers to develop more energy-efficient equipment 10
Thank you for your attention! Evangelos Stougiannis Energy Officer Tel:. +357 22409336 Fax: +357 22304759 www.cie.org.cy www.mcit.gov.cy esp.cie@cytanet.com.cy 11
The EU financial thresholds relating to Supplies, Services and Works that are valid until 31/12/2013 Table 1: EU Thresholds for Public Contracts Supplies ( ) Services ( ) Works ( ) Contracting Authorities of Central Government 130.000 130.000 5.000.000 Contracting Authorities of Wider Public Sector (regional or local authorities, bodies governed by public law) 200.000 200.000 5.000.000 Indicative Notices 750.000 750.000 5.000.000 Small Lots 80.000 80.000 1.000.000 Table 2: EU Thresholds for Utilities Contracts Supplies ( ) Services ( ) Works ( ) All Sectors 400.000 400.000 5.000.000 Indicative Notices 750.000 750.000 5.000.000 Small Lots 80.000 80.000 1.000.000 The following points should be noted in respect of the thresholds: the EU thresholds are mandatory; These thresholds are reviewed by the EU every two years all amounts are stated exclusive of VAT; Indicative notices relate to early warning notices of the procurement, i.e. a Prior Information Notice (PIN). Small lots refer to large contracts that are divided into smaller lots, usually to encourage SMEs/SEs to bid for them. 12