The Belgian e-Procurement project Waldo Van den Broeck Federal Service e-Procurement Federal Public Service P&O PEPPOL Operational Reference Group 11 December 2008

Content History : pre roadmap Federal action plan Roadmap History : post roadmap Belgian legislation e-Procurement modules ( eNot, eTen, eCat ) Cooperation Conclusion

History : pre roadmap 2000 : Ministry of Defence plans Joint Electronic Public Procurement ( JEPP ) 2002 : JEPP1 : Federal notices 2004 : New sponsor: FPS Personnel and Organisation  federal e-Procurement action plan 2005 : Start project e-Procurement by the Federal Service e-Procurement

Federal e-Procurement action plan Focus points : –Management of e-Procurement on a federal level by the federal service e- Procurement –Strategic – and user group –Roadmap

Roadmap (1) : analysis of the existing EU directives & BE legislation Existing products Existing projects –Belgian regions –Other countries Expectations of public officers  e-Catalogue  Passive attitude Expectations of economic operators  e-Tendering & e-Catalogue  Passive attitude

Roadmap (2) : Vision & Strategy Step by Step Free of charge customisationOpen… Buy better Sell better standards source Different contracts Macroplanning Modular approach

Roadmap (3) : Scope Catalogue ( post-Contract ) Pre-Contract NEED Request BDA / JOCE Publication Bid deposit & opening Contract Notification GO Publication RFP Evaluation Contract Award Tendering procedure OrderingACKCatalogue Framework contract Payment  FEDCOM DocumentInvoice Acceptance Request Acceptance Report Invoice Payment - Step 1 Payment - Step 2 Invoice e-Notification e-Tendering e-Awarding e-Auctions e-Catalogue e-Evaluation

Roadmap (4) : Conclusions Public authorities and suppliers are positive but passive  information  training Constant change of needs & restrictions  Step by step +/- 3 year implementation Collaboration with Belgian regions and other countries

History : post Roadmap End 2006 : Pilot e-Tendering Mid 2007 : New e-Notification platform needed End 2007 : Pilot e-Catalogue May 2008 : Go-live new e-Notification ( JEPP offline ) September 2008 : Communication campaign 2009 : e-Auctions & e-Awarding

Belgian legislation Currently applicable : 24/12/1993 –R.D. 8/01/96 & 10/01/96 –Possibility to use electronic means New law : 15/06/2006 –Allows the use of auctions, framework agreements,… –R.D. ???

Implemented modules : overview JEPP 1 e-Notificatione-Tendering Bid opening e-Catalogue e-Awardinge-Auctionse-Evaluation Catalogue Mgnt SourcingPublicationSubmissionAwardingContractOrderPayment

e-Notification Publication portal of all Belgian notices e-Sender for Europe Integration with Belgian official publication service ( BDA ) Functionalities –Publication of all EU notices –Tender documents online –Advanced search engine –Profile based –Automatic advertising –Q&A online –e-Marketplace (sourcing) Business cards for suppliers Simple notices ( under threshold ) –Advanced user management –Approval workflow + document signing

e-Tendering Submitting and opening of electronic tenders Integration with e-Notification Paper & electronic tenders supported Functionalities –Creation of a tender dossier via e-Not. –Submission of electronic tenders e-ID and pk12 supported No restrictions on file type, number of files,… –Opening of tenders 4-eye principle Certificate validation Anti-virus control –Automatic creation of the opening report Info on paper tenders Comments …

e-Catalogue Catalogue management & ordering UBL standard where possible Functionalities Catalogue management –xls / ods catalogue format –Translations ( online / importation ) –Workflow approval –Digital signature on catalogue –Publication of open & restricted catalogues Ordering functionalities –Searching for products –Wish lists and shopping carts –Creation of an order –Approval workflow –Digital signature on order –Messaging to actors

Modules : TODO E-Awarding & e-Auctions : 2009 e-Signing module Further integration of the modules –e-Tendering & e-Catalogue –e-Tendering & e-Awarding –e-Notification & e-Awarding

Modules : Integration with other e-Gov projects and back-offices FEDCOM: Federal Accountability –e-Catalogue –e-Awarding Back-offices –Defence : ILIAS –Flemish Gov : Contract Mgmt System –…

e-Not e-Ten e-… Modules : Integration PKI FSB FEDCOM e-HR Back-offices SIMAP e-Sender BDA

Collaboration Collaboration agreement with the Flemish government –on-going –Belgian e-Gov agreements –Cost sharing key for common functionalities –100% for specific needs Brussels and German Region : as users Walloon Region : integration of data Collaboration with France in 2006 –Goal : common purchase of an e-Catalogue application –Too much legal issues, deadline,…  aborted

Conclusions Constant change step-by-step approach - modularity 3 out of 5 modules online Cooperation with other (local) governments Interoperability –new economic boundaries between MS ? Challenge