The Central purchasing in Bulgaria: Current status and prospective TAIEX Seminar 9-10 December 2015 Ivanina Beleva Director of the Central Purchasing Body Ministry of Finance, Bulgaria

 Established in 2010 with a Decision of the Council of Ministers  CPB – a directorate of the Ministry of Finance  The directorate “Central Finance and Contracts Unit” implements the functions of Central Purchasing Body Legal basis

Council of Ministers Decree No.112/2010  Procurement (purchase) of services and supplies  Paper (white and recycled)  Stationery  Toners for printers and copy machines  Provision of air-tickets  Purchase of fuel with e-cards  Cleaning services  Users: central public administration/ ministries and agencies Scope of central purchasing

Activities performed by CPB  Collection of information about users’ demand  Developing technical specifications  Preparation of tender documents  Launching open tender procedures  Carrying out tender evaluations  Signing Framework Agreements with the economic operators CPB: scope of activities

CPB users - Contracting Authorities from the central public administration  Provide information to CPB about their demand  Re-open mini-competitions among the selected FWC  Conduct mini-competitions  Award specific contracts  Receive services and supplies  Execute payments Contracting Authorities

Development of TS  Developed by CPB based on demand of CAs and market analysis  Quantities in the Framework Agreement: based on the needs of Contracting Authorities Tender evaluation  CPB organizes the tender evaluations of the proposals received  Evaluation Committee: representatives of CPB and CAs Regular communication during implementation Interaction between CPB and CAs CPB Contracting Authorities

Central Purchasing Body:  signed 30 Framework agreements for supplies and services Ministries/ CAs:  Awarded specific contracts under the framework agreements: Total 141,5 million BGN Volume of CPB purchases ( )

FRAMEWORK AGREEMENTS FWC BUDGET (in BGN) Framework Agreement for stationery2,200,000 Framework Agreement for envelopes/ headed paper480,000 Framework Agreement for recycled office paper2,400,000 Framework Agreement for white copy paper820,000 Printer and fax papers160,000 Framework Agreement -cleaning services2,600,000 Framework Agreement - toner cassettes (HP)2,000,000 Framework Agreement - toner cassettes (lot 2)2,000,000 Framework Agreement - toner cassettes (lot 3)312,000 Framework Agreement - fuel for cars 35,000,000 TOTAL47,972,000 Volume of New CPB framework agreements (2015)

 Reduced administrative burden for CAs  Saving time and efforts of the administration  Fast procedure: shortening period for award of contracts  Reduction of prices  Increased transparency Benefits of central purchasing

National Strategy for the public procurement sector in Bulgaria in the period  E-platform for central purchasing  Increased scope of services/ supplies of CPB  Increased number of users of CPB  Institutional strengthening of CPB  CPB – to become a separate administrative structure Prospective of Central Purchasing

Draft submitted to CoM (November 2015)  Extension of the products and services  Supplies: cars, office equipment, IT and standard office software  Services: postage and courier services, maintenance of office equipment, car maintenance.  Extended network of public institutions:  17 ministries must use CPB (Mandatory)  57 new* public administrations must use CPB (Mandatory)  9 new* public administrations may use CPB (Optional)  SEVOP is introduced and is mandatory NEW Regulation for CBP in Bulgaria

 SEVOP – software for electronic procurement developed in 2014 specifically for the needs of the Central Procurement Body  Registration in SEVOP: requires qualified e-signature Financed under Operational Programme “Administrative capacity” with the financial support of ESF E-platform SEVOP

Main roles in SEVOP  Role: Central Purchasing Body  Role: Contracting Authority  Role: Economic Operator Main SEVOP administrator: (CPB) E-platform SEVOP

Collect/ submit info about clients’ needs Develop technical specifications Develop tender documents Launch open tender procedures electronically Receive offers electronically Evaluate offers electronically Launch mini-competitions among selected Framework Contractors Archive complete Tender Dossiers Statistics MAIN FUNCTIONS of SEVOP

 Calendar of events is organised in the system  The System is “managed” by the calendar  The System sends e-messages or reminders to all participants involved in a procedure E-platform SEVOP

SEVOP maintains integrity and security  No access to offers before deadlines  Offers opened simultaneously on deadline  Offers ranked automatically according to the evaluation criteria SEVOP ensures increased transparency of the procurement process E-PLATFORM SEVOP

First electronic open tender procedure: successfully completed in SEVOP by CPB in summer of 2015 Supply of toners in 3 lots: (total 1001 items in TS) -Launched electronically in July Tenders received electronically: August Evaluated electronically (August/ September2015) -Award Decision: end of September Framework Agreements signed – November 2015 PUBLIC PROCUREMENT in SEVOP

Advantages:  Quick and easy  Saves time for the civil servants  Saves time for the economic operators  No mistakes in financial offers  Transparency and confidentiality maintained WHY ELECTRONIC PURCHASING

for your kind attention! Ivanina Beleva, Director of CPB, Ministry of Finance THANK YOU