Malta Information Technology and Training Services Ltd Public Procurement in Malta Presented by Tanya Chetcuti 11 December 2008

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 2 Malta IT Agency (MITA) ◦MITTS was established in 1990 and is responsible for the development, maintenance and operation of Government IT systems. ◦Government announced the setting up of MITA in July 2008 and MITTS will be migrated to MITA as from 1 st January ◦The purpose of MITA is as follows: 1.Serve as the central driver of information and communications technology policy, programmes and initiatives in Malta. 2.Deliver and manage the execution of all programmes related to the implementation of information technology and related systems in Government with the aim of enhancing public service delivery. 3.Provide efficient and effective information and communications technology infrastructure services to Government as directed by the Minister from time to time. 4.Proliferate the further application and take-up of information and communications technologies in society and economy. 5.Promote and deliver programmes aimed at enhancing ICT education and the use of ICT as a learning tool.

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 3 Legal Framework ◦The Public Contracts Regulations were established in 2005 through the adoption of the Procurement Directives 2004/18/EC and 2004/17/EC. These regulations form part of the Financial Administration and Audit Act (CAP. 174) of the Laws of Malta. ◦The Electronic Commerce Act came into force in ◦The Data Protection Act came into force in ◦The Criminal Code was amended in 2001 in order to make provisions for Computer Misuse.

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 4 i2010 Strategy Objectives ◦Malta is working towards reaching the i2010 eProcurement objectives through the implementation of the remaining functionality at National level, i.e. eSubmission, Tender Evaluation, eOrdering, eInvoicing and ePayment. ◦The implementation of these functionalities will be driven with the aim of making Malta interoperable with the other Member States.

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 5 National ICT Strategy ◦One of the objectives defined in the National ICT Strategy 2008 – 2010, titled ‘The Smart Island’, is the delivery of eProcurement: “We shall deploy a complete e-Procurement framework and G2B online exchange to improve the management of the procurement function of government, attract more suppliers, improve order-to-fulfilment cycles, apply leverage on government’s purchasing power and optimise procurement efficiency.”

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 6 ICT Systems related to Procurement ◦The Government of Malta makes use of a Central Accounting System which: –Is used by all Ministries and Departments; –Provides a means for the Ministry of Finance to carry out the financial and budgetary operations of the Government of Malta. ◦All transactions related to procurement are posted in this Central Accounting System. ◦Having a common accounting system throughout Government is of a big advantage for the implementation of eOrdering, eInvoicing and ePayment. ◦Plan to move towards a financial Enterprise Resource Planning System which will replace the current system.

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 7 Stakeholders ◦The Contracting Authorities, i.e. all public sector entities; ◦The Suppliers; ◦The Department of Contracts as the governing body and central procurement agency for tenders estimated over €47,000; ◦Various entities that issue tenders directly; ◦MITA, being the IT Agency of the Government with the remit to implement the National ICT Strategy.

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 8 ICT Procurement Systems ◦The main Procurement Systems used in the public sector are: –The Online Procurement System for Hardware Peripherals; –The Department of Contract’s Procurement Management System; –Various other procurement systems used by specific departments or government entities.

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 9 The Procurement System for Hardware Peripherals ◦This Procurement System provides a means for government to procure hardware peripherals from the private sector. ◦Main functionality includes: –registration of authorised suppliers –publication of tenders/quotations –electronic submission of quotations by supplier –approval process –evaluation process –status report –search facilities –reports to query order status –administration screens to add/remove equipment lists and supplier status

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 10 Procurement Management System ◦The Procurement Management System: –Provides a single, unified source of comprehensive information relating to all Government procurement activity to both local and foreign bidders; –Provides a means of exchange of information/documentation between procurers and bidders; –Makes use of the Personal and Organisation e-ID login mechanism for Maltese Residents and a System Managed login mechanism for Foreigners. ◦This system fulfils the eNotification phase of the Public eProcurement phases.

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 11 Procurement Management System /..cont ◦Procurer Functionality –Create new tenders –Publish tenders –Manage queries and clarifications –Manage and update tender status –Manage procurers –Manage guarantees (tender, performance, pre- financing) –Reports Generator –Statistics Generator

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 12 Procurement Management System /..cont ◦Registered Bidders Functionality –Search Facility to browse tenders –View tender history in a structured manner –View those tenders in which an interest was registered beforehand –Preview select extracts of tender documents –Purchase and download tender documents –Manage alerts (by and/or SMS) –Manage own profile –Register an interest and create alerts for upcoming calls for tender –Once purchasing a tender, can ask questions and receive replies, and register attendance for clarification meetings

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 13 Procurement Management System /..cont ◦This system is currently being used by the Department of Contracts. ◦It is our intention to start pushing the use of this system in the whole of the public sector for all other tenders.

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 14 Procurement Management System /..cont

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 15 Procurement Management System /..cont

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 16 Way Forward ◦Determine a programme of work to achieve the objectives defined in the National ICT Strategy; ◦Perform a Gap Analysis in order to identify the gap between current Procurement facilities and the objectives defined in the i2010 Strategy.

Malta Information Technology and Training Services Ltd Public Procurement in Malta – Slide 17 Way Forward /..cont ◦Understand better how PEPPOL can help us: –Achieve on eProcurement (i2010); –Share interoperability aspects; –Determine what commitments are expected in the various Work Packages. ◦Our contribution towards PEPPOL: –Malta is a good test bed due to our size and our centralised infrastructure; –We are forward focused in developing further our eGovernment services.

Malta Information Technology and Training Services Ltd Thank you for your attention