Education | Elections | Census Procurement Process for Electoral Equipment Considerations, Timescales, Case Studies

Education | Elections | Census Agenda Planning Timeline for the procurement Procurement processes and considerations Contract management Identification of Suppliers Types of materials available for different parts of the electoral cycle Delivery Phase Case study 1 – Complex procurement in new election environment Case study 2 – Repeat procurement, showing lessons learnt and revisions applied

Education | Elections | Census Planning Time Project Management – methodologies, skills Talk to others – it will be rare, unless your project involves leading edge innovation, that other EC’s or government bodies have not had experience in procuring and delivering a similar project. Securing funding Securing stakeholder and political support

Education | Elections | Census When, in the Election Cycle, does your procurement begin? What do you have to fit into this process? This will be driven by the complexity of the procured services/products Timelines

Education | Elections | Census Timeline – real example Phase Timeline Creation of the outline Statement of Requirements June 2009 (earlier if first time) Undertaking a Cost Benefit Analysis of Technology versus Manual Methods September /December 2009 Notice of intent to tender August 2009 (PIN) Procurement Industry Day November 2009 Start of procurement process – Pre-qualification stage December 2009 Tender Process March/June 2010 Contract Negotiations October/December 2010 Award of Contract December 2010 Blue Print Phase January to July 2010 User Acceptance and Testing Phase August to March 2010 Delivery April to May 2012

Education | Elections | Census Procurement Procedures and Considerations Working within country or regional (EU) procurement regulations Request demonstrations early in your timetable. Understand what is available in the market. This may feed your Statement of Requirements. Consider local and international suppliers. If local project management is important, consider the likelihood of consortiums or partnerships. Consider how you will compare and evaluate suppliers Consider how you can benefit from innovation Purchase or rental/lease Pilots and User Acceptance Tests (UAT) should form part of your procurement

Education | Elections | Census Contract Management Leave sufficient time in the procurement process to undertaken and conclude the drafting of the contract. Ensure that the contract demonstrates balance Allow for a change control provision - this requires tight control Includes as many key milestones or immovable dates in the contract as possible. Include user acceptance criteria and success criteria Consider all your stakeholders and how you will inform them of the contract and its progress The old adage that the best contracts never need to be looked at is true!

Education | Elections | Census Identification of Suppliers Sources for the identification of suppliers – IFES Buyers Guide, Advertise, International Journals, Trade Conferences and Exhibitions Delivery history and experience Sourcing materials locally - saves cost and benefits local economy - but must consider quality assurance? Pre-qualification stage to the procurement – demonstrable experience, size, financial sound

Education | Elections | Census Equipment Options Types of materials/products/services available to support the different parts of the election: – Voter registration kits; – ballot papers; polling booths; ballot boxes; – voting machines (DRE); centralised counting machines; e-Voting; electronic ballot delivery Consider how a new product or service may impact on the current legislation or known processes and procedures Consider your mandatory requirements Consider change

Education | Elections | Census Delivery Phase Timescales Secure and safe storage in country On-bound distribution Training Phase

Education | Elections | Census Case Study of a large technology procurement – Sultanate of Oman Majilis As’ Shura National Elections 2011

Education | Elections | Census Procurement consisted of: 600k ballot papers, of 61 designs 61 counting centres, containing 83 scanners Software and communication links Training Technical Support

Education | Elections | Census Case Study of a large technology procurement – GLA Mayor and Assembly Elections 2000 to 2012 London Procurement of electronic counting technologies for the London Regional for the counting three ballot papers types. Procurement involves: – Approximately 14 million ballot papers – 320 Scanners – 230 PC Workstation and supporting fault tolerant Servers – Training of 1000 staff – 10,000 ballot boxes – Setup and support of counting sites & Central Consolidation Site

Education | Elections | Census Alexandra Palace - London

Education | Elections | Census City Hall – Election HQ

Education | Elections | Census Changes and Revisions A common theme – time! Procurement timeline was too short Counting locations – 14, 10, 3 Counting time – night time to day time Innovation to technologies – use of on-screen adjudication Multi-year contract – driven down price! Cost Benefit Analysis – driven down price! Clearer statement of success criteria – CBA, Timings, Transparency Changes to ballot paper design Increase in training

Education | Elections | Census

Changes and Revisions A common theme – time! Procurement timeline was too short Counting locations – 14, 10, 3 Counting time – night time to day time Innovation to technologies – use of on-screen adjudication Multi-year contract – driven down price! Cost Benefit Analysis – driven down price! Clearer statement of success criteria – CBA, Timings, Transparency Changes to ballot paper design Increase in training

Education | Elections | Census Q&A Please share your experiences