1. Main findings Eurolib Annual Meeting Den Haag, 12-13 June 2014 Francesca Rio (European Parliaments Research Services) Survey on tender procedures in EU institutions & agencies libraries

2. Purpose To make an inventory of types of procurement/tender models used by Eurolib libraries To share best practice in this field To identify libraries with similar needs that could work together in future tender procedures and procure one common supplier To explore new models of book/serials supply that decrease delivery delays and administrative procedures (from price request to ordering and invoicing)

3. Calendar 24 January – 12 March All Eurolib members invited to: Update 2013 table, with the results of their concluded procedures Fill the table for their 2014 or long term procedures Outcome 40% response rate (12 replies out of 30 invitations)

4. Participating libraries LIBRARYSTAFF* COLLECTION booksebooksserialsonline serialsdatabases EP121(9)68.00046574816696 EC Central Library66(12)560.000 --3.2254.6251 Court of Justice30(11)250.00081.3608590 ECB15(2)65.0002.500 1.500450 Council14(1)50.00010.4006.0005.300108 CEDEFOP826.800 --72489 EESC6(1)16.000 --113 < 502 JRC46.50028.000505.0003 EMA2(1)3.160134741049 EUROJUST0(2)2.433 --99296 ECHA0(1)1.8061.300559.72115 ETF0(0,3)10.0005025168 EMCDDA * (temporary or contract staff in brackets) Data 2013

5. Participating libraries LIBRARY BUDGET books & ebooks serialsdatabasesILLother EP€200.000€347.000€2.000.000€4.500 €480,000 ILMS + website EC Central Library€583.000€1.898.000€12.000€8.000€45.000 binding Court of Justice€374.206€511.705€176.792€58€32.385 binding ECB€130.000€170.000€1.100.000€10.000 -- Council€170.000€546.000€425.000 -- CEDEFOP€15.000€46.000€40.000€3.000€7.000 EESC€24.700€55.000 -- €11.000 software maintenance JRC€100.000€1.200.000€200.000€30.000 -- EMA€40.000€110.000€20.000 €2.000 EUROJUST€20.000€95.000 -- ECHA€45.000€165.165€198.872 -- ETF€2.600€11.000€9.000€400 -- EMCDDA Data 2013

6. 2014 - Types of procedures 9 Open Calls for Tenders 6 Restricted/Negotiated procedures 3 Calls for expression of interest 4 still to be decided ► See comments collected in last year’s Survey

7. 2014 - Services in focus

8. What’s next? In order to: share best practice To identify libraries that could work together To explore new models of supply Survey for 2015 launched end of 2014 and rapidly published Organize ad hoc meetings on specific procedures at or around EUROLIB technical meeting?

9. Questions?

10. Revision of FR and RAP Three new Directives on public procurement, utilities and concessions recently adopted. Although the EU institutions are not subject to these Directives, it has always been the policy to guarantee that the Financial Regulation and it Rules of Application (FR-RAP) provide the same principles as those contained in the Directives and that EU rules are coherent with those applied by the Member States. The FR and RAP are treated together because the alignment will necessitate changes in both. Timing: The objective is to prepare the Commission proposal for a new FR and to prepare an informal draft for the RAP under the current Commission. We will then proceed with the legislative process once the new Parliament is in place in the second half of the year.

11. New wording Existing text Proposed text

12. Paragraph 3 - Main concern

13. Action Council, Commission and Parliament Libraries have expressed their concern regarding this clause to their respective financial departments, making a proposal for a new comma: (b) where the works, supplies or services can be provided only by a particular economic operator for any of the following reasons and under the conditions set out in paragraph 3: (i) the aim of the procurement is the creation or acquisition of a unique work of art or artistic performance; (ii) competition is absent for technical reasons; (iii) the protection of exclusive rights including intellectual property rights; the aim of the procurement is subscription and access to a copyright protected information service with high editorial content, such as periodicals, databases and press agencies, selected on the basis of professional evidence

14. Follow up?

15. Thank you!