E Procurement 23 April 2009


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  • E Procurement 23 April 2009

    1. 1. e-Procurement - e-Gov Application with an Impact - 23.04.2009 Marija Jovanoska Public Procurement Bureau Deputy Head of Department
    2. 2. Software applications for Public Procurements <ul><li>Web-information system for publishing Contract Notices and Notifications on awarded contracts </li></ul><ul><li>eProcurement system for conducting public procurement procedures electronically </li></ul>
    3. 3. Web Information system for publishing Contract Notices https://oglasi-izvestuvanja.finance.gov.mk/main.do <ul><li>Used by all Contracting Authorities for preparing Contract Notices and notifications electronically </li></ul><ul><li>Public section of all published notices and notifications </li></ul><ul><li>Mandatory usage – all CA’s are obliged to publish their Contract Notices on this system </li></ul><ul><li>Around 951 CA’s are registered and use the system </li></ul><ul><li>6999 Contract Notices published in 2008 </li></ul><ul><li>6759 Contract Award Notifications published in 2008 </li></ul>
    4. 4. Electronic system for Public Procurements https://www.e-nabavki.gov.mk <ul><li>Web-based, simple and user-friendly system </li></ul><ul><li>Aligned with the IDABC Functional Requirements </li></ul><ul><li>Enables conducting the entire public procurement procedure electronically </li></ul><ul><li>Enables electronic communication between contracting authorities and domestic and foreign economic operators </li></ul><ul><li>Eliminates paper work thus ensuring efficiency and cost-effectiveness of the contract award procedures </li></ul><ul><li>Usage of the system is still on voluntary basis </li></ul>
    5. 5. e-Procurement system – History overview <ul><li>2005 - tender published – technical specifications prepared according to the PP process of a pilot institution </li></ul><ul><li>Consortium of 2 local IT companies selected to develop the software solution </li></ul><ul><li>2006-2007 – period for extensive development, testing and pilot procurements; Legal basis for e-procurements provided </li></ul><ul><li>End of 2007 – new Law on PP adopted -> modifications to the system made -> detailed technical instructions prepared </li></ul><ul><li>01.01.2008 – fully fledged e-PP system installed </li></ul><ul><li>Entire 2008 – improvement of the overall security, design and functionalities of the system; Extensive training sessions </li></ul>
    6. 6. Statistics <ul><li>222 registered Contracting Authorities (25% of all CA’s) </li></ul><ul><li>1.000 registered Economic operators </li></ul><ul><li>40 e-Procurement procedures </li></ul><ul><li>35 training sessions and promotional events </li></ul><ul><li>1.300 trained individuals </li></ul><ul><li>Average savings per procedure when using e-auctions up to 5% compared to the lowest price submitted in the pre-qualification phase </li></ul>
    7. 7. Security issues <ul><li>All actions traced (logged in the system) </li></ul><ul><li>All confidential data encrypted/protected ( 256 bit data encryption for all data transmitted and stored) </li></ul><ul><li>Access restricted to authorised persons only </li></ul><ul><li>Attempts for access are logged and available to auditors </li></ul><ul><li>System for electronic identification </li></ul><ul><li>Key documents have to be digitally signed </li></ul><ul><li>2 IT Security Audits performed -> recommendations implemented </li></ul><ul><li>Stress test performed -> all PP procedures in the country can be conducted electronically </li></ul>
    8. 8. Users of the e-Procurement system <ul><li>Public Procurement Bureau – promoter of the initiative and monitoring of the process of conducting the e-Procurements </li></ul><ul><li>General Secretariat of the Government – Technical support (hosting of the server) </li></ul><ul><li>State Appeal Commission </li></ul><ul><li>Contracting Authorities – All state Institutions and Public enterprises </li></ul><ul><li>Economic Operators – all interested companies </li></ul><ul><li>Public - public information accessible </li></ul>
    9. 9. Registration of the users <ul><li>Contracting Authority </li></ul><ul><li>General Administrator of the system (Public Procurement Bureau) registers the local administrator of the Contracting Authority (CA) </li></ul><ul><li>Local administrator of the CA registers and issues user names and passwords to all internal users of the system within the CA </li></ul><ul><li>Economic Operator </li></ul><ul><li>Registers directly through the system by filling in an on-line registration form -> system automatically generates user name and password and sends them automatically on the registered e-mail address </li></ul>
    10. 10. Procedures enabled through the system <ul><li>Open Call procedure </li></ul><ul><li>Restricted procedure </li></ul><ul><li>Simplified procedure </li></ul><ul><li>Electronic auctions – last phase in the open, restricted and simplified procedure </li></ul>
    11. 11. Functionalities of the system <ul><li>Overall internal (preparatory) procedure of the CA is automated (optional usage) – Tender Workspace creation </li></ul><ul><li>Publication of the Contract notice and tender documentation </li></ul><ul><li>Subscribe for INFO on new Contract Notices published </li></ul><ul><li>Free download of tender documentation (only registered EO) </li></ul><ul><li>Posting questions and answers </li></ul><ul><li>Submission of tenders/requests to participate </li></ul><ul><li>Public opening and evaluation of tenders </li></ul><ul><li>Selection of the most favourable tenderer, winner announcement and notification to all tenderers </li></ul><ul><li>Electronic Auctions </li></ul><ul><li>Generation of different statistical reports </li></ul>
    12. 12. What do you need to use the system? <ul><li>Computer and Internet connection </li></ul><ul><li>User name and password </li></ul><ul><li>Follow the written Instructions on how to use the system </li></ul><ul><li>Electronic Signature – Digital Certificate </li></ul>
    13. 13. How to access the e-Procurement website? Open your web browser and enter the following web address: https://www.e-nabavki.gov.mk For testing purposes enter the following web address: http://test.e-nabavki.gov.mk
    14. 14. Home page of the e-Procurement system
    15. 15. Upcoming activities <ul><li>Integration of the e-Procurement system with the Information system for publishing Contract Notices </li></ul><ul><li>Installation of the integrated systems on the new hardware environment: 4 servers connected in cluster and new storage </li></ul><ul><li>Continuation of the intensive training sessions and promotional activities in order to prepare the users for the mandatory usage of the system as of 2010 </li></ul><ul><li>▼ </li></ul><ul><li>Increased usage of the system </li></ul>