Esityksessä esitellään Sloveniassa kehitettyä Catalogue of Foods -websovellusta, jota halutaan pilotoida eri maissa JA Best-ReMaP -hankkeen elintarvikehankinnat -työpaketissa. Sovelluksen kehittäjäorganisaation edustaja Katarina Jevsjak esitteli sovellusta elintarvike- ja ruokapalveluhankintoja käsittelevässä verkostowebinaarissa 26.10.2021. Esitys on englanniksi.

1. Best ReMap,
Thursday 26.10.2021
Jana Ramuš M.Sc, Katarina Jevšjak, Barbara Lončarek
Chamber of Commerce and Industry of Slovenia
Chamber of Agricultural and Food Enterprises

3. ▪ incorrect naming of the foodstuff (also size, volume…)
▪ deficient food quality specifications,
▪ oversized range of products to be ordered
▪ ordering non-standard products by weight, volume, composition,
shape, label / claims, packaging, ...
▪ design of oversized sets of products to which suppliers apply and
ensure the delivery of all items in the set
▪ conditionality of the order with services (plastic accessories,
additional packaging
▪ deliberate reduction of the value of a public contract (sets) with a
low price of a certain foodstuff
▪ difficulties in defining and assessing criteria
▪ ignorance of quality scheme certificates…,
▪ poorer food quality due to the single criterion of "low price,
▪ stimulation of imports for the same reason…
▪ increasing the cost in supply chain due to luxurity

4. ▪ offering foods that were not requested by tenders,
▪ offering foods that were different as specification required
(different mass, volume, compozition, …chipper),
▪ oversized imports of food staff from abroad
▪ certificate fraud (organic, GFSI, EU schemes…)
▪ delivery of different products at unloading customer areas as it
was originally offered
▪ fraud with origin
▪ Fraud with the food condition (frozen/defrost meat, fish instead
of fresh..)
▪ Kaos in departments for collecting orders on daily basis.

5. Other problems…
• Quick changes on market.
• Staffing norms are tight (2 hours per week for nutrition management in
primary school).
• The staff involved in the preparation of the public procurement has
different knowledge, understanding, motivation… (food organizers,
kitchen managers, accounting, household teachers,…).
• Problems with receiving food at the customer's ramp are a regular
practice.
• Financial problems of public institutions.
• Parental pressure.
• Pressure from interest institutions (religion, vegetarianism, veganism,
healthy eating ...).

6. 61,74
33,56
32,21
24,16
20,81
20,13
20,13
18,79
11,41
8,72
8,05
2,68
0,67
0
0 10 20 30 40 50 60 70
Določanje tehničnih specifikacij
Določanje meril za izbiro
Tehtanje sorazmernosti pogojev za sodelovanje in meril za izbiro
Vsebinska vprašanja, vezana na predmet naročila
Izračun ocenjene vrednosti
Določanje pogojev za sodelovanje
Preverjanje ponudbe
Določevanje razlogov za vključitev
Vpogledi v ponudbe
Tehnična izvedba objav na portalu javnih naročil
Sprememba pogodbe med njeno veljavnostjo
Ocenjevanje ponudb
Izvajanje odpiranje ponudb
Podpis pogodbe
Sign contract
Opening of tenders
Evaluation of tenders
Amendments to the contract during its validity
Publication of the tenders on the official portal
Insights into offers
Determining the reasons for inclusion
Verification
Determine the conditions for collaboration
Calculation of the estimated value
Legal aspects
Evaluation aspects
Setting technical specifications
Setting selection criteria
Corelations among conditions / the selection criteria
Vir: Direktorat za javno naročanje!
Ministry of public administration published the results of a survey conducted in public institutions
and the results were very interesting:
Technical aspects
Substantive issues

7. Starting points for problem solving
Developing harmonized solutions in intersectoral working group
▪ Gathering the problems in public procurement procedure on the side of public
institutions and suppliers.
▪ Review of abuses in the public procurement procedure and its execution in practice.
▪ Organizing events to present of good and bad practices between different public
tendering stakeholders (public institutions and suppliers).
▪ Design working groups of producers (industry, farmers and cooperatives ) per food
category to make market analysis.
▪ Cooperation in local projects to get familiar with the public procurement procedures in
practise in different public institutions (hospitals, schools, kindergartens, retirement
homes)
▪ Workshops for exchanging of information with the Ministry of public administration,
Ministry of Agriculture, Ministry of Health, Ministry of Education, National Institute of
Public Health,…
Starting points, core activities, strategies, improvements upgrades, supports, stakeholder networking….

8. A list of bread and bakery products suitable for schools and other public institutions.

9. A list of milk and milk products suitable for schools and other public institutions.

10. A list of meat and meat products suitable for schools and other public institutions.

11. ▪Why public institutions
would use that list of
products wich is much
shorter than their wish
box?

12. ▪If we want change the
bad practices, we
should help both sides
- public institutions
and suppliers?
▪ Help public institutions first to make
the whole public procurement
procedure EASIER.
▪ We start with web application and
upgraded it on principle „learning
by doing“.

13. Item 5 of Article 73 of the Public Procurement
Act3 enables the exclusion of food stuff of up
to 20% of the value of a public procurement
Article 6, point 2 of the Green Public
Procurement Regulation:
- at least 12% of the total quantity of the
contract must be organic food
-at least 20% of the quantity of the entire
contract must come from the quality scheme
The potential for
increasing the share
of Slovenian food in
public institutions

14. Solution!
www.katalogzivil.si
Different access:
- public institutes,
- suppliers,
- other institutions.

15. Food categories

16. S KLIKOM NA KATEGORIJE SE ODPREJO PODKATEGORIJE!
OK?
Really?
Let me see!
Product subcategories
CLICK

17. 17
Maybe?
Product types
within a subcategory
Subcategory
Clicking on the subcategory opens the product types!
Interesting?

18. 18
Clicking on the product
type opens all
suppliers/producers
that have this product on
the market and are
registered in the
catalog.
For excluded sets,
products are selected
by manufacturer and
brand and by clicking
on the brown basket.
Suppliers/producers

19. 19
Clicking on the
suppliers, opens the
supplier's product in
the selected product
type.
Supplier
Product

20. 20
Selected product with all relevant information!

21. Another example…

22. Another…

23. 23
When the suppliers and
their food products are
selected for the excluded
sets or for the brown
basket, an email is
automatically generated
to the supplier, who can
confirm their interest
back via e-mail.
Public provider can also
contact the supplier based
on the contact details.

25. Designing sets in an application
Choice!
Conventional products
Organic certified products
Products certified from quality schemes
Calculation of the share of conventional, organic and food from quality schemes is real time!

26. Filters
Real time
summing
when
achieve
required
percent
organic food
and foods
from
quality
schemes.
Green basket
Brawn basket-excluded sets
Final basket

27. Organic
Total
demand-
calculation
and
printout by
share
Quality schemes
Excluded sets
12%

28. ▪ Once all product types have been
selected, defined by schemes,
quantities entered and indicative
prices, the basket is completed.

29. Order summary
Pošiljanje povpraševanj –
excluded sets
Export previous ordered
types of products
Re-edit order –
types of products

31. Publish on official web side of Ministry of public administration

32. END OF THE
PROCUREMENT
PROCEDURE!

33. ▪ Complete analysis of the food market (producers - companies, cooperatives, farmers, traders) with
information on whether the product is from thir own production, contract production or it is a
merchandise.
▪ Suppliers' information (address, contact, location - google map…)
▪ Set of product types with weight / volume information (whether individual portion packing, medium
packing or bulk)
▪ Product type - a properly named food that has special characteristics of sugar content, fat, salt in its
name) (alternative to specification).
▪ Designing sets within individual categories. This does not allow the mix of food stuff in different
categories; therefore, they can apply for tender producers as well as distributors - traders.
Benefits for public institutions –
fast, efficient and professional preparation of the public procurement dokument:

34. ▪ Export of data to Excel spreadsheets for publication on the Public Procurement Portal
▪ Automatic data storage in history and reuse at the next occasion
▪ Prevention of fraud on the part of suppliers / public institutions
▪ When choosing the product type, the user can choose between conventional types, organic or types
certified according to other quality schemes. When the user enters the estimated quantities to
application, it is informed when it has met the requirements of the Green Public Procurement
Regulation - 12% organic food and 20% food from other quality schemes.
▪ By entering the estimated prices, the application calculates the share of food in the excluded sets
(maximum 20%).
▪ Control of waste (food waste / waste packaging) in public institutions could be added.
Benefits for public institutions –
fast, efficient and professional preparation of the public procurement dokument:

35. THANK YOU!
Contacts:
▪ Jana Ramuš M.Sc., jana.ramus@gzs.si
▪ Barbara Lončarek,barbara.loncarek@gzs.si,