Public eProcurement

From Wikipedia, the free encyclopedia
Jump to: navigation, search

The term Public eProcurement ("electronic procurement" in the public sector) refers, in Singapore, Ukraine, Europe and Canada, to the use of electronic means in conducting a public procurement procedure for the purchase of goods, works or services.

Phases[edit]

The term of the Electronic Public Procurement can be defined as the usage of e-Government platform over the electronic resources (Internet and Web-based applications) to conduct transactions for purchasing the products and services from suppliers to authority's buyers.

The following sub-phases of the electronic public procurement process could be identified:

  • eSourcing: preparatory activities conducted by the contracting authority/entity to collect and reuse information for the preparation of a call; potential bidders may be contacted, if admitted by the legal rules, by electronic means to provide quotations or manifest interest.
  • eNoticing: advertisement of calls for tenders through the publication of appropriate contract notices in electronic format in the relevant Official Journal (national/EU); electronic access to tender documents and specifications as well as additional related documents are provided in a non-discriminatory way.
  • eAccess: electronic access to tender documents and specifications as well support to economic operators for the preparation of an offer, e.g. clarifications, questions and answers.
  • eSubmission: submission of offers in electronic format to the contracting authority/entity, which is able to receive, accept and process it in compliance with the legal requirements.
  • eTendering: is the union of the eAccess and eSubmission phases.
  • eAwarding: opening and evaluation of the electronic tenders received, and award of the contract to the best offer in terms of the lowest price or economically most advantageous bid.
  • eContract: conclusion, enactment and monitoring of a contract / agreement through electronic means between the contracting authority/entity and the winning tenderer.
  • eOrders: preparation and issuing of an electronic order by the contracting authority/entity and its acceptance by the contractor.
  • eOrder Status: preparation and delivery of status information against the eOrder.
  • eInvoicing: preparation and delivery of an invoice in electronic format.
  • ePayment: electronic payment of the ordered goods, services or works.

eInvoicing[edit]

eInvoicing is currently defined in multiple ways. A simple search finds 3 simple variations: “an invoice issued, received and processed electronically”, “an invoice sent by electronic means to the recipient”, and “an invoice received by the customer electronically”. Driving a single strategy requires a single definition; a common language. The best definition should be customer-centric. “an invoice received by the customer electronically”[citation needed]

The same common language divides the tiers of eInvoicing based on cash management impacts.

  • Tier 3 reduces delivery time (e.g. email delivery of pdf versions of invoices)
  • Tier 2 reduces delivery time and digitizes the data for easier management by customers (e.g. electronic files (xml, edi, flat, etc.) which match the sellers sales invoice)
  • Tier 1 reduces delivery time, digitizes data and reduces reconciliation time (e.g. electronic files (xml, edi, flat,etc.) which match the customers purchase order, or web invoicing solutions).

Enabling systems[edit]

To successfully conduct electronic procurement across borders, eProcurement systems rely on some “key-enablers”

  • eSignature: data in electronic form which are attached to or logically associated with other electronic data and which serve as a method of authentication with regard to this data.
  • eIdentity: dynamic collection of all attributes, in electronic format, related to a specific entity (citizen, enterprise, or object) which serve to ascertain a specific identity.
  • eAttestations (Virtual Company Dossier): set of certificates and attestations, in electronic format, to be provided by a supplier to prove compliance with the selection and exclusion criteria of a procurement procedure.
  • eCatalogues: electronic supplier catalogue prospect uses used to prepare and submit offers or parts of them.
  • eArchiving: use of electronic means for long-term preservation of documents in digitalised format, ensuring that they can be easily retrieved without conversions.

Sources[edit]

  • Most information on European public procurement can be found at the European Commission web site.
  • Information about Public e-Procurement system in Ukraine - Prozorro