Guidelines on procuring IT solutions

15/01/2018

Country

EU wide

Organisation

DG DIGIT - ISA – Action 4.2.5 "Sharing and re-use strategy"

Short Description

Public services can be implemented faster and more efficiently by re-using already available solutions and by learning from the experiences of other Member States. In addition, using the same solutions and adapting best practices to one's needs often indirectly result in services which are more interoperable and more open. The aim of the ISA action 2.5. “Sharing and re-use Strategy” is thus to develop a holistic approach to help public administrations all over Europe to share and re-use solutions across borders and sectors in an efficient and effective way.

In light of the above, the objective of this document is to assemble within one single access point the most important recommendations that have so far been put forward by the European Commission to help public administrations to procure solutions with a potential for sharing and re-use.

These guidelines enlist best practices that can be used during the public procurement process from the pre-award to the evaluation phase. Recommendations related to the post-award phase, for example practices related to the release of the procured solutions, fall outside the scope of this document.

Recommendations for procuring IT solutions

1. Check which solutions are already available for re-use purposes

  More information:

  - Guide for the procurement of standards-based ICT – Elements of Good Practice SWD (2013)224 final, p.17.

  - Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.77.

2. Re-use templates or ready text when drafting tenders

More information:

  - Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.20.

  - Guidelines for Public Procurement of ICT Goods and Services (2012), p.77.

  - Golden Book of e-Procurement Good Practice (2013), p.36.

3. Request ict solutions to be easily accessible by everybody

  More information:

  - Guide for the procurement of standards-based ICT – Elements of Good Practice, SWD (2013) 224 final, p.24.

  - Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.24.

  - Guideline on public procurement of open source software (2010), p.10.

4. Avoid referring to proprietary products such as: brand names, trademarks and patents

  More information:

  - Against lock-in: building open ICT systems by making better use of standards in public procurement,

    COM (2013) 455 final, p.3.

  - Guideline on public procurement of open source software (2010), p.59.

5. Avoid to request compatibility with previously purchased ict solutions

  More information:

  - Against lock-in: building open ICT systems by making better use of standards in public procurement,

    COM (2013) 455 final, p.4.

  - Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.24. 

  - Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.19.

  - Guideline on public procurement of open source software (2010), p.22.

6. Include explicit requirements to use standards and no proprietary elements

  More information:

  - Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.22.

  - Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.11.

  - "Sharing and re-using" clauses for contracts, Contractual Clauses for Service Procurement, p.22.

  - Guideline on public procurement of open source software (2010), p.42, 56.

7. Request the use of licence conditions that enable sharing and re-use

  More information:

  - Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.20.

  - Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.12.

  - "Sharing and re-using" clauses for contracts, Contractual Clauses for Service Procurement, p.14.

  - Guideline on public procurement of open source software (2010), p.48.

8. Do not request solutions with features that go beyond what is necessary

  More information:

  - Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.21.

  - Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.24.

9. Request functionalities to make data transfer effective

More information:

  - Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.23.

  - Against lock-in: building open ICT systems by making better use of standards in public procurement,

    COM (2013) 455 final, p.5. 

  - Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.19.

10. Include a provision on documentation during the contract and knowledge handover at the end of it

  More information:

  - Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.24. 

  - "Sharing and re-using" clauses for contracts, Contractual Clauses for Service Procurement, p.16.

11. Request to include exist costs in the price of the contract

  More information:

  - Guideline on public procurement of open source software (2010), p.28.

  - Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.21.

  - Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.26.

12. Assess the public procurement exercise

  More information:

  - Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013)224 final, p.33.

Links and documents

e-Library: Guidelines on procuring IT solutions (pdf)

Other related materials: Slides (pdf)

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