Promotion of the European digital content on the global networks

1. Action Line 2 Demonstration exploitation of public sector information http://ect.cstb.fr Promotion of the European digital content on the global networks EDC-2221 E-CT / 26925

2. http://ect.cstb.fr • Objective • e-CT aims at investigating the possible public-private partnerships to facilitate access to, and use of, Publics Works calls for tender. Start: january 2001 Duration: 14 months

3. Partners Technical Coordinator and Management Specialist Van Rossum Management Consultant Ltd (Infocities Office) Technical and Modelling Specialist Centre Scientifique et Technique du Bâtiment Dissemination competencies Telecities Legal competencies Facultés Universitaires Notre-Dame de la Paix End-user 1: Ministère de l'Équipement, des Transports et du Logement - Direction des Affaires Économiques et Internationales End-user 2: City of The Hague (Admin. & Fin. Co-ordinator) Zentrum für Verwaltungsforschung (Vienna - Austria) In-depth knowledge local authorities

4. WP1 - a2b Process Modelling Objective: investigate public-private partnerships (ppps) to publish and to make available (via Internet) Public Works Calls for Tender (CfT) and any associated documents Mean: establish a list of ppps and, for each of them to assess their feasibility according to some criteria Task 1.1 - State-of-the-art: synthesis, comparisons and comments Task 1.2 - Modelling the possible ppps Task 1.3 - Assessing the feasibility of the various ppps

5. Task 1.1 - State-of-the-art: synthesis, comparisons and comments Objective: describe the existing paper-based CfT processes for end-users involved in e-CT Conclusions: 1. Paper-based process proves ineffective both for public authorities (PA) and private companies (PC) - PA have to meet high expenses to provide companies with all relevant CfT documentation - PC have often to retype relevant documentation and data in order to submit a formal proposal 2. PA already provide electronic versions of CfT alongside hard copies and PC use electronic formats to elaborate their proposals

6. Task 1.1 - State-of-the-art: synthesis, comparisons and comments Conclusions: 3. Several electronic CfT (e-CfT) have already been taken: - In France: the SAOMAP programme aims at dematerialising the whole content of a public CfT and making it available online - In city of the Hague: CfTs advice are published via city council website 4. In the case of e-CfT, several added value services could be implemented by PA (warn requestors of any change, allowing private companies to subscribe to a CfT launch warning system) WIDESPREAD AWARENESS OF THE ADVANTAGES SEMMING FROM E-CALLS FOR TENDER!

7. Task 1.2 - Modelling the possible ppps Objective: to identify possible (theoretically speaking) ppps Activities performed by PA in the current paper-based process A.Elaborating CfT: writing CfT’s advice, developing all documents, checking documents B.Publishing CfT’s notices in “official journal”, local journals, etc. and making CfTs available to CCs C. Processing errors with respect of the equality principle: detecting errors, correcting errors, informing CCs D. Processing questions with respect of the equality principle: receiving question and answering, informing CCs E. Making sure that CfTs are not given anymore after deadline CC : Construction Company

8. Task 1.2 - Modelling the possible ppps Various activities in the electronic process A.Elaborating CfT 1. Developing CfT - 2. Converting CfT - 3. Validating CfT B.Publishing CfT’s notices and making CfTs available to CCs 4. Publishing CfT C. Processing errors with respect of the equality principle 5. Error detection and correction - 6. Correcting CfT - 7. Informing CCs D. Processing questions with respect of the equality principle: 8. Giving Answers - 9. Informing other CCs - 10. Publishing Questions/Answers E. Making sure that CfTs are not given anymore after deadline 11. Suppressing CfT - 12. Checking CfT suppression

9. Task 1.2 - Modelling the possible ppps The best-adapted ppps A lot of possibilities, but two main solutions: A. Handling of CfT servers by PA. CfT servers being implemented and maintained by software solution provider Pros: - responsibilities are clearly established - it may be reassuring for PA to handle the whole process Cons: - technical difficulty of developing and maintaining a viable solution B. Subcontracting handling of CfT server to CfT server provider (CfTSP) Pros: - PA shares the cost with others by renting CfT server provider means - several added value services could be implemented by PA (warn requestors of any change, allowing private companies to subscribe to a CfT launch warning system) But who perform what?

10. Task 1.2 - Modelling the possible ppps Solution B - Who perform what? A.Elaborating CfT 1. Developing CfT must remain performed by PA 2. Converting CfT could be performed by CfTSP 3. Validating CfT must remain performed by PA B.Publishing CfT’s advices and making CfTs available to CCs 4. Publishing CfT could be performed by CfTSP C. Processing errors with respect of the equality principle 5. Error detection and correction must remain performed by PA 6. Correcting CfT could be performed by CfTSP 7. Informing CCs could be performed by CfTSP (CfTSP is the interface between PA and CCs)

11. Task 1.2 - Modelling the possible ppps Solution B - Who perform what? D. Processing questions with respect of the equality principle: 8. Giving answers must remain performed by PA 9. Informing others CCs could be performed by CfTSP 10. Publishing Questions/Answers could be performed by CfTSP E. Making sure that CfTs are not given anymore after deadline 11. Suppression CfT could be performed by CfTSP 12. Checking CfT suppression must remain performed by PA

12. SW Inform CC Dev CfT Conv CfT Val. CfT Pub. CfT Errors Corr. CfT PA PA PA PA PA PA PA SCSPP SCSP SCSPP SCSPP Pub. Answers Suppr CfT Check Suppr. Prov. CfT data Answering Inform CC PA PA PA PA PA PA SCSPP SCSPP SCSPP SCSPP Contact CC FAQ Task 1.2 - Modelling the possible ppps Technical & organisational solutions managing CfT Contact CC

13. An example of Public Administrations to Business application SAOMAP Server of Documents for Public Calls for Tender (in the Construction sector)

14. PCT printing reproduction and mailing SAOMAP Public Calls for Tender - Current Process Publics Calls for Tender (PCT) realisation 150 MF per year Gestion des Appels d’Offres PCT Publication Enterprises’ responses

15. Checking process PRAM Excel AutoCAD Word Word SAOMAP Public Calls for Tender - Current Realisation Process PCT

16. 50% SAOMAP Public Calls for tender - Current Duplication and Mailing Process Administration PCT PCT 150 MF Enterprises Printing Reproduction

17. Word Excel ???? AutoCAD SAOMAP Enterprises’ Responses - Current Process PCT Checking process Project

18. SAOMAP SAOMAP objective To contribute in replacing current practices (printed reproduction and mailing) for Public Calls for Tender Administration Enterprise PCT Internet

19. Checking process PRAM Word Excel Excel ???? AutoCAD AutoCAD Word Word SAOMAP SAOMAP architecture Administration Project Enterprises

20. SAOMAP Savings possibilities Every year 85 000 Public Calls for Tender are launched The Administration spend 1 billion Francs to duplicate and mail Public Callsfor Tender The Administration could save 900 MF per year The Enterprises could save 900 MF per year

21. SAOMAP Project evolution 2000 2001 2002 Implementation in Public Administration Experimental phase 2003 2004 2005 2006 Implementation in Public Administration Put into regular service

22. Internet SAOMAP Experimental phase Enterprise A Work machine Web Site Work machine Admnistration Modem 56.6 kbps Connection Buffer machine Work machine Scanner CD production Connection 64 kbps Enterprise B Enterprise C

23. Web site SAOMAP

24. Task 1.3 - Assessing Ppp’s feasibility Objective: to identify legally feasible ppps Conclusions: 1.The public contract directives have to be respectedto proceed to the dematerialisation of the CfT. 2.The service concession is not an appropriate model as the on-line dissemination of information does not seem to constitute a « service » responding to a particular need 3.The public authority, as being the main actor of the procedure, is in fine liable of the content of the CfT towards all the CCs submitting a tender

25. Task 1.3 - Assessing Ppp’s feasibility Objective: to identify legally feasible ppps Conclusions: 4.In its relationship with the private partner (the server provider), the question of liability could be solved beforehand by contractual clauses describing the respective liability of the two partners in regard to the potential errors done. 5. Since the dematerialised system of publicity of the CfT has to be seen as a long term solution, a dependence of the PA towards a private partner could become a prejudicial system. A reversible system would be recommended, which would give the possibility to the PA to pick up the full control of the CfT procedure.