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TULLI TULL CUSTOMS

TULLI TULL CUSTOMS. Introduction. Jari Forsblom Head of Procurement National Board of Customs. Content of my presentation. 1. Short overview – Finnish Customs Service 2. Purchasing strategy – Ministry of Finance 3. Purchasing strategy – National Board of Customs

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TULLI TULL CUSTOMS

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  1. TULLI TULL CUSTOMS

  2. Introduction Jari Forsblom Head of Procurement National Board of Customs

  3. Content of my presentation 1. Short overview – Finnish Customs Service 2. Purchasing strategy – Ministry of Finance 3. Purchasing strategy – National Board of Customs 4. Our purchasing process 5. Our organisation for purchases 6. Hansel Ltd. – Finnish Public Procurement Company 7. Purchasing development pilots by Ministry of Finance 8. Public Procurement at EU countries

  4. Organization of the Finnish Customs Service Ministry of Finance Advisory Committee of Customs Director General General Staff • Administration • Foreign trade • Enforcement • Taxation Board of Customs Customs Districts (5) Customs Laboratory

  5. Finnish customs posts on the EU-Russian border • Raja-Jooseppi • Salla • Kuusamo • Vartius • Niirala • Uukuniemi • Parikkala • Imatra • Nuijamaa • Vainikkala • Vaalimaa Total length of the border 1269 kilometres

  6. CUSTOMS DISTRICTS Northern Customs District Western Customs District Eastern Customs District Aland Customs District Southern Customs District

  7. Personnel 2003 • Regional administration 2098 • National Board of Customs 326 • Customs Laboratory 76 Total 2500

  8. Staff 31.12.2003 1000 900 800 700 600 500 400 300 200 100 Southern Customs District Total 2500 personnel Western Customs District Eastern Customs District National Board of Customs Northern Customs District Laboratory Aland Customs District

  9. RESPONSIBILITIES OF CUSTOMS • COLLECTING REVENUE • PROMOTING THE TRADE POLICY • PROTECTION OF SOCIETY

  10. Management system of Finnish Customs Finnish Customs is an operatively independent government agency under the Ministry of Finance. The resources and the key areas of activities are laid down in an annual result agreement between the Ministry and the National Board of Customs

  11. Purchasing Strategy – Ministry Of Finance • issued at 15.10.2004 • it is based on the idea of ABC Product Strategy Categories • the main target is: to increase productivity and efficiency • the main ways to reach this target are: • to have better co-operation inside the ministry and between other ministries and offices • to have better planning of purchases • to carry out them by more efficient way • to concentrate into core purchasing areas • to utilise more the services and experience of our public procurement company Hansel Ltd.

  12. Purchasing strategy: National Board of Customs • it is based on the purchasing strategy of Ministry of Finance, which is more responsible over the development of purchasing processes in order to get cost savings • following also the other guidelines issued by Ministry of Trade and Industry, which is more responsible over the legislation on public procurement, like developing General Terms of Public Procurement for Finland

  13. Purchasing strategy II • the key element is own ABC Product Category classification, which determines that who will take care of the purchase • the possibilities are: • to carry the purchase out by ourselves at a) National Board of Customs –level or at b) Customs District/Laboratory –level • to carry it out a) with the co-operation of some other ministries or b) by public procurement company Hansel Ltd. • when we take care of the purchase ? • if the product is classified at A Product Category

  14. Purchasing Strategy III • the value of purchase is remarkable, if it is over 40.000 Euros and classified as A product for us, so National Board of Customs takes always care of the purchasing process, for we have more competence and resources than our districts • we have already organised the competition and have the contract in place with the suppliers(s) • the product(s) are technically complicated and we have the technical knowledge inside the office • it is generally agreed that we will organise Customs Service wide procurement competition • the purchase of B Category products are partly taken care by ourselves or partly by Hansel Ltd. / other governmental office, • Hansel Ltd. takes always care of C Category products

  15. Purchasing Strategy continues Price Purchasing decision Finance Handling Order Transport Storage Environment Quality Planning Administration Freight

  16. ABC Product Categories • A Product Class • Expert and research services provided for our purposes only • ICT (HW & SW) systems with specific requirements • Internal telecommunications networks • Specific law enforcement security systems • Measurement equipment for Customs Laboratory • Special designed patrol boats • Official and protection clothing • Guns with accessories • B Product Class • Travel management (centralised by Hansel)

  17. ABC Product Categories II • Telecommunication services (phones etc.) • Cleaning and facility management services • Facility surveillance and guarding • Printing matters (envelopes, forms, leaflets, books) • Occupational health care services • Training services • IT repair services • PCs, laptops with normal office SW • Normal IT servers for emailing, www-pages etc. • Banking services

  18. ABC Product Categories III • C Product Class • Office furniture • Office supplies • Books, newspapers, magazines etc. • Office machines for copying, faxes, printers etc. • Mobile phones • Cars and other vehicles • Fuel and lubricant • Energy (electricity, heating, water) • Transport services • Postal services

  19. Our purchasing process • Specified at our rule book of financial administration, which tells that how budgetting of purchases is done, how the book-keeping of fixed assets is organised and how they are written off or exterminated from accounting • The rest is specified more closely at the rule book of material management (the newest version is issued at 7.11.2003) • The resources and the key areas of activities are laid down in an annual result agreement between the Ministry and the National Board of Customs

  20. Our purchasing process Budgetting 31.12., for items 2.000,- Euros and more Proposal for purchase signed by the owner of Cost Center or his boss(es) To the Materials Management Unit or purchasing person at district

  21. Our purchasing process • Materials Management Unit or trained purchasing person at the district makes the decision, if the proposal for purchase is justified or not • He or she will also make the decision of the right purchasing method (ABC Product Categories): • to use the existing procurement agreement or • to use one of the procedures mentioned at Public Procurement Act 1992, if the value is under EU threshold or • to use Open/Restricted//Negotiated Procedure according to EU Directives, if the value is over EU threshod (154.014,- €)

  22. Purchasing volumes 2003, TOP 8 Areas, Totally 29,8 Million Euros

  23. Our organisation for purchases

  24. Procurement – 7 persons directly and the rest at 5 districts / laboratory

  25. Purchasing process 1.VISION The principles and goals of the organisation and its PP sector • Market analysis • Planning of the purchase • Chosing the right method for the purchase • Drafting the Invitation to tender • Planning the award criteria • Sending procurement notice and / or invitation to tender • Receival of the tenders • Qualification of the tenderer, tender form and the contents of the tender • Evaluating the tenders • Decision making • Informing • Remedies • Contract and/or order • Monitoring the contract and delivery • 5. Document management A. N. B. M. L. C. 4. Purchase process K. D. J. E. 5. I. F. G. H. 2. Steering and monitoring 3. Development

  26. One practical thing • Because the tendering process takes so long time, e.g. 52 days for the cases, where the value goes over the threshold mentioned at EU Directive, so it is really important to have technical experts and knowledge of the products inside the office in order to save time ! • Often purchasing person starts to look for the possible suppliers, to whom the invitation for tenders could be sent and then we are losing lots of time and the quality of tenders could be poor because of missing technical criterias.

  27. Hansel Ltd. – Public Procurement Company • Founded at 1941, non-profit making company • C. 60 employees • Serving all governmental offices, but not counties/cities • The estimated purchase volume for government 4,5 billion Euros, of which Hansel Ltd. tries to get as big part as possible (nowadays close to 10 %) • 8 service portfolios making the contracts • Vehicles • Consumables and investment products

  28. Hansel Ltd. continues • ICT HW & SW • Travel management • Fuel and energy • Financing services • Office products • Facility management • Hansel Ltd. is nowadays more important partner for us so that we can concrete to our core procurement areas and utilise their contracts as much as possible

  29. Purchasing developments projects • Ministry of Finance has launched 4 governmental wide purchasing development projects on 8.10.2004 • National Board of Customs is participating in 3 projects • The projects are: • To organise and steer better the purchases • Strengthening the co-operation in the field of procurement • Better materialising of service type of purchases • Effectiviness of purchasing process and the usage of IT

  30. Public Procurement at EU countries • A study was made at Helsinki School of Business and Administration on behalf of Hansel Ltd. during summer 2004 • Around 20 of EU countries answered to the questionnaire • Some good www-links for finding best practices: • Belgium: http://forcms.p-o.be/ • Irland: http://www.ope.ie/ and http://www.etenders.gov.ie/ • UK: http://ogcbuyingsolutions.gov.uk/ and http://www.ogc.gov.uk/ and http://www.pasa.nhs.uk/ • Austria: http://www.auftrag.at/ and https://bbg.portal.at/

  31. LABAI DEKUI ! Klausimais ??? Email: jari.forsblom@tulli.fi

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