Extensive procurement suite

EU-Supply’s Complete Tender Management (CTM) is a comprehensive tool that allows tenders to be created, distributed and evaluated without the need to create and manage paper documents. CTM makes the tendering process easier for both buyers and suppliers and covers the entire process including the contract management phase. Tender Management is used by government organizations and general contractors in order to improve the efficiency of the tendering process. For those who respond to tenders, for example general contractors, sub-contractors and trades people, tender management simplifies and speeds up the process of formulating tender responses. You can add all of the necessary drawings, specifications, schedules, tender documents and other attachments to the Request for Tender you issue or receive. Buyers have access to a rich database of their chosen suppliers when issuing a Request for Tender. If appropriate, you can search for potential new suppliers, complete with pre-qualification details, from the supplier database. Suppliers are able to present information to initiating organizations at the time and place that purchasing decisions are made. Complete Tender Management offers you the following advantages:

  • Saves time and money compared with traditional methods.
  • Improves the control of exchange and management of information.
  • Improves accuracy throughout the tendering, quotation and contract process.
  • Reduces time wasted on low value administration (faxes, phone, travelling)
  • Increases traceability
  • Web-based for easy access to information and work – anytime, anywhere

Makes life easier for your suppliers (both local and far away)

CTM is a “best of breed” eSourcing platform to manage the end-to-end process for tender management and contract management. CTM is a proven platform available as a fully hosted “Software as a Service”. It only requires that users have a browser and internet connection. CTM is also available for hosting on a dedicated environment if so required. CTM is configurable to comply with organizational procedures (below threshold), national procurement law as well as EU Directives (above OJEU thresholds). CTM offers an integrated, seamless end-to-end process for tender management available in a modular format:

Modules Overview of functional support
Entity Management (EM) Supplier setup, system administration, organizational hierarchies/group structures, flexible legal entity-economic operator alignments for individual tender responses, supplier vetting and approvals, light registration, full registration, vendor profiles and access controls.
Tender Management (TM) eTenders, incl. procurement planning, resourcing, specification, tender invitation or publication (including to any national portals and OJEU), qualifications, evaluations, award, supplier response support, questionnaire libraries, notices and integration with eTenders. CTM includes the creation of the initial tender, publication on OJEU and national procurement sites, online supplier submissions, management of supplier responses including clarifications and updates, qualifications and structured evaluations based on Most Economically Advantageous Tender (MEAT) analysis or best price criteria, and award.
Auction Management (AM) Management of e-auctions, including both best price and with non-price criteria, both forward auctions for sale of excess inventory/surplus and normal reverse auctions of multiple types.
Contract Management (CM) e-Contracts, incl. creation of contracts, import of contracts, performance evaluations, management for suppliers, KPIs, sub-contracts, amendments, linking to SAP and other systems, management of multiple framework contracts, further competitions and call-offs.
Dynamic Reporting (DR) Data Warehousing for CTM, dynamic reporting using SSRS with maintained role and security model, interfaces allowing plug-and-play building of own reports using Report Builder.
Contract Life Cycle Planning Procurement and contract life cycle planning allows authorities and purchasing organizations to set up their own milestones and associated lead time templates to automatically project forward completion dates, calculate milestones from specified target completion dates, determine roles, allow reporting of actual plans. All actual plans are automatically updated from events in the other modules used. There are interfaces to import plans from other tools, e.g. import of Shopping Carts from SAP SRM.
Spend Aggregation Ability to structure and aggregate demand across organizations (in hierarchies) ahead of joint competitive tendering for similar goods, services and works. There are also options to allow departments and users to configure alternatives within the shared scope (like configuring and ordering computers on many web sites) and then allow authorities, groups and Central Purchasing Organizations (CPOs) to aggregate demand.

Configurable online

CTM is probably the most flexible solution for tender and contract management globally. It is designed to be configurable online to each organization‘s procurement policies and procedures.

Templates can be inherited from libraries of good practice configurations down to the desired group or organization and then configured to the specific requirements of that group or organization. Modules can be switched on and off directly online at an organizational level, unit level and even procedural level. This enables a high degree of adaptation to a wide range of procurement strategies and policies. The solution may be configured for particular ease of use for low value procedures and smaller organizations and with a few admin-clicks with more elaborate functionality for more complex procedures and bigger organizations. Even semantics and terminology can be adapted (e.g. RFQ, RFT, RFP and ITT may all be used for any standard procedures in different organizations).

A “hierarchical model” also allows CTM to be configured top down on central level, sector level, and then inherited through a hierarchy by linking and/or copying, and any procedures and other configurations may then be changed for each individual organizational unit if additional flexibility is desired. On a single platform instance it is hence possible to set up a “central” level configuration for a single Member State or multiple Member States, “operator” level configurations below this level, e.g. for sectors or groups, and at the lower level enable a high degree of flexibility and many benefits that would not be possible on “one type fit all” type solutions:

  • Sharing of best practices, procedures, libraries of typical requirements per category on the buyer side (which can be selected by the customers at no or limited cost, not set by a fixed solution or change procedures with extra costs).
  • Intelligent support for economic operators/bidders who for example will see pre-population of responses from one tender response to another.
  • Flexible collaboration across different sets of organizations, while at the same time supporting each organizational unique needs and security in other tenders of their own.
  • Choice whether to have more functionality, with any internal procedures, integrations or whether to mainly ensure ease of use with a minimum set of functions required.

Value added services

EU-Supply provides additional value through a wide ranges of services, e.g.

  • Workshops to best configure CTM to meet requirements of the organization or organizations/sector
  • Change management, training
  • Auction event management
  • Enhancements and integrations (e.g. with post-award and ERP solutions)
  • Configuration of reports, spend analysis
  • General procurement services (e.g. through partners)
  • Some partners also establish framework agreements with the help of EU-Supply
  • Free initial level legal advice also provided by law firms in some Member States.

For any further details, please contact EU-supply.

Security

EU-Supply Information Security Management System is compliant with ISO 27 001, and accredited to HMG IA IMPACT LEVEL 3:

  • ISO 27 001 certified for all business processes. All support and hosting staff with any access are included in the security scope.
  • Risk Assessment and Risk Management for Risk Profile agreed with HM Treasury security accreditors in accordance with HMG IA standards and aligned to requirements specific to eTendering system and services with significant aggregation of information.
  • All EU-Supply Support Staff vetted in full compliance with HMG Baseline Personnel Security Standard and CNIP Screening Guidelines. Additional screening applied to staff with access to information assets. No access provided to any third party.
  • Annual penetration tests (OWASP and more) by independent accredited parties.
  • Backups made “continuously” through live feed and data stored in a remote DR hosting Centre (also these assets accessible by EUS only).
  • Information Security Forum (ISF) meetings and improvements on a monthly basis.

Used and Compliant across EU/ECC

CTM is used in various configurations by more than 6,500 authorities within Europe. The five main platforms handle more than 50,000 tenders each year. More than 250,000 full tenders have been handled (from planning through contract) since 1999. The CTM platform allows authorities to manage tenders in full compliance with EU Directives and national legislations.

The platform meets all EU requirements for electronic procurement solutions, as well as all national and European standards in the field: PEPPOL on-line validation of digital signatures, e-catalogues, CEN / BII, etc. CTM has been independently audited to be compliant with EU directives 2004/17/EC and 2004/18/EC.

CTM's is a “National System“ through competed central government licenses and via national framework agreements in four countries; the UK, Lithuania, Norway and Ireland; and it is used extensively also in other EU Member States, e.g. Denmark, France, Sweden, Portugal, Netherlands, Spain and others.

Future compliance

EU-Supply ensures that CTM will be compliant with future EU directive changes. CTM can be readily configured to any National Procurement Laws for both above and below thresholds. The system can use any classification system and the CPV code structure is built in. The company's CEO, Thomas Beergrehn is also appointed by the European Commission to the eTendering Expert Group responsible for developing recommendations for more efficient and effective procurement, including Information Security of tendering platforms and services within the EU.

The CTM platform is already proven to meet a large number of EU Member States’ requirements for electronic procurement solution, as well as relevant international standards in the field, e.g. full compliance with current and new EU directives, national legislations, and it is “future proven” to standards piloted in PEPPOL e.g. for on-line validation of digital certificates and transfers of e-catalogs between pre-award and post-award. Requirements in new member states are typically met by rapid online configuration directly through administrative interfaces online, without any need for any bespoke software development. Allowing changes by online configuration means that customers can adapt the solution to better meet their requirements, and, at the same time, all customers get the latest releases and improvements funded by all our business operations, thus avoiding all residual risks otherwise present in any bespoke code line.

ESPD

Background

Public procurement requires extensive paperwork from both buyers and suppliers. The administrative burden is even greater when businesses participate in a tender across borders. This is because national procurement systems and registers are not sufficiently integrated and usually do not share and reuse data. To address this, the European Commission has put in place several initiatives to simplify procurement procedures.
http://ec.europa.eu/growth/single-market/public-procurement/e-procurement/espd/

According to the new public procurement directives, the European Single Procurement Document (ESPD) shall be provided exclusively in electronic form*

* However, to allow for the transition to the obligatory use of electronic means of communication in the EU, both electronic and paper versions of the ESPD may exist until 18 April 2018.

What is ESPD

The European Single Procurement Document (ESPD) is a self-declaration form used in public procurement procedures by public buyers and businesses in the EU. Before the introduction of the ESPD, companies were required to submit various documents to prove that they fulfil the exclusion and selection criteria of a tender, for example have paid taxes and have not been convicted of criminal activity. Now, companies are able to meet these obligations with a single ESPD self-declaration form. The actual documents will only have to be provided by the winner of the tender.

Why ESPD

  • Contributing to the definition of interoperability standards and developing public procurement vocabularies and code lists
  • Providing a set of reusable open source solutions and services for e-procurement
  • Reducing the administrative burden and simplifying procedures for buyers and suppliers to encourage cross-border public procurement
  • Creating an ontology to illustrate the data relations within public procurement
  • Ensuring access to and reuse of public procurement data
  • Supporting interoperability initiatives like OpenPeppol

What are the benefits

For EU institutions and Member States

  • Contribution to the Digital Single Market in Europe
  • Enhanced interoperability of data, optimal reuse of data and increased data quality
  • More efficient public procurement procedures
  • Reduced investment in public procurement
For businesses
  • Simplification of administrative procedures and reduced paperwork in public procurement
  • Application of the once-only principle, meaning that public agencies will ask only once for the data they need from citizens and businesses and then share them
  • Simple searching for bidding opportunities
  • Easier to do business across borders
  • Increased transparency thanks to simplified access to procurement data and its reuse