Federica Esposito Consip S.p.A- Customer Relationship Management

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1 DPS Dynamic Purchasing System Federica Esposito Consip S.p.A- Customer Relationship Management

2 DPS - DYNAMIC PURCHASING SYSTEM Regulatory framework Definition of Dynamic Purchasing System: Art. 1.6 EU Directive 18/2014 is a completely electronic process for making commonly used purchases, the characteristics of which, as generally available on the market, meet the requirements of the contracting authority, which is limited in duration and open throughout its validity to any economic operator which satisfies the selection criteria and has submitted an indicative tender that complies with the specification

3 DPS - DYNAMIC PURCHASING SYSTEM European regulatory framework art EU Directive 18/2004 in order to set up a dynamic purchasing system, contracting authorities shall follow the rules of the open procedure in all its phases up to the award of the contracts to be concluded under this system dynamic purchasing system may not exceed four years with a view to setting up the system and to the award of contracts under that system, contracting authorities shall use solely electronic means all the tenderers satisfying the selection criteria and having submitted an indicative tender which complies with the specification shall be admitted to the system indicative tenders may be improved at any time provided that they continue to comply with the specification contracting authorities shall give any economic operator, during the entire period of the dynamic purchasing system, the possibility of being admitted to the system

4 DPS - DYNAMIC PURCHASING SYSTEM European regulatory framework art EU Directive 18/2004 contracting authorities that set up the system, shall complete evaluation within a maximum of 15 days from the date of submission of the admission procedure. However, they may extend the evaluation period provided that no invitation to tender is issued in the meantime the contracting authority shall inform the economic operator at the earliest possible opportunity of its admittance to the dynamic purchasing system or of the rejection contracting authorities may not proceed with tendering until they have completed evaluation of all the indicative tenders received by that deadline no charges may be billed to the interested economic operators or to parties to the system

5 DPS - DYNAMIC PURCHASING SYSTEM European regulatory framework art EU Directive 18/2004 each specific contract must be the subject of an invitation to tender. Before issuing the invitation to tender, contracting authorities shall publish a simplified contract notice inviting all interested economic operators to submit the admission request to DPS the time limit specified in the simplified notice in order to accept new admission requests has not be less than 15 days from the date on which the simplified notice was sent contracting authorities shall invite all tenderers admitted to the system to submit a tender for each specific contract to be awarded under the system. To that end they shall set a time limit for the submission of tenders. they shall award the contract to the tenderer which submitted the best tender on the basis of the award criteria set out in the contract notice. Those criteria may, if appropriate, be formulated more precisely in the invitation phase

6 DPS - DYNAMIC PURCHASING SYSTEM Italian regulatory framework The Italian law framework completely implemented the text of Directive 18/2004 in the Regolamento di esecuzione ed attuazione del Codice dei contratti pubblici relativi a lavori, servizi e forniture - Regulations for the execution and implementation of the Code of public contracts for works, services and supplies. Particulary, the Italian framework defines: each Contracting Authorities can implement a Dynamic Purchasing System Consip is allowed to set up a DPS available to all Public Administrations Consip has set up the following DPS: SDAPA Farmaci: medical products SDAPA ICT: hardware and software and ICT services SDAPA Antisettici e disinfettanti: antiseptic and disinfectant products SDAPA Derrate: food products and disposable materials for catering services SDAPA ausili tecnici per persone disabili: assistive products for people with disability

7 DPS - DYNAMIC PURCHASING SYSTEM DPS set up by Consip The DPS is a two-phase-process. The duration and characteristics are set up in the institution phase Single product category PHASE 1 Process PHASE 2 DSP creation simplified contract notice simplified contract notice simplified contract notice Simplified contract notice Consip 1 DPS definition and activation 3 applications and renewal management and 2 nd phase setting up Contracting Authority 4 simplified contract notice creation / publication 6 simplified call contract award Economic Operators 2 application to the DPS 5 tender formulation and submission

8 DPS - DYNAMIC PURCHASING SYSTEM DPS set up by Consip First phase-in order to set up a DPS, Consip: set up the e-procurement system: in the context of a Dynamic Purchasing System all activities, phases and communications have only be made with electronic means publish the Institutive DPS notice and the procurement documents indicating: products and services that can be purchased value estimation: the estimated total amount award by the CA duration: cannot exceed 4 years rules and requirements through which the parties involved (i.e. contracting authorities, tenderers,.. ) can act selection criteria that economic operators have to respect in order to be admitted into the system indicative tender the electronic equipment used and the technical connection arrangements and specifications offer unrestricted and full direct access, as long as the system is valid, to the procurement documents

9 DPS - DYNAMIC PURCHASING SYSTEM DPS set up by Consip First phase - economic operators qualification process After publishing the Institutive DPS notice: economic operators can request the admission to the DPS: all the economic operators satisfying the selection criteria and having submitted admission procedure shall be admitted to the system the the number of candidates to be admitted to the system shall not be limited suppliers can request admission during the whole validation period of the DPS During the period of validity of the DPS any economic operators admitted have to submit a renewed and updated self-declaration on the fulfilment of criteria for qualification (every six months) Consip handles application requests in order to evaluate if the economic operators are compliant with the selection criteria Consip has to finalise its assessment within15 working days following their receipt Each economic operator admitted is automatically invited to any simplified contract notice

10 DPS - DYNAMIC PURCHASING SYSTEM DPS set up by Consip Second phase- award a specific procure Contracting Authorities in order to award a specific procure, have to follow a procedure articulated in two phases: 1) publish their own simplified contract notice 2) open the competition inviting any economic operator admitted In the simplified call and in the procurement documents, CAs shall indicate: evaluation criteria (technical and economical) number of lots and specifications using the set of characteristics defined by Consip in the first phase timing, including the request admission deadline for economic operators that want to play a role in the simplified call contractual terms and conditions In order to take part in a specific procurement procedure, the economic operators not yet admitted to the system, should submit the admission request to DPS within the deadline set out in the simplified call

11 DPS - DYNAMIC PURCHASING SYSTEM DPS set up by Consip Second phase- award a specific procure Consip evaluates the new requests and when its assessment is concluded the CA can open the negotiation phase. no specific procurement is launched as long as all the requests have not been examined Contracting Authorities open competition inviting all admitted participants to submit a tender: contracting authority cannot limit the number of suitable candidates to be invited to participate in the procedure all the economic operators admitted to the system within the deadline stated in the simplified call are invited Economic operators submit their offer through the system. Tenders are presented in the form of an electronic catalogue Contracting Authorities award specific contract using e-procurement system functionalities (i.e. report on best tenders,..)

12 Consip DPS on Pharmaceutical Products On October 2011 Consip published the Institutive call notice, that defined: product category as pharmaceutical products (medicines, infusion solutions, blood products, vaccines..) Consip provides support to the single CA by setting up: product characteristics-medical products are defined using 4 characteristics: ATC codes (Anatomical Therapeutic Chemical classification system) active ingredients form dosage negotiation model based on the lowest price award criteria standard documentations (procurement documentation) in order to facilitate CAs to publish and manage the specific procedure

13 Consip DPS on Pharmaceutical Products Through the DPS on pharmaceutical products: Key numbers have been published 18 Simplified contract notice 1000 active ingredients were negotiated corresponding, in value, at million. The economic operators admitted to pharmaceutical DPS are 190 The process, carried out on the electronic platform, has assured a considerable saving of time for Contracting Authority, particularly during the adjudication phase: the electronic platform produces automatically the ranking of the best tenders and validate the offers (with reference at the economics rules)