Public Sector ICT Procurement

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Br

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European Seminar

Public Sector ICT Procurement

4

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_{- 5}

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_{March 2013, Berlin}

Learn ho

w to successfull

y handle

procurements of ICT solutions in

your pub

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Who is this seminar for?

All public sector administrations

on national, regional and local

level planning ICT projects and

the procurement of ICT solutions,

especially Directors, Heads of Units,

Specialists, Project Managers, ICT

Category Managers, Lawyers and

other members of staff from the

following departments:

• Procurement or Purchasing

Department

• IT Department

• Communication Department

• Legal Department

Providers of ICT solutions for the

public sector

Lawyers and consultants in the field

of public procurement, especially

dealing with ICT procurements

EUROPEAN SEMINAR

Public Sector ICT Procurement

Do not lock your institution into a bad ICT solution

The handling of procurement and tendering processes of ICT solutions is

particularly important in these times of informatisation and the building of efficient

e-government systems; especially where the effective operation of IT infrastructure

as well as the management of public finances are concerned. Public procurement

of ICT solutions is associated with high risks and many public authorities face

immense problems handling procurements of ICT services. But why does public

procurement in this field have such a long history of failure in European countries?

IT services are a particularly complex, innovative and cost-intensive field.

Therefore, procurement of ICT services makes very specific and high demands

on all departments of public sector administrations involved in the management

of the procurement process as well as the tenderers. Public servants involved

in the procurement of ICT solutions need to have certainty on the use of public

procurement rules and they need to be familiar with technological issues of ICT

solutions as well. If the tendering process is handled with insufficient care, public

authorities can easily find themselves locked into particular IT solutions for a long

time and not be able to work efficiently.

Handle ICT procurements successfully and ensure that you receive

best value for money

Mistakes in the procurement of ICT services can be avoided and risks reduced.

Regardless what service is procured – an e-governance platform, complicated

software or hardware – the tender specification must cope with the high complexity

of desired solutions and public procurement rules. Public authorities have to

analyse their particular needs and to draft sufficiently flexible tender specifications.

A diligent process preparation and management as well as resulting complete and

adequate contractual arrangements are key elements for an efficient procurement

leading the public authority to receiving the best value for money for their ICT

procurements.

“Very informative and relevant to my line of duties.”

Ferdinand Zammit, ICT Contracts & Services Officer,

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Your benefits

• Handle your ICT procurements

smoothly by learning how to design

tender specifications and contracts

for ICT solutions

• Profit from workshop sessions and

practical examples

• Avoid typical risks of procurements

of ICT solutions

• Receive a thorough overview on

the European legislation and ECJ

rulings applying to ICT

procurements – Understand how it

affects your work

• Be prepared for the EU public

procurement rules modernisation

• Learn how to use standards when

procuring hardware, software and

IT services

• Consult your individual questions

and problems with our experts –

Receive practical advice and real

solutions for your ICT projects

• Network and exchange experiences

with our experts and colleagues

from all across Europe.

What will you learn at this seminar?

• What are the specific challenges and demands for the public procurement of

ICT solutions?

• Which public procurement rules are binding and will the upcoming

modernisation of EU public procurement rules influence ICT procurements?

• What regulatory aspects play a role in procurement of ICT services?

• How can you assess the demand for ICT solutions?

• What additional contract terms apply to the ICT sector?

• How can a sound project management ensure proper implementation?

• How can standard contracts simplify ICT procurement?

• What are current ECJ rulings in the field of public sector ICT procurement?

• How to deliver ICT with respect to available budget.

• Which standards can be used when procuring ICT solutions?

• How can Cloud Computing Services support public institutions and what are

their implications for public procurement?

• Which lessons can be learned from practical cases in other EU countries?

• How to outsource IT-infrastructure and IT-applications.

“Very relevant content.”

Structural Funds Department, Public Institution Central Project

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LEE PARRY

ICT Lead Officer, Fife Council,

Scotland, United Kingdom

Lee Parry has been the ICT Lead Officer and IT Contracts Manager of Fife Council since 2009.

In this position, he has been responsible for procuring and implementing complex IT change programmes. From 2008 until 2010, Lee Parry held the additional role of Project Lead Telecommunications and Networks Portfolio for Procurement Scotland; a Central Government body which creates national public sector procurement frameworks. He was part of the team responsible for drawing up the Scottish Public Sector Telecommunications Procurement Framework.

Before joining the Public Sector in 2006, he held ICT consultancy and software engineering positions in renowned companies.

PROGRAMME DAY 1

Public Sector ICT Procurement

8.30-9.00

Registration and Hand-out of Seminar Material

9.00-9.05

Opening Remarks from the European Academy for Taxes, Economics & Law

9.05-9.30

Welcome Note from the Chair and Round of

Introductions

Lee Parry, ICT Lead Officer, Fife Council, Scotland,

United Kingdom

9.30-10.15

From Demand Assessment to Drafting

Tender Specifications

• Implementing Enterprise Architecture to support Requirements Management

• The phases of Enterprise Architecture

• The governance structures required to support the journey

Lee Parry, ICT Lead Officer, Fife Council, Scotland,

United Kingdom

10.15-10.30 Discussion Round 10.30-11.00 Coffee Break and Networking Opportunity 11.00-11.45

A Light through the Clouds:

Cloud Computing and Public

Procurement

• Overview of Cloud technologies • Example implementations

• Organisational considerations for the utilisation of clouds • Defining functional and service specifications to ensure effective servicing of cloud contracts

• Managing Cloud contracts

Lee Parry, ICT Lead Officer, Fife Council, Scotland,

United Kingdom

11.45-12.00

Discussion Round

Hot

Topic

“A good combination between theory and practice.”

Georgi Stratiev, Expert, Information and Management Systems of

Workshop

12.00-13.00

How to Produce a Fast Track

ICT Tender

• Identify the key requirements of the tender • Produce an outcome based specification

• Discuss the service levels that would be required to support the management of the contract

• Discuss the merits and risks of such an approach

Drawing upon the previous session participants will learn how to produce a fast track tender.

• Plus: Overview on documentation for drafting a tender for the Official Journal of the EU (OJEU)

Lee Parry, ICT Lead Officer, Fife Council, Scotland,

United Kingdom

James Odrowaz de Lorenzzi, National Commercial

Coordinator, Association of Chief Police Officers,

United Kingdom

13.00-13.15 Discussion Round 13.15-14.30 Lunch Break and Networking Opportunity 14.30-15.15

ICT Procurements in the Context of ECJ

Rulings and National Practices

• Applicable laws & regulations for ICT procurement • Selected ECJ and national case law in the field of ICT procurement: Current trends and possible developments for - Requirements related to tenderers

- Technical specifications

- Appropriate contract award criteria

- Issues related to the conduct of the procurement process • EU reform on public procurement law and its impact on procuring authorities

Dr. Friederike Krelaus, LL.M., Lawyer and Partner,

Waldeck Rechtsanwälte Partnerschaftsgesellschaft,

Germany

15.15-15.30 Discussion Round 15.30 -16.00 Coffee Break and Networking Opportunity 16.00-17.00

Standard Contracts for ICT Procurement

• Standard contracts as a means to simplify ICT procurement • Pros and cons of standard contracts

• Different Member States’ approaches to standard contracts

Dr. Friederike Krelaus, LL.M., Lawyer and Partner,

Waldeck Rechtsanwälte Partnerschaftsgesellschaft,

Germany

17.00-17.30

Final Discussion Round

17.30

End of Day One

DR. FRIEDERIKE KRELAUS,

LL.M.

Lawyer and Partner,

Waldeck Rechtsanwälte

Partnerschaftsgesellschaft,

Germany

Dr. Friederike Krelaus, LL.M., is a lawyer and partner with the law firm Waldeck Rechtsanwälte in Frankfurt am Main, Germany. After working with a leading international law firm in Frankfurt am Main and pursuing graduate studies at the University of Michigan, Ann Arbor, she joined Waldeck Rechtsanwälte in 2005 and has been a partner of the law firm since 2007. Dr. Friederike Krelaus specialises in advising clients in big IT projects with a special focus on IT procurements. In 2011, the law firm Waldeck Rechtsanwälte received the British ACQ Magazine’s award for best German “Public Procurement Law Firm of the Year 2011” for the third time.

JAMES ODROWAZ DE

LORENZZI

National Commercial Coordinator,

Association of Chief Police

Officers, United Kingdom

James Odrowaz de Lorenzzi has been a procurement adviser for over 20 years and worked in procurement for 30 years. He has been covering the Secure Technology area for over four years for the Metropolitan Police Services and the Association of Chief Police Officers (Terrorism and Allied Matters). He has also worked on significant national IT projects for the Cabinet Office, on the UK government ID card project. Moreover, he was in charge of setting up procurement policy and suites of template documents for the UK Identity and Passport Service. James was the architect of wide ranging changes in temporary staff hire, general procurement processes and procedures implemented by the IPS. Before working in the public sector, James held positions as European procurement and contracts manager in the world of finance for numerous renowned institutions, as well as working in logistics for the US Forces in Munich, Germany in the 1970s.

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Workshop

11.00-13.00

Outsourcing of IT-Infrastructure and

IT-Applications

9.00-9.15

Welcome Note from the Chair and Brief

Review of Day One

Lee Parry, ICT Lead Officer, Fife Council, Scotland,

United Kingdom

09.15-10.15

Contract Design

• Form of contract (General/Call-off or Framework) • Main and most important clauses • IPR and copy right • Warranties and support service • Lifecycle and term • The importance and schedules

James Odrowaz de Lorenzzi, National Commercial

Coordinator, Association of Chief Police Officers,

United Kingdom

10.15 -10.30 Discussion Round 10.30 -11.00 Coffee Break and Networking Opportunity • Preparation of an IT infrastructure or IT application for outsourcing by public procurement

• Planning the outsourcing project: Design, structure, milestones, budget planning • Definition of realistic outsourcing objectives • Planning and implementing a win-win-situation • Negotiation procedures including a possible redefinition of the objectives • Structure and components of draft contracts, fair negotiation procedures, evaluation of the bidders’ offers during the negotiation process • Securing the entrepreneurial autonomy of the bidders • Dealing with deficiencies on both sides • Technology refreshment • Termination of contracts and reallocation

Including an interactive role-play on the basis of a real life example.

Georg E. Schäfer, Head of Department of IT

Technology – Strategic Planning and Co-ordination,

Ministry of the Interior of Baden-Württemberg,

Germany

13.00-13.15 Discussion Round 13.15-14.30 Lunch Break and Networking Opportunity 14.30-15.15

From Definition to Delivery:

Successful Project Management

• Project management principles • Scope and stakeholder management

• Implementing flexible governance arrangements • Effective methods to support scrutiny and oversight

Lee Parry, ICT Lead Officer, Fife Council, Scotland,

United Kingdom

15.15-15.45

Final Discussion Round

15.45

End of Seminar and Hand-out of Certificates

PROGRAMME DAY 2

Public Sector ICT Procurement

GEORG E. SCHÄFER

Head of Department of IT

Technology – Strategic

planning and Co-ordination,

Ministry of the Interior of

Baden-Württemberg, Germany

In 1988, Georg E. Schäfer became Head of the IT Co-ordination Team of the state administration of Baden-Württemberg. Since 2003, he has been acting as Head of the division “IT Technology – Strategic Planning and Co-ordination” of the Ministry of the Interior of Baden-Württemberg. This department organised and co-ordinated the prominent administrational state reform of 2005 in Baden-Württemberg. Georg E. Schäfer entered public service in 1981 after seven years in industry. During the first three years he was responsible for data privacy in the public sector. He then became Head of the Development of IT for local government in Baden-Württemberg and later Deputy Head of a research unit of clinical research and documentation. Georg Schäfer is member of the administrative council of the Datenzentrale Baden-Württemberg, which is an IT service company for the local authorities of Baden-Württemberg. He is responsible for the co-ordination of IT with the European Union, the federal government of Germany and the other states in Germany as well as with the local government of Baden-Württemberg. Georg Schäfer is the author of four books.

Inc

luding

Practical

Examples

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BOOKING

Fax: +49 (0)30 80 20 80 250 E-mail: [email protected] Phone: +49 (0)30 80 20 80 230 For online booking please visit our website: www.euroacad.eu

Date of Event

4th _{- 5}th _{March 2013}

Booking Number

S-546

Event Language

The event language will be English.

Event Price

for Public Sector

1389,- Euro, excl. German VAT (19%)

for Private Companies

1589,- Euro, excl. German VAT (19%) The above price covers the following: • Admission to the seminar • Hand-out documents (in print and digital version) • Seminar certificate, if seminar fully attended • Soft drinks and coffee/tea on both event days • Lunch on both event days

Booking Modalities

It is recommended to book soon as seats are limited. For organisational matters, we kindly ask you to complete the booking form in capital letters.

Contact

European Academy for Taxes, Economics & Law Hausvogteiplatz 13, 10117 Berlin, Germany Phone: +49 (0)30 80 20 80 230 Fax: +49 (0)30 80 20 80 250 E-mail: [email protected] Internet: www.euroacad.eu

Your contact persons for the programme:

Regina Lüning, M. Sc. econ. Head of Marketing and Sales Phone: +49 (0)30 80 20 80 246 Fax: +49 (0)30 80 20 80 259 E-mail: [email protected] Carolin Schmidt Junior Conference Manager Phone: +49 (0) 30 80 20 80 212 Fax: +49 (0) 30 80 20 80 259 E-mail: [email protected] (Programme is subject to alterations)

Event Location

Ellington Hotel Berlin Nürnberger Straße 50-55 10789 Berlin, Germany Phone: +49 (0)30 68 31 52 301 Fax: +49 (0)30 68 31 55 555 E-mail: [email protected] Internet: www.ellington-hotel.com Please contact the hotel directly and refer to the “European Academy for Taxes, Economics & Law” in order to benefit from a limited room contingent at a special price. Please book as soon as possible. Of course you can always look for an alternative hotel accommodation.

ORGANISATIONAL MATTERS

Public Sector ICT Procurement

8

BOOKING

BOOKING NUMBER

:

S-546 (DM)

4

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_{– 5}

th

_{MARCH 2013, BERLIN}

European Academy for Taxes, Economics & Law Brauner Klingenberg GmbH Hausvogteiplatz 13 10117 Berlin / Germany Phone.: +49 (0)30 802080-230 Fax: +49 (0)30 802080-250 E-mail: [email protected] www.euroacad.eu

Please note, you can register as many delegates as you wish (except, the seminar is fully booked). You only need to copy this formular for as many persons you wish. NOTE Phone Fax E-mail

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