Tendering in Hungary for Integrated Emergency System. Göndör László EENA Conference Riga April

Transcription

1 Tendering in Hungary for Integrated Emergency System. Göndör László EENA Conference Riga April

2 Agenda 112 project brief Basic considerations About Hungarian tendering Setup tenders Selection criteria Evaluation method Tender documentation Tender process Organization Analysis Decision making Lessons learned

3 Where are we? how Emergency Services are operating today Mobile 112 (107) County headquarters (County level) Local headquarters (Town level) Landline 104

4 Where are we going? how they will work after these projects Scope of 112 Project Landline and mobile or or 104, 105, 107, 112 or

5 Basic considerations One big tender Pros Full responsibility passed to vendor Coherent detailed IT plan Cons Very long preparatory work High risk mitigation cost Lots of tenders (selected) Pros Lower cost (extra risk mitigation not paid, decreasing IT market prices) Faster start to build Cons Very high responsibility on project team Needs high professionals to prepare tender documentation

6 About Hungarian tendering in 112 project (1) Most critical tenders of 25 Building call centers Call centers ICT with access control system Network equipment and LAN building (CC & DC) Aggregators and UPSs Servers and backup system (DC) Surveillance camera integration (DC) Furniture (CC & DC) Mobile equipment and application (Vehicle and handheld) Workstations (CC & DC) Projection (CC & DC) Central GIS service Quality assurance Public communication Development tools and licenses

7 About Hungarian tendering in 112 project (2) Used method for tenders Two round negotiation based tenders (Call Centers CTI) Open (one stage) tenders (e.g. Central GIS service, projection, etc.) Call off from centrally signed contract with price competition rebooting (workstations, networking, etc.) Small procurement based on invitation (communication elements, etc.)

8 Setup tenders (1) Selection criteria Shouldn t be restrictive (too few participants) Shouldn t be permissive (too many kamikazes) Market research about potential tenderers Evaluation method Should be objective (apple and pear) Should be exact (public scoring system) Test scoring by what if scenarios

9 Setup tenders (2) Tender documentation Should be descriptive (tell enough, but not more) Exact definition of requirements (yes, no, how much etc.) Force completeness Structure documentation Functional requirements Non-functional requirements General requirements Deliverables Services Documentation Licenses Equipment Describe how to present proposals Using figures and tables Prepare contract

10 Tender process Organization Technical preparatory team Legal preparatory team Procurement expert(s) Evaluation team (professionals) Jury head by decision maker Evaluation Make official copies of proposals electronically and attach all issued tender documentation Distribute electronic copy between evaluation team members Prepare scoring table and include instructions and hints for evaluators Evaluate separately and collect individual scores into global evaluation table Request to present incomplete parts Re-evaluate after presented parts Be prepared for attacks on procurement process Decison making Prepare evaluation team recommendation with open questions, risk analysis Jury should consider evaluation team recommendation

11 Lessons learned Time pressure Tender preparation is a project Feel the heartbeat of preparation Change management Requirements are changing, because Tenderers influence Global implications Management effects Use configuration management technics Market research Be opened for vendors idea Organize conference Evaluation dilemmas Impossible to totally avoid potential debates Inverse relationship between minimize potential debates and preparation time In case of high value tenders there is no fair evaluation method And many many more..

12 Thank you for your attention! László Göndör Project manager Governmental IT Development Agency Hungary Tel.: