1. www.pwc.com
e-Procurement Golden
Book of Good Practice
20 March 2013
Kelly Liljemo
kelly.liljemo@pwc.be

2. e-Procurement Golden
Book of Good Practice
PwC 2

3. What is the EC doing to promote e-Procurement?
Legislation modernisation proposal
Flanking measures
Spreading good practices
Measuring
Supporting implementation
Leading by example
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4. Where does the Golden Book fit in the puzzle?
Legislation modernisation proposal
Flanking measures
e-Procurement
Spreading good practices Golden Book
of Good Practice
Measuring
Supporting implementation
Leading by example
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5. How did we identify the good practices of the
Golden Book?
Task 1. Scoping Task 2. Analysis Task 3. Reporting
Identification of In-depth review of 28 e-Procurement
20 to 30 platforms Golden Book of
platforms to be Good Practices
assessed and Test cases and Interviews
Areas to be What did we observe in platforms? Findings Practices
assessed
End-user survey
What do the users value and how well do the
platforms meet their expectations?
JAN. FEB. MAR. APR. MAY JUN. JUL. AUG. SEP. OCT. NOV. DEC. JAN.
2013
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6. We have tested 28 e-Procurement platforms in 18
countries
SE
FI
NO
EE
DK
LT
IE
UK
DE
28
BE
SK
FR AU
IT
ES
PT
MT
CY Tested platforms
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7. We have listened to the voice of the platform users...
We have surveyed 936 platform users from 25 different countries.
A majority of the respondents are SMEs
Small enterprise 335
Public Administration 91
Micro enterprise 173
Private Company 804
Medium enterprise 187
Non-Profit Organisation 13
e-Procurement platform 13 Large enterprise 109
936
Educational Institution 15
Surveyed users
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8. ...and they have confirmed our findings
Platforms are not aligned with users’ expectations
(1) Valued functionality not implemented (well) by the platforms
e.g. Interface, search results.
(2) Implemented functionality not valued by users
e.g. Security.
3.5
value
implementation
3
(1) (1) (1)
(1) (1)
(1) (1)
2.5 (1) (1) (1) (1) (2)
(2)
2
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9. The e-Procurement Golden
Book of Good Practice
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10. The e-Procurement Golden Book includes
24 practices to help implementing or
improving e-Procurement platforms
24 1
23 2
22 3
21 4
20 5
19 The 6
e-Procurement
18 Golden Book 7
17 8
16 9
15 10
14 11
13 12
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11. These practices were rated against the business
objectives defined by eTEG
Improves SME accessibility
Ensure legal certainty and confidence
Facilitates cross-border bidding
Improves transparency and accountability
Improves usability and efficiency
Facilitates change management
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12. Some examples of good practices
Practice 24.
Platforms use standard
specifications to structure their
data and to promote Practice 2.
interoperability Economic operators and
contracting authorities benefit from
affordable training plans
Practice 21. The
Platforms clearly indicate e-Procurement Practice 5.
all costs related to the use Golden Book Economic operators can register on
of the platform the platform without having to
provide country-specific
information
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13. e-Procurement Golden My account | Site map | Help | Contact | Log in
About us
Book of Good Practice
Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform
21. Platforms clearly indicate all costs related to the use of the platform
Summary Rating 3,8
Enhance accessibility for SMEs Why?
Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why?
to the use of the platform in a freely accessible webpage or document.
Facilitate cross-border tendering Why?
This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why?
identify upfront all the costs linked to the use of the platform.
Improve usability & efficiency Why?
Support change management Why?
See anecdote
Do’s Don’ts This practice has been observed in
Give clear information about costs per Don't add timestamps as hidden extra charge
transaction for economic operators 9 countries 18
Minimize the registration costs for Don't add a hidden additional charge per
economic operators, free is preferable additional user of the same organisation 10 platforms 28
accessing the platform
Don't require economic operators to provide Centralised public platform
attestations, certified translations or other Non centralised public platform
documents that may bring costs for them
when registering with the platform Private platform
See more
This practice concerns
e-Notification e-Access e-Submission e-Evaluation e-Awarding

14. e-Procurement Golden My account | Site map | Help | Contact | Log in
About us
Book of Good Practice
Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform
21. Platforms clearly indicate all costs related to the use of the platform
Summary Rating 3,8
Enhance accessibility for SMEs Why?
Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why?
to the use of the platform in a freely accessible webpage or document.
Facilitate cross-border tendering Why?
This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why?
identify upfront all the costs linked to the use of the platform.
Improve usability & efficiency Why?
Support change management Why?
See anecdote
Do’s Don’ts This practice has been observed in
Give clear information about costs per Don't add timestamps as hidden extra charge
transaction for economic operators 9 countries 18
Minimize the registration costs for Don't add a hidden additional charge per
economic operators, free is preferable additional user of the same organisation 10 platforms 28
accessing the platform
Don't require economic operators to provide Centralised public platform
attestations, certified translations or other Non centralised public platform
documents that may bring costs for them
when registering with the platform Private platform
See more
This practice concerns
e-Notification e-Access e-Submission e-Evaluation e-Awarding

15. e-Procurement Golden My account | Site map | Help | Contact | Log in
About us
Book of Good Practice
Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform
21. Platforms clearly indicate all costs related to the use of the platform
Summary Rating 3,8
Enhance accessibility for SMEs Why?
Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why?
to the use of the platform in a freely accessible webpage or document.
Facilitate cross-border tendering Why?
This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why?
identify upfront all the costs linked to the use of the platform.
Improve usability & efficiency Why?
Support change management Why?
See anecdote
Do’s Don’ts This practice has been observed in
Give clear information about costs per Don't add timestamps as hidden extra charge
transaction for economic operators 9 countries 18
Minimize the registration costs for Don't add a hidden additional charge per
economic operators, free is preferable additional user of the same organisation 10 platforms 28
accessing the platform
Don't require economic operators to provide Centralised public platform
attestations, certified translations or other Non centralised public platform
documents that may bring costs for them
when registering with the platform Private platform
See more
This practice concerns
e-Notification e-Access e-Submission e-Evaluation e-Awarding

16. e-Procurement Golden My account | Site map | Help | Contact | Log in
About us
Book of Good Practice
Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform
21. Platforms clearly indicate all costs related to the use of the platform
Summary Rating 3,8
Enhance accessibility for SMEs Why?
Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why?
to the use of the platform in a freely accessible webpage or document.
Facilitate cross-border tendering Why?
This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why?
identify upfront all the costs linked to the use of the platform.
Improve usability & efficiency Why?
Support change management Why?
See anecdote
Do’s Don’ts This practice has been observed in
Give clear information about costs per Don't add timestamps as hidden extra charge
transaction for economic operators 9 countries 18
Minimize the registration costs for close
Don't add a hidden additional charge per
economic operators, free is preferable
This can help in: additional user of the same organisation 10 platforms 28
Promoting transparencyaccessing the platform
& accountability
Don't require economic operators to provide Centralised public platform
attestations, certified translations or other Non centralised public platform
documents that may bring costs for them
when registering with the platform Private platform
See more
This practice concerns
e-Notification e-Access e-Submission e-Evaluation e-Awarding

17. e-Procurement Golden My account | Site map | Help | Contact | Log in
About us
Book of Good Practice
Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform
21. Platforms clearly indicate all costs related to the use of the platform
Summary Rating 3,8
Enhance accessibility for SMEs Why?
Platforms that apply this practice provide an overview of all the costs related
to the use of the platform in a freely accessible webpage or document. > SMEs bid for smaller contracts and are price
sensitive, and so the costs of using the platform can be
significant and uncertainty about those costs may lead a
This way, it is possible for economic operators and contracting authorities to SME to not use the platform.
identify upfront all the costs linked to the use of the platform.
Ensure legal certainty & confidence Why?
See anecdote Facilitate cross-border tendering Why?
Promote transparency & accountability Why?
Do’s Don’ts Improve usability & efficiency Why?
Give clear information about costs per Don't add timestamps as hidden extra charge Support change management Why?
transaction for economic operators
Minimize the registration costs for Don't add a hidden additional charge per
economic operators, free is preferable additional user of the same organisation This practice has been observed in
accessing the platform
Don't require economic operators to provide 9 countries 18
attestations, certified translations or other
documents that may bring costs for them
10 platforms 28
when registering with the platform
See more
This practice concerns Centralised public platform
Non centralised public platform
e-Notification e-Access e-Submission e-Evaluation e-Awarding Private platform

18. e-Procurement Golden My account | Site map | Help | Contact | Log in
About us
Book of Good Practice
Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform
21. Platforms clearly indicate all costs related to the use of the platform
Summary Rating 3,8
Enhance accessibility for SMEs Why?
Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why?
to the use of the platform in a freely accessible webpage or document.
Facilitate cross-border bidding Why?
This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why?
identify upfront all the costs linked to the use of the platform.
Improve usability and efficiency Why?
Support change management Why?
See anecdote
Do’s Don’ts This practice has been observed in
Give clear information about costs per Don't add timestamps as hidden extra charge
transaction for economic operators 9 countries 18
Minimize the registration costs for Don't add a hidden additional charge per
economic operators, free is preferable additional user of the same organisation 10 platforms 28
accessing the platform
Don't require economic operators to provide Centralised public platform
attestations, certified translations or other Non centralised public platform
documents that may bring costs for them
when registering with the platform Private platform
See more
This practice concerns
e-Notification e-Access e-Submission e-Evaluation e-Awarding

19. e-Procurement Golden My account | Site map | Help | Contact | Log in
About us
Book of Good Practice
Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform
21. Platforms clearly indicate all costs related to the use of the platform
Summary Rating 3,8
Enhance accessibility for SMEs Why?
Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why?
to the use of the platform in a freely accessible webpage or document.
Facilitate cross-border bidding Why?
This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why?
identify upfront all the costs linked to the use of the platform.
Improve usability and efficiency Why?
Support change management Why?
See anecdote
What we have found is that some platforms require the purchase of time-
stamps to be able to submit a tender. These time-stamps could only be This practice has been observed in
purchased in bundles of 100 and where valid for only one year, which caused
economic operators to purchase superfluous time-stamps.
9 countries 18
We have also found that some platforms charge extra for urgent
registrations, to send notifications to economic operators or to allow economic
operators to search opportunities. This kind of pricing strategy was often 28
10 platforms
paired with a lack of transparency.
Finally, we have found that some platforms require the purchase of a digital
signature to be able to submit tenders or access tender specifications. Centralised public platform
Moreover, a new digital signature had to be purchased for each additional user
of the same organisation accessing the platform. Information on this additional Non centralised public platform
cost was privided exclusively to registered users. Private platform
Do’s Don’ts
Give clear information about costs per Don't add timestamps as hidden extra charge
transaction for economic operators
Minimize the registration costs for Don't add a hidden additional charge per
economic operators, free is preferable additional user of the same organisation
accessing the platform
Don't require economic operators to provide

20. e-Procurement Golden My account | Site map | Help | Contact | Log in
About us
Book of Good Practice
Home > Catalogue > Economic operators can register on the platform without having to provide country-specific information
5. Economic operators can register on the platform without having to
provide country-specific information
Summary Rating 4
Enhance accessibility for SMEs Why?
Platforms that apply this practice make country specific information optional Ensure legal certainty & confidence Why?
in the registration process. Platforms also simplify the registration step by
requesting information that economic operators can provide without Facilitate cross-border bidding Why?
consulting third parties, such as Certification Authorities, chambers of Promote transparency & accountability Why?
commerce or other business organisations. Improve usability and efficiency Why?
This way, it is possible to avoid foreign economic operators being prevented Support change management Why?
from registering.
This practice has been observed in
See anecdote
Do’s Don’ts
9 countries 18
Clearly indicate which fields are Don't require a digital certificate to register
mandatory, and which are not on the platform
11 platforms 28
Protect user data according to EU Don't require individuals representing
personal data protection Directives economic operators to provide evidence of
their relationship to the economic operator Centralised public platform
Simplify the registration process by (during the registration process)
Non centralised public platform
reducing the number of mandatory fields
and the number of steps required to Don't require a full extract from the business Private platform
complete the registration register to register on the platform
See more See more
Related practice
This practice concerns Practice 6. Economic operators complete their registration on a
platform by clicking an activation link sent by email.
e-Notification e-Access e-Submission e-Evaluation e-Awarding

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Book of Good Practice
Home > Catalogue > Economic operators and contracting authorities benefit from affordable training plans
2. Economic operators and contracting authorities benefit from affordable
training plans
Summary Rating 4,3
Enhance accessibility for SMEs Why?
Platforms that apply this practice entice economic operators and contracting Why?
Ensure legal certainty & confidence
authorities to use e-Procurement. The training courses for economic
operators may be delivered by the platforms, contracting authorities or other Facilitate cross-border bidding Why?
organisations such as chambers of commerce. The platforms should also be as Promote transparency & accountability Why?
user-friendly as possible to minimise the need for training.
Improve usability and efficiency Why?
This way, economic operators and contracting authorities are educated on Support change management Why?
the use of electronic procurement platforms and can learn more quickly
about the benefits of using e-Procurement platforms.
This practice has been observed in
See anecdote
11 countries 18
Do’s Don’ts
Make the courses affordable Don't make the courses a selling pitch 14 platforms 28
Make the platform as user-friendly as
possible to minimise the need for training Centralised public platform
Non centralised public platform
Host joint sessions between economic
operators and contracting authorities Private platform
Make the courses hands-on
Related practice
Include information about the EU legal
Procurement framework and national Practice 3. Platforms have communication plans in place to
framework in the courses promote the use of e-Procurement
See more
Offer the courses online

22. e-Procurement Golden My account | Site map | Help | Contact | Log in
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Book of Good Practice
Home > Catalogue > Platforms use standard specifications to structure their data and to promote interoperability
24. Platforms use standard specifications to structure their data and to
promote interoperability
Summary Rating 4
Enhance accessibility for SMEs Why?
Platforms that apply this practice implement specifications such as those of Ensure legal certainty & confidence Why?
CEN BII and PEPPOL.
Facilitate cross-border bidding Why?
This way, it is possible for platforms to benefit from increased interoperability Promote transparency & accountability Why?
by adopting the specifications of CEN/BII and the building blocks and
Improve usability and efficiency Why?
specifications developed by the PEPPOL project. The recommendations of
CEN's e-Procurement workshop help platforms to establish interoperability Support change management Why?
agreements at organisational and semantic levels. The specifications of
PEPPOL are complementary and support interoperability at the technical
level. This practice has been observed in
See anecdote 4 18
Do’s Don’ts
Consider implementing the specifications don't implement ad hoc, proprietary 28
4
developed by CEN/BII and the services specifications which are not intended to
from PEPPOL promote interoperability across borders
See more Centralised public platform
Include a link to e-Certis so that economic
operators are able to identify which Non centralised public platform
documents and certificates they need to Private platform
submit, and to help contracting authorities
establish what documents they need to
request.
Related practice
See more
Economic operators have the freedom to choose the platform
This practice concerns of their preference without being locked in by the choice of the
contracting authority
e-Notification e-Access e-Submission e-Evaluation e-Awarding

23. How can the e-Procurement
Golden Book be useful for you?
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24. How can the Golden Book be useful for you?
Learn Assess
>Consult the catalogue Fill in a self-assessment survey online
of good practices online
Receive a self-assessment report
>Download the full
catalogue
Discuss the assessment results with us
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25. Together we can make e-Procurement happen
© 2012 PricewaterhouseCoopers. All rights reserved. “PricewaterhouseCoopers” refers to the
network of member firms of PricewaterhouseCoopers International Limited, each of which is
a separate and independent legal entity.
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