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Templates & Guidelines
This section provides a set of useful templates and guidelines that public organisations can use in their procurement of cloud/ICT services.
- Make sure you are procuring what you need
- Identify the most suitable cloud service model for your needs
- Identify the most suitable cloud deployment model for your needs
- Make sure to have the appropriate skills
- Make sure that the cloud procurement is aligned with the existing procurement policies of the organization
- Choose joint procurement to benefit of economies of scale
- Choose Pre-Commercial Procurement (PCP) or Public Procurement of Innovation if you are procuring innovative cloud services
- Identify clear requirements
- Consider the need for a pilot phase
- Carry out pre-procurement market consultation & engagement
- Select the most suitable procurement procedure
- Write an effective cloud tender
- Define objective eligibility criteria for Cloud Service Providers
- Publish the call for tender & invite suppliers to submit their offers in an effective way
- Assess cloud offers looking at Terms of Service
- Put in place appropriate terms of service, performance and billing management/monitoring procedures
- Assess cloud offers looking at Terms of Service
- Write up case studies of procurement exercises to share best practice
- PICSE Wizard
- Guidance on Joint Public Procurement, Section 4.4. of GUIDELINES AND TEMPLATES FOR AGREEMENTS BETWEEN PUBLIC ADMINISTRATIONS for Sharing and Re-use. This section describes legal aspects, organisational models and practical aspects for joint procurement, Clémentine VALAYER, TRASYS, March 2015
- Guidelines on procuring re-usable solutions, Leda Bargiotti – PwC EU Services & Natacha Dewyngaert – PwC EU Services, Reviewed by Szabolcs Szekacs – European Commission & Pieter Breyne – PwC EU Services, February 2015.
Recommendations for promoting re-usable solutions
1. Check which solutions are already available for re-use purposes
More information:
- Guide for the procurement of standards-based ICT – Elements of Good Practice SWD (2013)224 final, p.17.
- Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.77.
2. Re-use templates or ready text when drafting tenders
More information:
- Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.20.
- Guidelines for Public Procurement of ICT Goods and Services (2012), p.77.
- Golden Book of e-Procurement Good Practice (2013), p.36.
3. Request ict solutions to be easily accessible by everybody
More information:
- Guide for the procurement of standards-based ICT – Elements of Good Practice, SWD (2013) 224 final, p.24.
- Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.24.
- Guideline on public procurement of open source software (2010), p.10.
4. Avoid referring to proprietary products such as: brand names, trademarks and patents
More information:
- Against lock-in: building open ICT systems by making better use of standards in public procurement, COM (2013) 455 final, p.3.
- Guideline on public procurement of open source software (2010), p.59.
5. Avoid to request compatibility with previously purchased ict solutions
More information:
- Against lock-in: building open ICT systems by making better use of standards in public procurement, COM (2013) 455 final, p.4.
- Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.24.
- Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.19.
- Guideline on public procurement of open source software (2010), p.22.
6. Include explicit requirements to use standards and no proprietary elements
More information:
- Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.22.
- Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.11.
- "Sharing and re-using" clauses for contracts, Contractual Clauses for Service Procurement, p.22.
- Guideline on public procurement of open source software (2010), p.42, 56.
7. Request the use of licence conditions that enable sharing and re-use
More information:
- Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.20.
- Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.12.
- "Sharing and re-using" clauses for contracts, Contractual Clauses for Service Procurement, p.14.
- Guideline on public procurement of open source software (2010), p.48.
8. Do not request solutions with features that go beyond what is necessary
More information:
- Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.21.
- Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.24.
9. Request functionalities to make data transfer effective
More information:
- Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.23.
- Against lock-in: building open ICT systems by making better use of standards in public procurement, COM (2013) 455 final, p.5.
- Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.19.
10. Include a provision on documentation during the contract and knowledge handover at the end of it
More information:
- Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.24.
- "Sharing and re-using" clauses for contracts, Contractual Clauses for Service Procurement, p.16.
11. Request to include exist costs in the price of the contract
More information:
- Guideline on public procurement of open source software (2010), p.28.
- Guidelines for Public Procurement of ICT Goods and Services – Overview of Procurement Practices (2012), p.21.
- Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013) 224 final, p.26.
12. Assess the public procurement exercise
More information:
- Guide for the procurement of standards-based ICT — Elements of Good Practice SWD (2013)224 final, p.33.