In Cyprus there is currently only one eProcurement system, serving all contracting authorities for free, for all types of competition and for all types of procedure; this must be used at least for publishing procurement opportunities. This system was designed, developed and deployed by the Treasury of the Republic with the assistance of the Department of Information Technology Services. The spark for the introduction of eProcurement was given by the EU Action Plan included in the Lisbon Strategy and the developments in the eGovernance and Better Regulation. This system is easily accessible for free from interested economic operators all over the world who can register and receive notifications every time a competition falling under their scope of operations is procured.
In forming the project implementation strategy they have avoided any strict policy or decision-making actions being transferred to the system in order to fit all contracting authority needs, allowing them to use the system in as much depth as they feel appropriate in order to work on change management. However, publication of notices is mandatory to secure at least the initial system utilisation and to concentrate all procurement opportunities in Cyprus in a single web page. In addition, the system functionalities were extended to include the eCatalogues and eOrdering modules, which are incorporated in the core eProcurement System. This enabled the Treasury of the Republic to utilise the potentials and currently there is an electronic shop where all contracting authorities in Cyprus (including local authorities and bodies governed by public law) can click and shop instantly for over 500 products of common needs. Promotion and change management activities were emphasised via a dedicated promotion contract. The system functionalities cover all the procurement procedures covered by the directive on public procurement (i.e. open, restricted, negotiated, etc.) as well as Cyprus-specific procedures for low value items (simplified procedures). It also covers repetitive procurement through Framework Agreements with or without eCatalogues’ support. Furthermore, specific orders can be concluded either by direct ordering (through eCatalogues or not) or by reopening competitions (through selecting specific products of supplier catalogues and requesting better prices).
The system modules are: eRegistration: Free registration of economic operators – need to be verified by the Administrators; Controlled registration of contracting authorities by the administrators; eNotification: electronic preparation of CfTs and Notices; OJEU, aOG, publication of tender docs, define tender structure; Questions and Answers, Clarifications, Addenda, automated notifications; Upon Publication of a Tender, all EOs are notified if it is in their line of business; eTendering: electronic preparation and submission of tenders; online/offline tender preparation tools, tender verification with immediate EO feedback; tender encryption, tender time stamping; two-phased tender submission for large tenders; eEvaluation/ eAwarding: secure electronic tender opening, automated evaluation using lowest price or MEAT, contract-awarding process handling and communications, support for lots; eAuction: used as extension to the tender evaluation process; Support for three auction types, user’s connection monitoring tool, chat-based communication for online support; eCatalogues / eOrdering: support under FAs or for below threshold procurements; UBL support, FA mini competitions (reopening), eAuction on eCatalogue products; eStatistics: statistical analysis and reporting; regulatory reporting on annual procurement activity, regulatory reporting per CfT and possibilities to extract specific customised information.
|Award category:||smart public service delivery|
|Sector:||Economic affairs, competition, SME|
|Type of activity:|
|Short English description:||In forming the project implementation strategy they have avoided any strict policy or decision-making actions being transferred to the system in order to fit all contracting authority needs, allowing them to use the system in as much depth as they feel appropriate in order to work on change management.|
|Organisation:||Treasury of the Republic Treasury of the Republic|
|Level of government:||national level|
|Size of organisation:||>100|
|Number of people involved:||6-10|
|EU membership:||EU member|