Europe

SPICE Best Practices

Examples of Common Procurement

Best Practices

1. AMSTERDAM: IN-CAR TRAFFIC MANAGEMENT SERVICES

Main learning aspect is how Rijkswaterstaat used a Design contest to create a Practical Trial in Amsterdam. A sub-goal was to learn as much as possible about the set-up of the tests, about the cooperation between market and government and about the behaviour of the users.

Details
Title: In-car traffic management services
Cluster Topic: ITS
Country: The Netherlands
Procuring Authority: Rijkswaterstaat
Procedure: Design Contest
Directive: 2004/18/EC

The full case study is available here.

2. Eindhoven: Brabant in-car projects

By joining forces with governmental bodies, private companies and research institutions, the SRE (Collaboration region Eindhoven) developed three projects that focus on innovative and practical ITS-applications in traffic to optimize the accessibility and safety in the region. Three consequent tenders were submitted: Brabant in-car I, II and III. Although each tender’s focus was on a different kind of ITS application, the tender process – procurement with an open request for subsidy – was similar for each project.

Details
Title: Brabant in-car appliances
Cluster Topic: ITS
Country: The Netherlands
Procuring Authority: SRE (Collaboration region Eindhoven)
Procedure: Request for subsidy (procurement of R&D)

The full case study is available here.

3. BREMEN: COMMON PROCUREMENT OF COLLECTIVE AND PUBLIC SERVICE TRANSPORT CLEAN VEHICLES

This is not exactly a Case that is generally referred to as “Best Practice”. The try to procure jointly failed. But exactly this fact is giving other public procurers a lot of insights. The case is describing what problems occurred and what the Consortium of COMPRO learnt from their experience.

Details
Title
: Common Procurement of collective and public transport clean vehicles
Cluster Topic: Alternatively fueled vehicles
Country: Germany/France/Italy/Sweden
Procuring Authority: Bremen, BSAG, Emilia Romagna Region, Gatubolaget, Isis, Nantes Métropole, Semitan
Procedure: Joint Procurement
Directive: 2004/18/EC

The full case study is available here.

4. COPENHAGEN: R&D PROCUREMENT OF DIGITAL TECHNOLOGIES, NETWORK AND SENSORS IN THE URBAN SPACE

The main learning aspects provided by this case, is how the City of Copenhagen used Public-Private Innovation cooperation (R&D-cooperation) to develop a Street Lab. Selected use cases (innovative solutions) can be tested in Copenhagen between 2016-2018. The development of new solutions during the project is one goal. These solutions are from a high variety of topics: smart parking, waste management, air quality and noise monitoring, mobility monitoring, data offloading etc.

Details
Title: Copenhagen Street Lab
Cluster Topic: Other
Country: Denmark
Procuring Authority: City of Copenhagen
Procedure: Procurement of R&D services, exempted from the procurement directives
Informationhttp://cphsolutionslab.dk/

The full case study is available here.

5. COPENHAGEN: PROCUREMENT OF INTELLIGENT STREET LIGHTING

Main learning aspect is how the City of Copenhagen used the competitive dialogue procedure to procure Intelligent Street Lighting. This was very challenging, because the LED technology was a new and a fast developing technology. Therefore it was not clear from the beginning, how it could be ensured, that what was procured would be up to date for a long time-span. The description of the case provides a summary of the procurement background, process, key learnings and results.

Details
Title: Procurement of Intelligent Street Lighting
Cluster Topic: Other
Country: Denmark
Procuring Authority: City of Copenhagen
Procedure: Competitive Dialogue
Directive: 2004/18/EC

The full case study is available here.

6. COPENHAGEN: INNOVATIVE PUBLIC PROCUREMENT OF INTELLIGENT TRANSPORT SOLUTIONS

In recent years the City of Copenhagen set up numerous initiatives to achieve their goal of creating a sustainable and smart, innovative City for their citizens. One plan fostering these goals is the Copenhagen Climate Plan. This plan has the very ambitious overall aim of being the first carbon neutral capital of the world by 2025. This best practice case presented here shows the steps towards the procurement of five intelligent transport solutions in one single contract getting the City of Copenhagen closer to the 2025 goal. The case also contains a description on how the City of Copenhagen used a close R&D cooperation with private stakeholders prior to the tender to help defining the objects of the tender and the overall methodology of the tender documentation.

Details
Title: Procurement of ITS
Cluster Topic: ITS
Country: Denmark
Procuring Authority: City of Copenhagen
Procedure: Restricted Procedure
Directive: 2004/18/EC

The full case study is available here.

7. DENMARK: PROCUREMENT OF REAL-TIME TRAFFIC DATA

Main learning aspect is how the Danish Road Directorate (DRD) used the competitive dialogue procedure to procure real-time traffic data and why. This was the first real-time traffic data procurement project in Denmark, especially designed as a first pilot to learn about the procedure to collect RTT data from a private company. The description of the current case provides a summary of the procurement background, process, key learnings and results.

Details
Title: Procurement of real-time traffic data
Cluster Topic: ITS
Country: Denmark
Procuring Authority: Danish Road Directorate
Procedure: Competitive Dialogue
Directive: 2004/18/EC

The full case study is available here.

8. NORTHAMPTONSHIRE: PROCUREMENT OF A HIGHWAYS SERVICES CONTRACT 2008-2020

This case provides as main learnings how Northamptonshire Country Council (NCC) used the competitive dialogue procedure to procure a new, more flexible highway, while considering innovations and sustainability goals. NCC also aimed at a better value for money through suppliers that are collaborative and aiming for partnerships. A dialogue was needed to ensure that potential suppliers understood the needs of NCC; therefore this procedure was chosen. With this contract, NCC did achieve their major goals like the reduction of CO2, increased recycling, more efficient use of salt, fewer defects like potholes, etc.

Details
Title: Procurement of Highway Service Contract
Cluster Topic: Other/Mobility Services
Country: United Kingdom
Procuring Authority: Northamptonshire Country Council
Procedure: Competitive Dialogue
Directive: 2004/18/EC

The full case study is available here.

9. NORTHAMPTONSHIRE: PROCUREMENT OF SPECIAL-PURPOSE ROAD PASSENGER TRANSPORT SERVICES

Providing Home School Transport in an efficient way proved to be more and more difficult in Northampton as the number of children requiring transportation increased. In particular, this case shows how they used the so-called reverse electronic auction tool, instead of conventional procurement methods, to reach a lower price with more flexibility within the contract framework, whilst retaining the quality of the transport services. They also managed to reduce the time needed for the procurement significantly.

Details
Title: United Kingdom-Northampton: Special-purpose road passenger transport services
Cluster Topic: Mobility services
Country: United Kingdom
Procedure: Open Procedure via the tool of Electronic Reverse Auction
Procuring Authority: Northamptonshire County Council, department of highways

The full case study is available here.

10. TAMPERE: PROCUREMENT OF E-BUSES AND CHARGING SYSTEMS

Main learnings of this case are how long term sustainable business models can be achieved or tested. Tampere purchased e-busses and charging systems due to no investment activities from the private side in this field. The aim was to achieve a system for one e-bus line that also provides a platform for future susJtainable mobility. The case shows how to achieve feasible sustainable business models and how the private sector may be pushed into future investments.

Details
Title: Procurement of E-Buses, charging station and 4 depot charges.
Cluster Topic: Alternatively fueled vehicles
Country: Finland
Procuring Authority: City of Tampere, department of traffic planning
Procedure: Open procedure, marked dialogue and consultation in advance
Directive: 2004/18/EC

The full case study is available here.

11. TAMPERE: CONSTRUCTION OF THE TAMPERE TUNNEL (RANTATUNNELI)

For the construction of the Rantaväylä tunnel in Tampere, the Finnish Transport Agency (FTA) used a complete new procurement approach: the alliance model, this is a Competitive Procedure with negotiation. Due to the complexity of the project, negotiations with potential suppliers during the tendering phase were needed. But FTA also aimed with this approach to investigate the possibilities of a procurer / supplier cooperation in which risks and opportunities are shared. This led to significant savings in time and money.

Details
Title: Construction of the Tampere Tunnel using the Alliance Model Cluster
Cluster Topic: Other
Country: Finland
Procuring Authority: Finnish Transport Agency, Design and project division
Procedure: Competitive Procedure with Negotiation
Directive: 2004/18/EC

The full case study is available here.

12. Upper Austria & Carinthia: Purchase E-Vehicles to test economic efficiency, direct purchase

The objective of Upper Austria and Carinthia (two federal states of Austria) was not just to procure electric vehicles for its fleet, but to learn more about the economic efficiency of such vehicles in relation to their fleet management system. The aim was to solve questions like: how can it be ensured in the software that the tested electric vehicles have a minimum usage per year; how can the e-vehicle be prioritized in the fleet management system especially for longer routs that employees want to book and how is their conduct and energy consumption in real daily usage (wintertime/summertime) compared to the manufacturers specifications. The main goal was to determine if and how the vehicles in the existing fleet could be changed to electric vehicles with the same amount of vehicles, the same budget and being more environmental friendly.

Details
Title: Procurement of electric vehicles to test the economic efficiency
Cluster Topic: Alternatively fueled vehicles
Country: Austria
Procuring Authority: Upper Austrian Government
Procedure: Direct Award Contract (DAC)

The full case study is available here.

13. Belgium, Finland & Denmark: Development of a data-driven, Internet-of-Everything (IoE) platform

This case provides experience and lessons learned from the ongoing SELECT for Cities Pre-Commercial Procurement Project to develop a data-driven, Internet-of-Everything (IoE) platform for large-scale urban app co-creation. Via Pre-Commercial Procurement (PCP) processes, a government can procure research and develop new innovative solutions, thus exploring and testing products and services that are not yet commercially available on the market.

Details
Title: Pre-Commercial Procurement of the development of a data-driven, Internet-of-Everything (IoE) platform for large-scale urban app co-creation
Cluster Topic: Other/ITS
Country: Belgium, Finland and Denmark
Procuring Authority: Digipolis (lead procurer), Forum Virium Helsinki, City of Copenhagen
Procedure: Competitive Dialogue
Directive: 2004/18/EC

The full case study is available here.

Examples of Common Procurement

A. The Netherlands: Procurement of intelligent traffic lights

On behalf of the Dutch authorities (national, regional and city), Talking Traffic defined, together with private parties the specifications (technical and the tender procedure) for 1250 iTLC’s (intelligent traffic light controllers). Dutch authorities use these specifications for their tenders. Talking Traffic is one of the first users of the Innovation Partnership as a procurement procedure.

Details
Title: Procurement of intelligent traffic lights
Cluster Topic: Other
Country: The Netherlands
Procuring Authority: Talking Traffic
Type of Common Procurement: Common specifications
Cross-border Procurement: No

B. The Netherlands: Procurement of floating car data

On behalf of 19 Dutch authorities, the National Data Warehouse for Traffic Information (NDW) procured floating car data from private service providers. In this case, the data is delivered to NDW and NDW provides it to the other authorities.

Details
Title: Procurement of floating car data
Cluster Topic: Other
Country: The Netherlands
Procuring Authority: NDW
Type of Common Procurement: Central body
Cross-border Procurement: No

C. United Kingdom: Procurement of new traffic centres

Under the CHARM project, the UK and the Netherlands intended to commonly procure new traffic centres. They worked together and large parts of the technical and tender-process specs were common. But due to the large differences between UK and NL different tenders were required.

Details
Title: Procurement of new traffic centres
Cluster Topic: ITS
Country: United Kingdom / the Netherlands
Procuring Authority: Highways England and Rijkswaterstaat
Type of Common Procurement: Procuring in parallel
Cross-border Procurement: Yes

D. The Netherlands: Procurement of mobility management

Under the IMMA project, the Dutch Rijkswaterstaat (RWS) defined common specifications and common tender procedures for ‘Spitsmijden’ (mobility management) projects. These common specifications were used in several projects by several different authorities in the Netherlands.

Details
Title: Procurement of mobility management
Cluster Topic: ITS
Country: The Netherlands
Procuring Authority: Rijkswaterstaat (RWS)
Type of Common Procurement: Common specifications
Cross-border Procurement: No

E. Austria: Procurement of C-ITS applications

Under the C-ITS Corridor joint deployment initiative, Germany, Austria and the Netherlands worked together on a common corridor for the deployment of C-ITS applications between Rotterdam and Vienna. As much as possible they defined common specifications together, but due to the differences between countries, each country needed to do its own tender.

Details
Title: Procurement of C-ITS applications
Cluster Topic: ITS
Country: Austria, Germany, the Netherlands
Procuring Authority: Authorities from the three countries
Type of Common Procurement: Procuring in parallel
Cross-border Procurement: Yes

F. Stockholm: Procurement of electric vehicles

296 organizations (260 public, 36 private) procure together via a framework contract. Purchasing volume is about 1250 vehicles a year or 5000 over 4 years in the framework contract. With this joint procurement the entities wanted to reduce the administrative costs, achieve a price reduction and ensure the participation of smaller municipalities. Two separate contracts have been tendered – one for public organizations, one for private ones. More information is available here.

Details
Title: Procurement of electric vehicles
Cluster Topic: Alternatively fueled vehicles
Country: Sweden
Procuring Authority: 296 organisations led by the City of Stockholm and the state-owned utility company Vattenfall
Type of Common Procurement: Joint procurement
Cross-border Procurement: No

G. Germany: Procurement of IT infrastructure "Dataport"

Several federal states in Germany have commonly procured the same basic IT infrastructure called Dataport, which manages all data flow, among these data also those relevant to transport and infrastructure. The “Nova Strasseninformationsbank (SIB)” (Erfurt) is a software product which has been tendered and procured in an implementation partnership between 13 federal states in Germany. This software captures data about streets and can be used for traffic modelling. In the frame of smart city mobility, it is continuously being fed with new data. All implementation partners pay their share for the maintenance of the data set.

Details
Title: Procurement of IT infrastructure “Dataport”
Cluster Topic: ITS
Country: Germany
Procuring Authority: Federal governments
Type of Common Procurement: Joint procurement
Cross-border Procurement: No

H. Germany: Procurement of 200 electric buses for public transport

A common tender document with all required specifications has been written by several German cities and transport associations for the procurement of 200 electric buses for public transport, which has then been forwarded to bus manufacturers. Duration: May 2016 – 2026. Three working groups work on the following topics: procurement of the vehicles, charging infrastructure, and purchasing and legal department. Common tendering is still running, a joint procurement is possible but not necessary due to too many specifications or requirements.

Details
Title: Procurement of 200 electric buses for public transport
Cluster Topic: Alternatively fueled vehicles
Country: Germany
Procuring Authority: Several German cities and transport associations
Type of Common Procurement: Procuring in parallel
Cross-border Procurement: No

I. Roskilde: Procurement of streetlight infrastructure with LEDs and introduction of light control systems

The procurement and the introduction of light control systems in the Municipality of Roskilde is anticipated to reduce energy consumption by 75% and CO2 by more than 190 tons/year. The preparation of the tender was coordinated together with three other municipalities. This saved administrative resources and therefore serves as a best practice. More information is available here.

Details
Title: Procurement of streetlight infrastructure with LEDs and introduction of light control systems
Cluster Topic: Other
Country: Denmark
Procuring Authority: Municipality of Roskilde and three other municipalities
Type of Common Procurement: Joint procurement
Cross-border Procurement: No