Public Sector ICT Procurement

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1 Learn how to successfully handle procurements of ICT solutions in your public institution European Seminar 4 th - 5 th March 2013, Berlin Brochure 1

2 EUROPEAN SEMINAR Do not lock your institution into a bad ICT solution The handling of procurement and tendering processes of ICT solutions is particularly important in these times of informatisation and the building of efficient e-government systems; especially where the effective operation of IT infrastructure as well as the management of public finances are concerned. Public procurement of ICT solutions is associated with high risks and many public authorities face immense problems handling procurements of ICT services. But why does public procurement in this field have such a long history of failure in European countries? IT services are a particularly complex, innovative and cost-intensive field. Therefore, procurement of ICT services makes very specific and high demands on all departments of public sector administrations involved in the management of the procurement process as well as the tenderers. Public servants involved in the procurement of ICT solutions need to have certainty on the use of public procurement rules and they need to be familiar with technological issues of ICT solutions as well. If the tendering process is handled with insufficient care, public authorities can easily find themselves locked into particular IT solutions for a long time and not be able to work efficiently. Handle ICT procurements successfully and ensure that you receive best value for money Mistakes in the procurement of ICT services can be avoided and risks reduced. Regardless what service is procured an e-governance platform, complicated software or hardware the tender specification must cope with the high complexity of desired solutions and public procurement rules. Public authorities have to analyse their particular needs and to draft sufficiently flexible tender specifications. A diligent process preparation and management as well as resulting complete and adequate contractual arrangements are key elements for an efficient procurement leading the public authority to receiving the best value for money for their ICT procurements. Who is this seminar for? All public sector administrations on national, regional and local level planning ICT projects and the procurement of ICT solutions, especially Directors, Heads of Units, Specialists, Project Managers, ICT Category Managers, Lawyers and other members of staff from the following departments: Procurement or Purchasing Department IT Department Communication Department Legal Department Providers of ICT solutions for the public sector Lawyers and consultants in the field of public procurement, especially dealing with ICT procurements Very informative and relevant to my line of duties. Ferdinand Zammit, ICT Contracts & Services Officer, Ministry of Foreign Affairs, Malta 2

3 What will you learn at this seminar? What are the specific challenges and demands for the public procurement of ICT solutions? Which public procurement rules are binding and will the upcoming modernisation of EU public procurement rules influence ICT procurements? What regulatory aspects play a role in procurement of ICT services? How can you assess the demand for ICT solutions? What additional contract terms apply to the ICT sector? How can a sound project management ensure proper implementation? How can standard contracts simplify ICT procurement? What are current ECJ rulings in the field of public sector ICT procurement? How to deliver ICT with respect to available budget. Which standards can be used when procuring ICT solutions? How can Cloud Computing Services support public institutions and what are their implications for public procurement? Which lessons can be learned from practical cases in other EU countries? How to outsource IT-infrastructure and IT-applications. Your benefits Handle your ICT procurements smoothly by learning how to design tender specifications and contracts for ICT solutions Profit from workshop sessions and practical examples Avoid typical risks of procurements of ICT solutions Receive a thorough overview on the European legislation and ECJ rulings applying to ICT procurements Understand how it affects your work Be prepared for the EU public procurement rules modernisation Learn how to use standards when procuring hardware, software and IT services Consult your individual questions and problems with our experts Receive practical advice and real solutions for your ICT projects Network and exchange experiences with our experts and colleagues from all across Europe. Very relevant content. Structural Funds Department, Public Institution Central Project Management Agency, Lithuania 3

4 PROGRAMME DAY Registration and Hand-out of Seminar Material Opening Remarks from the European Academy for Taxes, Economics & Law Welcome Note from the Chair and Round of Introductions From Demand Assessment to Drafting Tender Specifications Implementing Enterprise Architecture to support Requirements Management The phases of Enterprise Architecture The governance structures required to support the journey LEE PARRY ICT Lead Officer, Fife Council, Scotland, Lee Parry has been the ICT Lead Officer and IT Contracts Manager of Fife Council since In this position, he has been responsible for procuring and implementing complex IT change programmes. From 2008 until 2010, Lee Parry held the additional role of Project Lead Telecommunications and Networks Portfolio for Procurement Scotland; a Central Government body which creates national public sector procurement frameworks. He was part of the team responsible for drawing up the Scottish Public Sector Telecommunications Procurement Framework. Before joining the Public Sector in 2006, he held ICT consultancy and software engineering positions in renowned companies Coffee Break and Networking Opportunity A Light through the Clouds: Cloud Computing and Public Procurement Overview of Cloud technologies Example implementations Organisational considerations for the utilisation of clouds Defining functional and service specifications to ensure effective servicing of cloud contracts Managing Cloud contracts Hot Topic A good combination between theory and practice. Georgi Stratiev, Expert, Information and Management Systems of EU Funds, Council of Ministers, Bulgaria 4

5 Workshop How to Produce a Fast Track ICT Tender Identify the key requirements of the tender Produce an outcome based specification Discuss the service levels that would be required to support the management of the contract Discuss the merits and risks of such an approach Drawing upon the previous session participants will learn how to produce a fast track tender. Plus: Overview on documentation for drafting a tender for the Official Journal of the EU (OJEU) James Odrowaz de Lorenzzi, National Commercial Coordinator, Association of Chief Police Officers, DR. FRIEDERIKE KRELAUS, LL.M. Lawyer and Partner, Waldeck Rechtsanwälte Partnerschaftsgesellschaft, Germany Dr. Friederike Krelaus, LL.M., is a lawyer and partner with the law firm Waldeck Rechtsanwälte in Frankfurt am Main, Germany. After working with a leading international law firm in Frankfurt am Main and pursuing graduate studies at the University of Michigan, Ann Arbor, she joined Waldeck Rechtsanwälte in 2005 and has been a partner of the law firm since Dr. Friederike Krelaus specialises in advising clients in big IT projects with a special focus on IT procurements. In 2011, the law firm Waldeck Rechtsanwälte received the British ACQ Magazine s award for best German Public Procurement Law Firm of the Year 2011 for the third time Lunch Break and Networking Opportunity ICT Procurements in the Context of ECJ Rulings and National Practices Applicable laws & regulations for ICT procurement Selected ECJ and national case law in the field of ICT procurement: Current trends and possible developments for - Requirements related to tenderers - Technical specifications - Appropriate contract award criteria - Issues related to the conduct of the procurement process EU reform on public procurement law and its impact on procuring authorities Dr. Friederike Krelaus, LL.M., Lawyer and Partner, Waldeck Rechtsanwälte Partnerschaftsgesellschaft, Germany Coffee Break and Networking Opportunity Standard Contracts for ICT Procurement Standard contracts as a means to simplify ICT procurement Pros and cons of standard contracts Different Member States approaches to standard contracts Dr. Friederike Krelaus, LL.M., Lawyer and Partner, Waldeck Rechtsanwälte Partnerschaftsgesellschaft, Germany JAMES ODROWAZ DE LORENZZI National Commercial Coordinator, Association of Chief Police Officers, James Odrowaz de Lorenzzi has been a procurement adviser for over 20 years and worked in procurement for 30 years. He has been covering the Secure Technology area for over four years for the Metropolitan Police Services and the Association of Chief Police Officers (Terrorism and Allied Matters). He has also worked on significant national IT projects for the Cabinet Office, on the UK government ID card project. Moreover, he was in charge of setting up procurement policy and suites of template documents for the UK Identity and Passport Service. James was the architect of wide ranging changes in temporary staff hire, general procurement processes and procedures implemented by the IPS. Before working in the public sector, James held positions as European procurement and contracts manager in the world of finance for numerous renowned institutions, as well as working in logistics for the US Forces in Munich, Germany in the 1970s Final End of Day One

6 PROGRAMME DAY Welcome Note from the Chair and Brief Review of Day One Contract Design Form of contract (General/Call-off or Framework) Main and most important clauses IPR and copy right Warranties and support service Lifecycle and term The importance and schedules James Odrowaz de Lorenzzi, National Commercial Coordinator, Association of Chief Police Officers, Coffee Break and Networking Opportunity Workshop Including Practical Examples Outsourcing of IT-Infrastructure and IT-Applications GEORG E. SCHÄFER Head of Department of IT Technology Strategic planning and Co-ordination, Ministry of the Interior of Baden-Württemberg, Germany In 1988, Georg E. Schäfer became Head of the IT Co-ordination Team of the state administration of Baden-Württemberg. Since 2003, he has been acting as Head of the division IT Technology Strategic Planning and Co-ordination of the Ministry of the Interior of Baden-Württemberg. This department organised and co-ordinated the prominent administrational state reform of 2005 in Baden- Württemberg. Georg E. Schäfer entered public service in 1981 after seven years in industry. During the first three years he was responsible for data privacy in the public sector. He then became Head of the Development of IT for local government in Baden-Württemberg and later Deputy Head of a research unit of clinical research and documentation. Georg Schäfer is member of the administrative council of the Datenzentrale Baden- Württemberg, which is an IT service company for the local authorities of Baden-Württemberg. He is responsible for the co-ordination of IT with the European Union, the federal government of Germany and the other states in Germany as well as with the local government of Baden- Württemberg. Georg Schäfer is the author of four books. Preparation of an IT infrastructure or IT application for outsourcing by public procurement Planning the outsourcing project: Design, structure, milestones, budget planning Definition of realistic outsourcing objectives Planning and implementing a win-win-situation Negotiation procedures including a possible redefinition of the objectives Structure and components of draft contracts, fair negotiation procedures, evaluation of the bidders offers during the negotiation process Securing the entrepreneurial autonomy of the bidders Dealing with deficiencies on both sides Technology refreshment Termination of contracts and reallocation Including an interactive role-play on the basis of a real life example. Georg E. Schäfer, Head of Department of IT Technology Strategic Planning and Co-ordination, Ministry of the Interior of Baden-Württemberg, Germany Lunch Break and Networking Opportunity From Definition to Delivery: Successful Project Management Project management principles Scope and stakeholder management Implementing flexible governance arrangements Effective methods to support scrutiny and oversight Final End of Seminar and Hand-out of Certificates

7 ORGANISATIONAL MATTERS Date of Event 4 th - 5 th March 2013 Booking Number S-546 Event Language The event language will be English. Event Price for Public Sector 1389,- Euro, excl. German VAT (19%) for Private Companies 1589,- Euro, excl. German VAT (19%) The above price covers the following: Admission to the seminar Hand-out documents (in print and digital version) Seminar certificate, if seminar fully attended Soft drinks and coffee/tea on both event days Lunch on both event days Booking Modalities It is recommended to book soon as seats are limited. For organisational matters, we kindly ask you to complete the booking form in capital letters. BOOKING Fax: +49 (0) Phone: +49 (0) For online booking please visit our website: Contact European Academy for Taxes, Economics & Law Hausvogteiplatz 13, Berlin, Germany Phone: +49 (0) Fax: +49 (0) Internet: Your contact persons for the programme: Regina Lüning, M. Sc. econ. Head of Marketing and Sales Phone: +49 (0) Fax: +49 (0) Carolin Schmidt Junior Conference Manager Phone: +49 (0) Fax: +49 (0) (Programme is subject to alterations) Event Location Ellington Hotel Berlin Nürnberger Straße Berlin, Germany Phone: +49 (0) Fax: +49 (0) Internet: Please contact the hotel directly and refer to the European Academy for Taxes, Economics & Law in order to benefit from a limited room contingent at a special price. Please book as soon as possible. Of course you can always look for an alternative hotel accommodation. 7

8 NOTE Please note, you can register as many delegates as you wish (except, the seminar is fully booked). You only need to copy this formular for as many persons you wish. European Academy for Taxes, Economics & Law Brauner Klingenberg GmbH Hausvogteiplatz Berlin / Germany Phone.: +49 (0) Fax: +49 (0) BOOKING BOOKING NUMBER: S-546 (DM) 4 th 5 th MARCH 2013, BERLIN Herewith we register the following persons for the Seminar: Delegate 1 Ms. Mr. First name Last name Department Job position Your organisation Street Postcode / City Country Phone Fax Delegate 2 Ms. Mr. First name Last name Department Job position Your organisation Street Postcode / City Country Phone Fax Delegate 3 Ms. Mr. First name Last name Department Job position Your organisation Street Postcode / City Country Phone Fax Invoice organisation To the attention of Street Postcode / City Country Phone Fax In case of registration of more than one delegate - do you prefer: single invoice? collective invoice? With my signature I confirm my registration and accept the General Terms and Conditions as legally binding. I herewith agree to receive further information from the European Academy for Taxes, Economics & Law NOTE Only Valid with Signature and Stamp 8 Place, Date Authorised Signature and Stamp

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