procurement process for electoral equipment
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Procurement Process for Electoral Equipment. Considerations , Timescales , Case Studies. Agenda. Planning Timeline for the procurement Procurement processes and considerations Contract management Identification of Suppliers - PowerPoint PPT PresentationTRANSCRIPT
Education | Elections | Census
Procurement Process for Electoral EquipmentConsiderations , Timescales , Case Studies
Education | Elections | Census
Agenda
• Planning
• Timeline for the procurement
• Procurement processes and considerations
• Contract management
• Identification of Suppliers
• Types of materials available for different parts of the electoral cycle
• Delivery Phase
• Case study 1 – Complex procurement in new election environment
• Case study 2 – Repeat procurement, showing lessons learnt and revisions applied
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Planning
• Time
• Project Management – methodologies, skills
• Talk to others – it will be rare, unless your project
involves leading edge innovation, that other EC’s or
government bodies have not had experience in
procuring and delivering a similar project.
• Securing funding
• Securing stakeholder and political support
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• When, in the Election Cycle, does your procurement begin?
• What do you have to fit into this process?
• This will be driven by the complexity of the procured services/products
Timelines
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Timeline – real example Phase Timeline
Creation of the outline Statement of Requirements June 2009 (earlier if first time)
Undertaking a Cost Benefit Analysis of Technology versus Manual Methods September /December 2009
Notice of intent to tender August 2009 (PIN)
Procurement Industry Day November 2009
Start of procurement process – Pre-qualification stage December 2009
Tender Process March/June 2010
Contract Negotiations October/December 2010
Award of Contract December 2010
Blue Print Phase January to July 2010
User Acceptance and Testing Phase August to March 2010
Delivery April to May 2012
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Procurement Procedures and Considerations• Working within country or regional (EU) procurement regulations
• Request demonstrations early in your timetable. Understand what is available in the
market. This may feed your Statement of Requirements.
• Consider local and international suppliers. If local project management is important,
consider the likelihood of consortiums or partnerships.
• Consider how you will compare and evaluate suppliers
• Consider how you can benefit from innovation
• Purchase or rental/lease
• Pilots and User Acceptance Tests (UAT) should form part of your procurement
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Contract Management
• Leave sufficient time in the procurement process to undertaken and conclude the drafting of the
contract.
• Ensure that the contract demonstrates balance
• Allow for a change control provision - this requires tight control
• Includes as many key milestones or immovable dates in the contract as possible.
• Include user acceptance criteria and success criteria
• Consider all your stakeholders and how you will inform them of the contract and its progress
• The old adage that the best contracts never need to be looked at is true!
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Identification of Suppliers
• Sources for the identification of suppliers – IFES Buyers Guide,
Advertise, International Journals, Trade Conferences and Exhibitions
• Delivery history and experience
• Sourcing materials locally - saves cost and benefits local economy -
but must consider quality assurance?
• Pre-qualification stage to the procurement – demonstrable
experience, size, financial sound
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Equipment Options
• Types of materials/products/services available to support the different parts of the election:
– Voter registration kits;
– ballot papers; polling booths; ballot boxes;
– voting machines (DRE); centralised counting machines; e-Voting; electronic ballot
delivery
• Consider how a new product or service may impact on the current legislation or known
processes and procedures
• Consider your mandatory requirements
• Consider change
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Delivery Phase
• Timescales
• Secure and safe storage in
country
• On-bound distribution
• Training Phase
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Case Study of a large technology procurement –Sultanate of Oman Majilis As’ Shura National Elections 2011
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Procurement consisted of:
• 600k ballot papers, of 61 designs
• 61 counting centres, containing 83 scanners
• Software and communication links
• Training• Technical Support
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Case Study of a large technology procurement – GLA Mayor and Assembly Elections 2000 to 2012 London• Procurement of electronic counting
technologies for the London Regional for the counting three ballot papers types. Procurement involves:
– Approximately 14 million ballot papers
– 320 Scanners
– 230 PC Workstation and supporting fault tolerant Servers
– Training of 1000 staff
– 10,000 ballot boxes
– Setup and support of counting sites & Central Consolidation Site
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Alexandra Palace - London
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City Hall – Election HQ
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Changes and Revisions
• A common theme – time! Procurement timeline was too short• Counting locations – 14, 10, 3• Counting time – night time to day time• Innovation to technologies – use of on-screen adjudication • Multi-year contract – driven down price!• Cost Benefit Analysis – driven down price!• Clearer statement of success criteria – CBA, Timings, Transparency• Changes to ballot paper design• Increase in training
Education | Elections | Census
Education | Elections | Census
Changes and Revisions
• A common theme – time! Procurement timeline was too short• Counting locations – 14, 10, 3• Counting time – night time to day time• Innovation to technologies – use of on-screen adjudication • Multi-year contract – driven down price!• Cost Benefit Analysis – driven down price!• Clearer statement of success criteria – CBA, Timings, Transparency• Changes to ballot paper design• Increase in training
Education | Elections | Census
Q&A
Please share your experiences