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Procurement Process for Electoral Equipment

Procurement Process for Electoral Equipment. Considerations , Timescales , Case Studies. Agenda. Planning Timeline for the procurement Procurement processes and considerations Contract management Identification of Suppliers

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Procurement Process for Electoral Equipment

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  1. Procurement Process for Electoral Equipment Considerations , Timescales , Case Studies

  2. 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

  3. 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

  4. Timelines • 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

  5. Timeline – real example

  6. 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

  7. 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!

  8. 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

  9. 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 

  10. Delivery Phase • Timescales • Secure and safe storage in country • On-bound distribution • Training Phase

  11. Case Study of a large technology procurement –Sultanate of Oman Majilis As’ Shura National Elections 2011

  12. Procurement consisted of: • 600k ballot papers, of 61 designs • 61 counting centres, containing 83 scanners • Software and communication links • Training • Technical Support

  13. 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

  14. Alexandra Palace - London

  15. City Hall – Election HQ

  16. 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

  17. 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

  18. Q&A Please share your experiences

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