Swedish Video 4 Procurement Templates

Local Digital Twin Procurement Support

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Transcript

00:00Hello, everyone. My name is Eliana Gerardi. I am a manager at Intellera Consulting. Today,

00:12I will be guiding you through this training session focused on the EU tailor-made procurement

00:17templates that we are currently preparing to make available for European communities.

00:24Before we dive into the content, let me walk you through the agenda for this session.

00:29First, we will start by discussing the objective of this session, the learnings and target audience.

00:34Then, I will guide you through the methodology used to produce the procurement materials.

00:39Afterwards, I will provide further information on how and where to access the templates and guidelines.

00:46Finally, we will discuss how different actors can engage in the review process.

00:52Now that we've outlined the agenda, let's move on to the objective of today's session.

00:59The objective of this training is to learn how to understand and identify your procurement needs to

01:04implement enhanced ICT solutions. Additionally, I'll clarify how you can use the procurement

01:10materials provided as part of the Support Services for EU Smart Communities project for the acquisition

01:17of key technical components and the services needed to advance digital initiatives. By the end of this

01:24session, you will have a clear understanding of the procurement templates and guidelines

01:29and how to use them. This training supports and complements the previous training,

01:35building on the information provided and expanding on the procurement support.

01:41In particular, in this training, you will dive into the three key aspects of the procurement support

01:47offered. First, you will discover what the procurement support is about, including how to identify

01:53procurement needs and how to access the open procurement templates and guidelines.

01:58Then, we will dive deeper into each of these documents. You will learn how to use the procurement

02:04templates that are composed by open and MIM compliance standard and technical specification documents

02:11and are downloadable and customizable for each community. Moreover, you will find out how you can benefit

02:18from the guidelines throughout your procurement process. This training is designed for users who are

02:25looking to advance their digitalization journey and explore the potential of local digital platforms and

02:32tools. The training can be particularly useful for the following roles. Urban managers and planners,

02:38sustainability managers, digitalization and smart city experts, innovation managers, data managers,

02:45ICT managers, procurement officers. Let's dive into the journey a community carries out to implement an LTT

02:56and procure its different components. The process begins when communities develop their digitalization

03:03roadmap or strategy, as explained in the previous trainings. The roadmap is a strategy document

03:10crafted based on each community's level of digital maturity. Within the roadmap, communities define the

03:18specific initiatives they will carry out to build the technical capabilities to implement local digital

03:24platforms and twins. Moving forward, based on the roadmaps, communities are able not only to pinpoint

03:32the initiatives to be undertaken to deploy an SDT, but they can also identify their specific procurement needs.

03:39In fact, some of the initiatives will require the acquisition of specific smart city items and services such as

03:47IoT devices, data analytics platforms and so on. Having defined which procurement needs will be addressed,

03:54communities can now select the procurement templates that are useful for their needs, among all the

04:01templates provided. Communities can therefore customize these documents and use them to launch the

04:08procurement processes. Along the way, procurement guidelines provide instructions on how to use the

04:15templates and how to address specific procurement related issues. Let's go through each of these steps together now.

04:25In the previous training, you learned what a digitalization roadmap is and how to build it.

04:30Let's recap just a few aspects of the roadmaps, looking at this example of a standard roadmap.

04:36Communities can build digitalization roadmaps based on their digitalization level to clearly define a list of

04:43technical enablers and capabilities that need to be built to develop LDPs and LDTs. Some of these initiatives can

04:53consist of, for example, the development of a digital strategy and the deployment of an infrastructure strategy

05:00for storage, compute and networks. For each of the listed enablers and capabilities, a set of initiatives

05:08will be defined together with an implementation timeline. Once communities develop the roadmap describing

05:16the relevant capabilities and enablers, they also determine a list of initiatives that are considered

05:23important for the implementation of LDPs and LDTs. In order to effectively deploy some of these initiatives,

05:31communities will need to procure some items such as on-premises computing or storage tools.

05:37These items represent the procurement needs that communities will seek to solve through procurement

05:43processes. To support communities in acquiring these items, we are making available specific templates for different

05:51procurement needs. As explained before, the procurement support material that we provide consists of both

05:59open, downloadable and reusable templates as well as procurement guidelines. Let's begin with the

06:06procurement guidelines. These templates are composed of two different documents. The tender specifications,

06:15which are the main document, and technical specifications, which are an annex of the tender document.

06:23The procurement templates are crafted based on EU legislation and are therefore suitable for procurement

06:30above threshold. Communities are invited to customise the templates, inserting information on

06:36their national legislation, adapting the content to use the template, also for procedures below threshold.

06:44In particular, the tender document mainly contains the scope and description of the procurement, general

06:51tendering information, and the evaluation and award criteria. On the other hand, technical specification

06:58cover the compliance checks and warranty, technical and functional requirements necessary for the specific

07:05procurement solution as well as minimum interoperability mechanisms known as MIMs, which are essential for ensuring

07:13that smart city related products or services can be integrated with existing systems and technologies.

07:22The templates are being developed in English. In the following months, the templates will be made available online

07:29to be downloaded, providing also French and German versions. The table presented contains the procurement

07:39templates that are being prepared and the items or objects that are covered by each of them. Just to give you a couple

07:46of examples, if a community needs to procure IoT devices, they can access the specific IoT devices templates.

07:55Another community might need to purchase advanced cloud computing tools or cloud automatic computing

08:04management tool and will therefore utilise and customise the cloud computing template.

08:13Now it's the time to give you an overview of the guidelines. The guidelines aim at orienting communities in the

08:22different phases of the procurement. Broadly speaking, their first objective is to guide communities on how to use the templates.

08:30In addition, communities can refer to guidelines throughout their procurement process, especially on tender development,

08:38market engagement strategies, evaluation and award, and finally funding and financing of the needed items.

08:46The table presents the list of guidelines covering the thematic areas just described. To give you just an example,

08:55in the thematic area related to evaluation and award, you will find three guidelines focusing on methods for

09:03effective supplier evaluation processes and negotiation, conditionalities definition and contractualisation,

09:10means standards and certification compliance. As you know, the procurement support materials are being

09:20prepared right now by our team in collaboration with many cities and communities that are providing feedback on

09:27them to ensure they are fit for them. Hereby, we invite you to get involved in this process and get in touch with us.

09:34Participating in the revision of these materials will ensure you have a say in how these documents are being prepared.

09:43You can manifest your interest by providing your contact emails accessing this QR code and we will reach out.

09:53Thanks very much for your interest in this topic. If there are any questions on any of this, please feel free to reach out to me.

10:01We will be happy to assist you with any questions you may have. Thank you again.

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