Page 105 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

Table 11: Dos and don’ts-Share information early (Digital Buying Guide)
Don’t
Do
do not give any one supplier an unfair

and the process you’re following
and not with others
engage with a diverse range of suppliers
be transparent about what you need advantage by sharing information with them
inform the public about your
procurement strategy
Table 12: Dos and don’ts-Define outcomes
Do Don’t
base goals or outcomes on research do not write complex outcomes relating
• spot uncompetitive bids during the evaluation phase.
carried out with your organization, end users to particular software or hardware solutions
and suppliers
Public officials and stakeholders should avoid significant delays between estimating costs and

do not include hard-to-measure
sharing them with the market. This will help ensure that they remain accurate and are not affected

ensure that outcomes are realistic for outcomes, for example “reducing poverty”
by changes in currencies or market rates.
suppliers to provide

Dos and don'ts
insist that outcomes are measurable
Table 13: Dos and don’ts-Estimate costs
Table 13: Dos and don’ts-Estimate costs

Do Don’t
forecast what a product should cost do not allow significant delays between
before money is spent estimating costs and advertising an opportunity

share budget data openly to promote
competition and transparency

consider using e-Procurement tools to
plan budgets and control spending

4.1.6 Use digital buying tools

Use digital buying tools to enable faster buying and attract a broader range of suppliers.

Why it’s important

Digital buying tools can speed up the buying, contracting and supply process considerably. Without
them, buyers and suppliers may be forced to rely on paper documents, sealed bid envelopes and
returning contracts by post or in person.

As well as accelerating the buying process, digital tools can help to:
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Procurement guidelines for smart sustainable cities | May 2023
• increase transparency by publishing open data at all stages, from planning to delivery;
• attract a more diverse range of suppliers, for example women-owned SMEs;

• reduce administrative costs; and
• increase value for money through aggregating demand.

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