Page 116 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

Table 14: Dos and don’ts-Use digital buying tools
Do Don’t

use digital buying tools to enable faster do not choose digital tools that require
procurement and attract a broader range of you to be “locked in” to use a certain provider
suppliers over a long period

make sure any digital tools you choose
can be shared easily
For more information visit the Open Contracting Data Standard website.
inform suppliers about any new digital
tools you would like them to use
Dos and don'ts
Table 15: Dos and don’ts-Simplify contracts
Table 15: Dos and don’ts-Simplify contracts

Do Don’t

use plain language and avoid legal do not use negative or controlling
jargon; if you have to use legal wording explain language; this is likely to discourage smaller
what it means suppliers from working with government

use framework agreements to allow do not use language that is biased
faster contracting towards a particular gender or group

publish contracts online so that they are
accessible to the public

Table 16: Dos and don’ts-Choose an approach
4.1.8 Choose an approach

Don’t
Do
Choose the best way to approach the market and the correct contract terms and conditions.
consider whether a procurement do not use the direct award process
process is the best way to achieve your needs
Why it's important except for emergency or security-related
buying
combine with other departments to

Once public officials and stakeholders have a set of agreed outcomes and an idea of their budget
buy commonly bought products or services at
it is important to decide:
a better price
• if running a procurement is the best way to meet their needs;
use open procurement procedures to
• how to approach the market; and
maximize transparency and competition
• the best type of contract to deliver their outcomes.

What it means

Before public officials and stakeholders consider procurement approaches, they should first ask:

• Can and should we build the product or service ourselves? Sometimes known as a “make or
buy” decision Procurement guidelines for smart sustainable cities | May 2023 5
• Can we use or extend an existing contract to deliver the same outcomes?

• Can we get a better price through “aggregated” or collective buying with other departments?

102 Procurement guidelines for smart sustainable cities | May 2023