Page 132 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

Table 23: Dos and don’ts-Award the contract
Do
Don’t
tell the successful supplier you intend do not negotiate essential terms of the
to award them the contract and share your contract at the award stage
decision publicly
do not enter into long-term contracts
allow time between notifying all with no exit options
suppliers of your decision and awarding the
contract

give detailed feedback to unsuccessful
Dos and don'ts
suppliers
Table 24: Dos and don’ts-Manage supplier relationship
Table 24: Dos and don’ts-Manage supplier relationship

Do Don’t
resolve problems early through do not end a contract early without
discussion and collaboration, not contract following an improvement plan
enforcement
do not become “locked in” or over
allow the supplier to feed-back and dependent on one supplier
suggest improvements

consider involving the supplier in
product strategy and planning sessions
Table 25: Dos and don’ts-Manage supplier delivery
Case study – How China is encouraging suppliers to involve in life cycle management of smart city
projects

Do Don’t
Summary do not allow one person to monitor

define roles and responsibilities at the
start of the project high-value projects on their own, particularly if
As a smart city project involves a long term of construction and operation, it is vital to maintain a
they also awarded the contract
strong supplier relationship. China has developed a series of approaches to strengthen cooperation

agree where the supplier will work and
and collaboration with suppliers in the smart city project.
which tools you will use to collaborate
agree a shared set of milestones and
The problem
clarify how they will be assessed
• The suppliers have been actively involved in the construction stage; however, the maintenance
and operation of smart cities still need strong support from suppliers

• The cooperation and collaboration between different suppliers are weak, which will lead to
silos in smart cities

• A long-term relationship between local governments and suppliers needs to be built to ensure
the life cycle management of smart cities
8 Procurement guidelines for smart sustainable cities | May 2023
• The evaluation system for suppliers need to be further developed to enhance the continuous
improvement

The approach

To enhance supplier relationship, China has been developing a new approach, which emphasis
the cooperation between government and suppliers and the life cycle management of smart city
project.

118 Procurement guidelines for smart sustainable cities | May 2023