Page 60 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

• how quickly contracts were awarded and which buying method was used;
• which suppliers have been given emergency support or relief measures;
Table 5: Dos and don’ts-Use emergency or accelerated procedure (Digital Buying Guide)
• contract start and end dates; and

• where and when the products or services were delivered.
Do Don’t
In addition, public officials and stakeholders should: do not use emergency buying

use emergency buying to deliver
products or services faster in a genuine procedures after an emergency situation has
• use forms or templates to input and publish data in a consistent way; and
stabilized or recovered
emergency
• consider using a data “dashboard”, a visual representation with charts or maps that make it
easier to interpret spending during an emergency.
use more transparent methods wherever
possible

Monitoring and evaluationthe reasons why
keep a record of

emergency or accelerated buying was used
To help ensure effective monitoring and evaluation of the data public officials and stakeholders
Table 6: Dos and don’ts-Ensure value for money (Digital Buying Guide)
should:
• enable “real-time” monitoring, that is providing immediate feedback to buyers and suppliers,
Don’t
Do
so that they can make improvements rather than waiting for a review after a crisis has stabilized;
carry out aggregated or joint do not use over-prescriptive or tailored
• develop reporting to document what is being monitored and thus provide a better ground for
procurements to increase value for money and requirements that can only be met by one
corrective actions;
limit price gouging by suppliers supplier
• focus on outcomes rather than procedures in audits and evaluations: was satisfactory quality
provided for a reasonable price?;
use fast-track competitive procedures
whenever possible
• directly inform the public, NGOs and the media about emergency buying decisions; and
check international standards for
• provide ways for whistle-blowers to report problems anonymously.
emergency goods, track supply chains and to
ensure digital procurement is accessibility to
Dos and don’ts
users and staff.
Table 7: Dos and don’ts-Monitoring and evaluation (Digital Buying Guide)
Table 7: Dos and don’ts-Monitoring and evaluation (Digital Buying Guide)

Do Don’t

publish open data about emergency do not wait until after a crisis has
buying, including information on pricing, stabilized to monitor and evaluate emergency
suppliers and procedures used buying

focus on delivered outcomes rather
than procedures in audits and evaluations

provide ways for whistle-blowers to
report problems anonymously

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