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Computer Supported Contractor Selection For Public Administration…

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Zbigniew Paszkiewicz
Zbigniew Paszkiewicz

Ventures undertaken by public administration signifi cantly contribute to development of economy. Such ventures are usually complex, so they require effective collaboration of a number of autonomous organizations. To face the challenge of efficient cooperation, public administration should adopt the model of Virtual Organizations (VO). A key phase in each VO life-cycle is selection of partners which in case of public administration takes a form of public auctions. In this paper a Collaborative Contractor Selection method, denoted C-CS, is proposed to support selection of contractors for a portfolio of public ventures. In the C-CS method a number of requirements are considered associated with contractor off er properties, contractor competences, and social relationships among them. The selection is performed step by step as successive ventures are performed. If justifi ed, the selection is done in collaboration between administrative units and potential contractors. The C-CS method provides an opportunity for better computer support of public auctions leading to more efficient and eff ective realization of public administration ventures.

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October 24th, 2012, Albany, NY Computer Supported Contractor Selection for Public Administration Ventures Zbigniew Paszkiewicz Wojciech Cellary Department of Information Technology Poznao University of Economics, Poland {zpasz,cellary}@kti.ue.poznan.pl
Agenda 1. Public ventures and auctions in European Union 2. C-CS method – Virtual Organization Breeding Environments – Information model – Selection technique – Recommendations 3. Conclusions © UEP 2
Public ventures and public auctions in European Union
Complex public contract Contracting authorities are not objectively able to define the technical means, capable of satisfying their needs or objectives, and/or are not objectively able to specify the legal and/or financial makeup of a project © UEP 4
Main procedures • Open procedures • Restricted procedures • Design contests • Competitive dialogue • Negotiated procedures • Developing one or more suitable alternatives • Candidates chosen are invited to tender • Negotiate the terms of contract © UEP 5
Evaluation and selection • Restrictions concerning to a particular type of organizations • Evaluation criteria • Economically advantageous • The lowest price only • Participation of groups of economic operators • Subcontracting to third parties • Submission of variants – Importance of evaluation criteria – Minimum requirements • Official lists of approved contractors, suppliers or service providers © UEP 6
Collaboration within public auction • Inside public administration units • Among public administration and candidates for contractors © UEP 7
Collaboration within public auction • Inside public administration units • Among public administration and candidates for contractors Aims • Definition of the contract notice content • Agreement on the invited the set of economic contractors • Evaluation of offer variants Participants • Domain experts, public administration unit representatives, legal and technical advisors, non-government organizations © UEP 8
Collaboration within public auction • Inside public administration units • Among public administration and candidates for contractors Aims • Identification of the means best suited to satisfying the needs of contracting authorities • Definition of contract terms Participants • Public administration units, potencial contractors © UEP 9
Portfolio of projects Project Public auction Project Public auction Project Public auction Public auction Project Public auction Preparation of Poznao City, Poland, to European Championship in Football © UEP 10
A. Project Portfolio Project C Project B Project D Project E Project F Project A Project E B. Contractor selection process Public Public auction B auction D Public Public Public auction A auction E auction F Public auction C C. Selection output General General General General Conractor E conractor A conractor B conractor C conractor D
Selection of contractors for single Not just one but a portfolio of ventures in separation from one projects another Not enough attention to the holistic view of the whole portfolio of ventures tasks comprising the project Selection for public administration ventures is not performed effectively Non-effective realization of public ventures © UEP
C-CS method
Method general concept Apply a coordinated partner selection process in a number of auctions to all the projects contained in the portfolio, instead of selecting independently a contractor per project • Selection of contractors is not seen as a single act • Selection of contractors is a process conducted in parallel to the public administration ventures • Consider a portfolio of projects © UEP 14
Method aims • Support for analysis of potential contractors in terms of relationships existing among them • Support for analysis of correlation among former and ongoing public auctions • Support for analysis of sets of economic contractors involved in many public auctions • Sharing of good practices concerning public auctions among public administration units © UEP 15
Virtual Organization Breeding Environments
Virtual Organization Breeding Environment Virtual Organization Process of Contractor Selection Virtual Organization Breeding Environment Preparation of Poznao City, Poland, to European Championship in Football 1
Contractor selection process encompasses 1. Definition of a set of public auctions to be conducted for the project portfolio – Relationships existing among these auctions, and main assumptions of these auctions 2. Conduction of the public auctions in stages Conduction public auctions, – Each auction is followed by establishment of a public contract for each project 3. If applicable, as contractor selection proceeds redefinition of the set of auctions, relationships among them, their scope and assumptions © UEP 18
Phases of the selection stage 1. Specification of public auctions envisioned for contractor selection stage and their detailed assumptions • Phase is performed within public administration and its output is published in a form of contract notices 2. Contractor analysis prior negotiations • Set of acceptable public contracts is created and analyzed internally within public administration 3. Contractor analysis during negotiations • Set of acceptable public contracts is created on the basis of acceptable offers submitted by candidate contractors during negotiation or competitive dialog 4. Stage conclusion • Selection of the best acceptable public contract for each public auction envisioned in this contract selection stage © UEP 19
Model of requirements Public Public Auction B Auction D Public autions for Project portfolio Public Auction A Public Auction E project portfolio Public Auction C Public Contract class E Public Contract class B Public Contract class A Contr.E Offer E Contr. B Offer B Contr. A Offer A Public Contract class C Public Contract class D Contr.C Offer C Contr.D Offer D Public contract specification f1 y f4 w f3 Roles w y p/r f2 p/r p/r p/r Social e1 e2 e3 e5 requirements e4 © UEP 20
Contractor selection y f4 f3 f1 w w Contractor and offer y p/r classes p/r p/r f2 p/r e3 e5 e1 e2 e4 p/r w p/r O3 EO3 EO4 O5 O6 y p/r w Repository O2 y z p/r EO5 O7 p/r O1 p/r y p/r EO1 EO2 O4 y p/r O8 EO6 O9 F – contractor specification E – offer specification EO – economic operator O – offer © UEP 21
Information model
Information modules 1. Contractor and offer specification module 2. Social network module 3. Requirement module 4. Participant’s activity module © UEP 23
1 Contractor and offer specification module • Structured description of contractors’ competences and services • Offers (offer variants) submitted during past and current public auctions • Contractor/offer search based on submitted criteria • Evaluation of the conformance of an contractor to a set of requirements © UEP 24
2 Social network module • Contents – Contractors – Contractor groups – Contractor group variants – Offers – Offer variants • Evaluation of the conformance of an contractor group to a set of social requirements © UEP 25
3 Requirement module • Definition of complex requirements involving various aspects of contractor groups • Provides information concerning requirements used in various public auctions • Repository of sets of requirements for future reuse © UEP 26
4 Participant’s activity module • Stores information concerning activities performed by contractor selection process participants throughout selection processes • Activity Pattern Identification and Recommendation method for Collaborative Processes © UEP 27
Selection technique
1 Definition of VO specification • Set of requirements • Process participant’s preferences • Process participant’s acceptable requirement conformance levels Phase 1 © UEP 29
Selection of partners and 2 services for role • Set of contractors and offers for each role • Sorting and filtering out elements Phase 2 and 3 © UEP 30
3 Generation of VO variants • Contractor group variant - possible composition of contractors and offers – Genetic algorithm - determination of the best fitted partner group variants – Fitness function - estimation of the level of satisfaction of social requirements – Threshold value - used to filter out the contractor group variants Phase 2 and 3 © UEP 31
Final contractor group 4 selection • Choosing the “winning” contractor and offer variant • Registration in social network Phase 4 © UEP 32
Recommendations
Recommendation • Detect activity patterns in contractor selection process A set of activities that are frequently performed in a structured way in a particular context • Identified activity patterns are later recommended to other selection participants • Possible due to information stored in participant’s activity module of the repository © UEP 34
Conclusions
Conclusions • Work in progress • Validation in public administration practice • Prototype implementation – The ErGo System – http://ergo.kti.ue.poznan.pl • According to the current European legal regulations – Only requirements concerning economic contractors and their offers – No social requirements can be used to evaluate and reject an economic operator as a result of a public auction © UEP 36
Related work Cellary, W. and W. Picard, Agile and Pro-active Public Administration as a Collaborative Networked Organization, The 4th International Conference on Theory and Practice of Electronic Governance, ICEGOV, 2010 Picard, W.: Adaptation of service protocols. Habilitation thesis, Wydawnictwa Uniwersytetu Ekonomicznego w Poznaniu, to appear, 2012 Paszkiewicz, Z. and W. Picard, MAPSS, a Multi-Aspect Partner and Service Selection Method, 11th IFIP WG 5.5 Working Conference on Virtual Enterprises, PRO-VE 2010, Springer, 2010 Paszkiewicz, Z. and W. Cellary, Computer Supported Collaboration of SMEs in Transnational Market, Journal of Transnational Management , vol. 17, issue 4, ed. Becker, K. , Taylor & Francis, 2012 © UEP 37
Computer Supported Contractor Selection for Public Administration Ventures Thank you for your attention Zbigniew Paszkiewicz Wojciech Cellary Department of Information Technology Poznao University of Economics, Poland {zpasz,cellary}@kti.ue.poznan.pl
Computer Supported Contractor Selection for Public Administration Ventures Thank you for your attention Zbigniew Paszkiewicz Wojciech Cellary Department of Information Technology Poznao University of Economics, Poland {zpasz,cellary}@kti.ue.poznan.pl

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Computer Supported Contractor Selection For Public Administration…

  • 1. October 24th, 2012, Albany, NY Computer Supported Contractor Selection for Public Administration Ventures Zbigniew Paszkiewicz Wojciech Cellary Department of Information Technology Poznao University of Economics, Poland {zpasz,cellary}@kti.ue.poznan.pl
  • 2. Agenda 1. Public ventures and auctions in European Union 2. C-CS method – Virtual Organization Breeding Environments – Information model – Selection technique – Recommendations 3. Conclusions © UEP 2
  • 3. Public ventures and public auctions in European Union
  • 4. Complex public contract Contracting authorities are not objectively able to define the technical means, capable of satisfying their needs or objectives, and/or are not objectively able to specify the legal and/or financial makeup of a project © UEP 4
  • 5. Main procedures • Open procedures • Restricted procedures • Design contests • Competitive dialogue • Negotiated procedures • Developing one or more suitable alternatives • Candidates chosen are invited to tender • Negotiate the terms of contract © UEP 5
  • 6. Evaluation and selection • Restrictions concerning to a particular type of organizations • Evaluation criteria • Economically advantageous • The lowest price only • Participation of groups of economic operators • Subcontracting to third parties • Submission of variants – Importance of evaluation criteria – Minimum requirements • Official lists of approved contractors, suppliers or service providers © UEP 6
  • 7. Collaboration within public auction • Inside public administration units • Among public administration and candidates for contractors © UEP 7
  • 8. Collaboration within public auction • Inside public administration units • Among public administration and candidates for contractors Aims • Definition of the contract notice content • Agreement on the invited the set of economic contractors • Evaluation of offer variants Participants • Domain experts, public administration unit representatives, legal and technical advisors, non-government organizations © UEP 8
  • 9. Collaboration within public auction • Inside public administration units • Among public administration and candidates for contractors Aims • Identification of the means best suited to satisfying the needs of contracting authorities • Definition of contract terms Participants • Public administration units, potencial contractors © UEP 9
  • 10. Portfolio of projects Project Public auction Project Public auction Project Public auction Public auction Project Public auction Preparation of Poznao City, Poland, to European Championship in Football © UEP 10
  • 11. A. Project Portfolio Project C Project B Project D Project E Project F Project A Project E B. Contractor selection process Public Public auction B auction D Public Public Public auction A auction E auction F Public auction C C. Selection output General General General General Conractor E conractor A conractor B conractor C conractor D
  • 12. Selection of contractors for single Not just one but a portfolio of ventures in separation from one projects another Not enough attention to the holistic view of the whole portfolio of ventures tasks comprising the project Selection for public administration ventures is not performed effectively Non-effective realization of public ventures © UEP
  • 14. Method general concept Apply a coordinated partner selection process in a number of auctions to all the projects contained in the portfolio, instead of selecting independently a contractor per project • Selection of contractors is not seen as a single act • Selection of contractors is a process conducted in parallel to the public administration ventures • Consider a portfolio of projects © UEP 14
  • 15. Method aims • Support for analysis of potential contractors in terms of relationships existing among them • Support for analysis of correlation among former and ongoing public auctions • Support for analysis of sets of economic contractors involved in many public auctions • Sharing of good practices concerning public auctions among public administration units © UEP 15
  • 17. Virtual Organization Breeding Environment Virtual Organization Process of Contractor Selection Virtual Organization Breeding Environment Preparation of Poznao City, Poland, to European Championship in Football 1
  • 18. Contractor selection process encompasses 1. Definition of a set of public auctions to be conducted for the project portfolio – Relationships existing among these auctions, and main assumptions of these auctions 2. Conduction of the public auctions in stages Conduction public auctions, – Each auction is followed by establishment of a public contract for each project 3. If applicable, as contractor selection proceeds redefinition of the set of auctions, relationships among them, their scope and assumptions © UEP 18
  • 19. Phases of the selection stage 1. Specification of public auctions envisioned for contractor selection stage and their detailed assumptions • Phase is performed within public administration and its output is published in a form of contract notices 2. Contractor analysis prior negotiations • Set of acceptable public contracts is created and analyzed internally within public administration 3. Contractor analysis during negotiations • Set of acceptable public contracts is created on the basis of acceptable offers submitted by candidate contractors during negotiation or competitive dialog 4. Stage conclusion • Selection of the best acceptable public contract for each public auction envisioned in this contract selection stage © UEP 19
  • 20. Model of requirements Public Public Auction B Auction D Public autions for Project portfolio Public Auction A Public Auction E project portfolio Public Auction C Public Contract class E Public Contract class B Public Contract class A Contr.E Offer E Contr. B Offer B Contr. A Offer A Public Contract class C Public Contract class D Contr.C Offer C Contr.D Offer D Public contract specification f1 y f4 w f3 Roles w y p/r f2 p/r p/r p/r Social e1 e2 e3 e5 requirements e4 © UEP 20
  • 21. Contractor selection y f4 f3 f1 w w Contractor and offer y p/r classes p/r p/r f2 p/r e3 e5 e1 e2 e4 p/r w p/r O3 EO3 EO4 O5 O6 y p/r w Repository O2 y z p/r EO5 O7 p/r O1 p/r y p/r EO1 EO2 O4 y p/r O8 EO6 O9 F – contractor specification E – offer specification EO – economic operator O – offer © UEP 21
  • 23. Information modules 1. Contractor and offer specification module 2. Social network module 3. Requirement module 4. Participant’s activity module © UEP 23
  • 24. 1 Contractor and offer specification module • Structured description of contractors’ competences and services • Offers (offer variants) submitted during past and current public auctions • Contractor/offer search based on submitted criteria • Evaluation of the conformance of an contractor to a set of requirements © UEP 24
  • 25. 2 Social network module • Contents – Contractors – Contractor groups – Contractor group variants – Offers – Offer variants • Evaluation of the conformance of an contractor group to a set of social requirements © UEP 25
  • 26. 3 Requirement module • Definition of complex requirements involving various aspects of contractor groups • Provides information concerning requirements used in various public auctions • Repository of sets of requirements for future reuse © UEP 26
  • 27. 4 Participant’s activity module • Stores information concerning activities performed by contractor selection process participants throughout selection processes • Activity Pattern Identification and Recommendation method for Collaborative Processes © UEP 27
  • 29. 1 Definition of VO specification • Set of requirements • Process participant’s preferences • Process participant’s acceptable requirement conformance levels Phase 1 © UEP 29
  • 30. Selection of partners and 2 services for role • Set of contractors and offers for each role • Sorting and filtering out elements Phase 2 and 3 © UEP 30
  • 31. 3 Generation of VO variants • Contractor group variant - possible composition of contractors and offers – Genetic algorithm - determination of the best fitted partner group variants – Fitness function - estimation of the level of satisfaction of social requirements – Threshold value - used to filter out the contractor group variants Phase 2 and 3 © UEP 31
  • 32. Final contractor group 4 selection • Choosing the “winning” contractor and offer variant • Registration in social network Phase 4 © UEP 32
  • 34. Recommendation • Detect activity patterns in contractor selection process A set of activities that are frequently performed in a structured way in a particular context • Identified activity patterns are later recommended to other selection participants • Possible due to information stored in participant’s activity module of the repository © UEP 34
  • 36. Conclusions • Work in progress • Validation in public administration practice • Prototype implementation – The ErGo System – http://ergo.kti.ue.poznan.pl • According to the current European legal regulations – Only requirements concerning economic contractors and their offers – No social requirements can be used to evaluate and reject an economic operator as a result of a public auction © UEP 36
  • 37. Related work Cellary, W. and W. Picard, Agile and Pro-active Public Administration as a Collaborative Networked Organization, The 4th International Conference on Theory and Practice of Electronic Governance, ICEGOV, 2010 Picard, W.: Adaptation of service protocols. Habilitation thesis, Wydawnictwa Uniwersytetu Ekonomicznego w Poznaniu, to appear, 2012 Paszkiewicz, Z. and W. Picard, MAPSS, a Multi-Aspect Partner and Service Selection Method, 11th IFIP WG 5.5 Working Conference on Virtual Enterprises, PRO-VE 2010, Springer, 2010 Paszkiewicz, Z. and W. Cellary, Computer Supported Collaboration of SMEs in Transnational Market, Journal of Transnational Management , vol. 17, issue 4, ed. Becker, K. , Taylor & Francis, 2012 © UEP 37
  • 38. Computer Supported Contractor Selection for Public Administration Ventures Thank you for your attention Zbigniew Paszkiewicz Wojciech Cellary Department of Information Technology Poznao University of Economics, Poland {zpasz,cellary}@kti.ue.poznan.pl
  • 39. Computer Supported Contractor Selection for Public Administration Ventures Thank you for your attention Zbigniew Paszkiewicz Wojciech Cellary Department of Information Technology Poznao University of Economics, Poland {zpasz,cellary}@kti.ue.poznan.pl