The target go-live timeframe for the new eTenders platform is April 2023. The Office of Government Procurement (OGP) has a robust project plan in place to enable a smooth transition. The plan includes analysis and design, training and User Acceptance Testing (UAT) and we will keep you up to date with what you need to do at each stage.

Maria Owens | Procurement Category Manager – Education Strategic

The Education Procurement Service (EPS) has been appointed by the OGP eTenders project team as Sectorial implementation Leads (SIL) for the Education sector. Our remit is to act as a conduit between the project team and the sector.

We recommend that you familiarise yourself and your team with the project process by reviewing the following link to the OGP eTenders platform roll out update:

Please click here for the latest information and guidance regarding the eTenders project.

The Timeline

There will be a short timeframe when the current and the new platforms are active simultaneously. This risk mitigation measure is necessary to protect the integrity of live competitions and business continuity.

The current platform will continue until May 2023 to allow users to complete competitions already in progress when the new platform goes live. The deadline for completion of competitions on the current platform is 19 May 2023. All competitions (and the first stages of multi stage competitions) must be concluded in the current platform before that date to protect their integrity. The OGP are aware that there will be exceptional circumstances where this may not be possible and we are actively investigating options for these competitions.

All new competitions will start on the new platform once it is live in April 2023. Dynamic Purchasing Systems (DPS, Utilities QS) and Frameworks will be available on the new platform from Go-live to facilitate drawdowns.

Data Migration

The new supplier of the eTenders platform European Dynamics will migrate data in stages to accommodate competitions at different parts of their lifecycle. Data migration activities are due to start at the end of December 2022 and completed post go-live.

As the work to design and plan the migration continues, this is a good opportunity to review and clean up your data where necessary.

The OGP ask that Contracting Authorities ensure the following is up to date by December 2022:

  • Frameworks must be clearly identified on the Platform,
  • Active contracts older than four years must be identified on the Platform.

For a step-by-step guide on how to do this, please watch the video below.

Training

The new platform will be similar to the current platform in many ways, but will also include new and improved functionality. A targeted training programme will be rolled out for users based on their roles, from basic to administrator to super user. The training will include webinars, videos, training manuals and online/ classroom based learning. It will also encourage users to make more use of online functionality.

Support for contracting authorities from Sector Implementation Leads (SILs)

A group of Sector Implementation Leads (SILs) was established to represent the Education, Local Government, Health and Commercial Semi States sectors during the rollout of the new eTenders platform. This group will inform users on all aspects of the project, including training and User Acceptance Testing (UAT). They will act as a conduit between the project team and their sector for the latest updates on the project and any questions arising.

Support for Suppliers

The OGP will regularly update the Small and Medium Size Enterprise (SME) Advisory Group, chaired by the Minister of State with responsibility for Public Procurement. A communications sub-committee to the SME Advisory Group will also be updated on the eTenders roll out.

eTenders Data Protection Statement

The eTenders Data Protection Statement is to inform users of this platform how their personal data is handled and their privacy rights. Information is provided on how personal data is processed through use of this platform including any personal data provided when registering as a user or taking part in a tender competition on the platform.

Users can read the Data Protection Statement by clicking HERE

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