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Management Model for Centralized Procurement

In centralized procurement there exist several management models for contracts, including the following:

  • Management of framework agreements and framework contracts: The contracting authority (DGRCC) is that which has competency for the tendering, awarding and finalising of the framework agreement with successful bidders and also for modifications, product update authorisations, the imposition of penalties, the resolution of framework contracts based on the framework agreement etc. On the other hand, the requesting body is the one to assume responsibility for making the request and, where necessary, the second round tender, the approval of costs associated with the framework contract and the management and payment of goods and services procured. Requests are processed through the Conecta-Centralización application and, moreover, in the specific case of the framework agreement for electricity, an application called ELECTRA has been developed, designed to facilitate the management of the corresponding framework contracts. This management model, the procedure sees savings that benefit the budget of the requesting bodies directly.

  • Management of centralized contracts with centralized budget in Section 31: The DGRCC maintains the competencies as contracting body for the tendering, awarding and finalising of contracts for modifications, product update authorisations, the imposition of penalties, the resolution of the contract etc. However, from the economic-financial perspective, the competencies for approval and commitment to payment are separated, and are of the Directorate-General, and competencies for the recognition of obligations and payment proposals correspond to the designated bodies in each department or agency participating in the contract and coincide with responsibilities for services. For this reason, two Ministerial Orders have been approved: Order HAP/386/2015, of 6 March, and Order HAP/1671/2015, of 30 July, amending Order HAP/1335/2012, of 14 June, on the delegation of competencies. With regard to the execution of the contract, the departments and agencies are the competent authorities for the supervision of services and invoicing and responsible for the management of services in their ambit, allowing for the configuration of decentralized management of the contract linked with the responsibility for its operation. Moreover, in those contracts in which there are penalties for deficiencies in quality, it is these that have the decision-making power, reinforcing the fundamental role of the Heads of departments and agencies. It must be noted that, for the purposes of controlling the process, various IT applications have been developed, such as MERCURIO, ELECTRA, ATLAS and OLIMPIA (the latter two in testing) to monitor the execution of the contracts for postal services, electricity, travel agency services and cleaning services respectively, providing added value for contract managers in t eh form of information, control, etc.

  • Management of other centralized contracts: regarding the contract for travel agency services, the contracting body is the DGRCC, however, the credits in Section 31 have not been centralized, therefore each management centre must charge services to their own budget. Also, in this case an IT application has been developed (ATLAS) to facilitate the monitoring of the execution of the contract. Finally, in the case of the contract for telecommunications services, which is also financed using Section 31 credits, all competencies remain centralized, both for procurement (corresponding to the DGRCC), and competency for the recognition of obligations and payment proposal for telecommunications services (which have been delegated to the Director of Information Technologies and Communication of the Ministry of Finance and Public Administrations). In this case, the DTIC is the unit responsible for monitoring execution and managing invoicing of telecommunications services.