RESTRICTEDWORLD TRADE
ORGANIZATIONGPA/W/24/Add.5
15 July 1998
(98-2801)
Committee on Government Procurement Original:  English
QUESTIONNAIRE ON INFORMATION TECHNOLOGY
IN GOVERNMENT PROCUREMENT
Response by the European Community
Addendum
The attached communication contains the replies from the European Community to the
questionnaire on Information Technology in Government Procurement contained in document
GPA/W/24, dated 22 August 1996.GPA/W/24/Add.5
Page 2
QUESTIONNAIRE ON INFORMATION TECHNOLOGY
1. Could delegations give a brief description of any steps taken or planned to introduce
information technology into public procurement?  If  so, does this cover contracts which are covered
under the 1994 Agreement?  At all levels of government?  In the event that delegations are not
considering introducing information technology into public procurement, could they explain the
reasons?
Currently, at EU level, the TED (Tenders Electronic Daily) database, which is the electronic
version of the OJ/S, contains all procurement opportunities and notices on contracts awarded covered
by the EU directives on public procurement, and therefore the EC’s Appendix I of the GPA.  All
levels of government are covered.
Under the EU SIMAP (Systéme d'Informations  Marchés Publics) project, the following
developments are under way or have been accomplished:
(a) an Internet-based as well as PC-based software with graphical user interface and
contextual on-line help for the controlled data entry of information contained on
standard public procurement notices - so-called "electronic forms";
(b) development of EDIFACT messages, according to which the data contained on the
"electronic forms" are structured, ready to be transmitted to the designated receiving
system - the SIMAP Central Unit;
(c) development of email and SMTP service for transmission of the EDIFACT electronic
forms to the SIMAP Central Unit;
(d) a software running on the SIMAP Central Unit, for the central processing of the data
contained on the electronic forms and automatic publication;
(e) a search and retrieval mechanism (SRM) to be used as user-friendly "link through"
software for accessing public procurement notices published in the OJ/S and the
database TED, as well as in other databases available on the Internet without cost and
containing procurement notices by contracting entities in the Community and
elsewhere.  This SRM will also be able to search and retrieve information from"purchasers profiles" published on the Web;
(f) a tool to enable contracting entities in the Community to design and create "purchaser
profiles" and to maintain links to such profiles as they are created;
(g) a Web-based tool to permit the searching, indexing and translating terms of notices in
all the EU official languages with the help of the Common Procurement Vocabulary
(CPV);
(h) a facility to identify and maintain links with URL or electronic mail addresses in
order to allow interested suppliers to obtain further information and/or full tenderdocumentation from contracting entities;
(i) the generalized use of the system outlined a bove by all concerned entities at EU level.GPA/W/24/Add.5
Page 3
2. What function(s) would information technology  serve in such systems and who will be the
users?
The main function of the existing TED database is to allow suppliers to become aware of
procurement opportunities in a format other than paper-based.  The system is also used for market
analysis although it is not principally geared for these purposes and therefore does not at present lend
itself easily to such use.
SIMAP’s objectives/functions are to promote the use of ICT in public procurement.  Through
the SIMAP notification project, contracting entities are able to use electronic forms software topublish their contract notices and contract award notices. The dissemination project facilitates the
access of procurement-related information.  In the future, it will also be used for market monitoring
and analysis. Additionally, subproject 4 of SIMAP intends to promote the exchange of information
between purchasers and suppliers, i.e. exchange of tender documents.
Users include contracting entities, information brokers, suppliers and supervisory authorities.
3. Could delegations describe the technical aspects of the systems in use or planned?  In
particular as regards infrastructure/hardware-software and its options/standards?
SIMAP is built on a DEC and a SUN hardware using Oracle version 7 as its database
management system.
TED is built on Siemens hardware using DIMDI.
4. Could delegations describe any limitations affecting access to information available and use
of systems?  How wide is potential access to interested suppliers?  What are the access possibilities
for suppliers of other signatory countries?  What possible obstacles to access might arise forsuppliers in other signatory countries?
Potential access to the TED system is worldwide.  There are no real limitations to access but
efficient use of the system is clearly dependent upon familiarity with query commands and search
strategies. (A user manual is available to subscribers.)
The Web interface, with its query forms and on-line help, greatly simplifies the use of the
system.
Suppliers (or information brokers), both domestic and foreign, can access the TED database
via the public switched network (X25) connectin g to a Network User Address.  SIMAP can be
reached at the Internet address http://simap.eu.int.
5. For those Parties who use databases which list government procurement opportunities:
(i) What are the names of their databases?
The name of the database is Tenders Electronic Daily (TED).
(ii) How long have the databases been operational and how many suppliers use the
databases?
TED has been operational since 1988 and has approximately 11,000 subscribers. These
include suppliers, information brokers and our network of European Information Centres (ElCs).  The
final information-user population is therefore difficult to quantify.GPA/W/24/Add.5
Page 4
The SIMAP Web site has been running since October 1996 and has more than 400,000 hits.
(iii) Is a fee charged to suppliers using the systems?  If so, how much, and what is
included in the fee?
Currently, there is a charge for using the TED database.  The subscription to the TED
database, including unlimited usage, is done at a fee of 1,080 ECU/year (approximately SDR 1,050).Customers interested in searching TED on a pay-per-view basis may still display, print or download
data at a price of 1,20 ECU per full document (or 0,60 ECU per "extra"-format). From 1 January
1999, TED will be available free of charge.  A CD-ROM edition up-dated five times a week at the
subscription price of 1,080 ECU/year will be avai lable from 1 July 1998. The current, twice-weekly
CD-ROM edition will be maintained at the price of 600 ECU/year (approximately SDR 580).  Access
to the SIMAP Web site is free of charge.
(iv) Can suppliers obtain tender documentation electronically?  If so, how?No, suppliers cannot obtain tender documentation electronically from TED. In the near future,
the TED database will offer hyperlinks to so-called "purchaser profiles" run by or on behalf of
contracting entities. These purchasers profiles should provide online access to the full tender
documents.
(v) How is information on the databases organized?The information on each notice is held on the database in text format. However, a large
amount of key information for each notice is held in separately searchable fields. This allows, among
others, definition of search strategies broken down by type of contract
(supplies/construction/services), by "product", by type of purchasing entity (central, utilities, etc.),
according to whether it is GPA/non-GPA covered, by geographical location, by name of contractingentity, by submission deadlines;  by publication date. Having narrowed a search using some of the
above strategies, the entire text of the notices selected can also be submitted to a keyword search, full
or truncated.
(vi) Do the databases offer any other features?
See point (iv) above. In addition, the SIMAP Web site contains information on standards, best
practices and guidelines, terminology, national legislation, resources on electronic procurement and
electronic commerce, training initiatives, etc.  A discussion forum on public procurement issues is
also available.  In addition, the SIMAP Web site also offers links to other countries' and international
organizations' web sites that contain information on procurement, including in some cases,
procurement opportunities.
(vii) What is the approximate number of procurement opportunities listed on the databases
annually?
There were approximately 150,000 procurement opportunities listed in 1997 in TED and this
figure is growing annually.
(viii) Are the systems managed by the government or a private company?
TED  is managed by the Publications Office of the European Communities.
SIMAP project is managed by th e European Comm ission (DG XV).GPA/W/24/Add.5
Page 5
(ix) Can Parties' databases be interrogated using international standards, such as SQL
Standard Query Language?
TED database can be interrogated using CCL.  Data contained in SIMAP can be interrogated
by SQL.
(x) Are all notices which are required to be published under Articles IX and XVIII: I of
the Agreement - for entities in Annexes 1, 2 and 3 - also available on databases?  If
so, do such notices contain at least the minimum information required to be published
under Articles IX and XVIII:1?
Yes. The TED system covers all contracts coming under the terms of the EU's Directives on
public procurement, therefore covers all levels of government. Information contained complies with
the requirements set out by the EU Directives and the WTO Agreement on Government Procurement.
(xi) How are Agreement-covered notices identified?Replied above in point (v).
(xii) To what extent does each type of notice contained in databases conform to a standard
structure?
All notices are structured in accordance with the EU’s Directives on Public Procurement.
(xiii) Is any particular classification used in such notices to describe purchases and, if so,
which classification?
The classification used is Common Procurement Vocabulary (CPV).
(xiv) Where databases exist in a non-WTO language, to what extent are notices and
information summarized in a WTO language?
The full text of the notices is provided in th e original language. Summarized information is
provided in all EU official languages (including English, French and Spanish).
6. For those Parties who are involved in action in the area of electronic commerce:
(i) Please provide full information on projects and plans with regard to electronic
commerce.
See response to question 1 above.
(ii) Could those parties who have experience with electronic commerce provide
information on such experiences?
N.A.
__________