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Benchmarking
and best practices
EXPP/2011/07 ENpoint 6 of the Agenda
Meeting of the Comm ission GovernmentExperts Group on Publ ic Procurement
07 December 2011
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Best practice benchmarking Evaluation of processes and performance in
relation to best practice organisations processesand performance, usually within a peer group
defined for the purposes of comparison allows organizations to
develop plans on how to make improvements
adapt specific best practices, usually with the aim of increasing
some aspect of performance May be a one-off event, but often treated as a
continuous process in which organizationscontinually seek to improve their practices
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Best practice benchmarking Dimensions typically measured
time
cost
quality The participants can
identify the performance metrics and targets
learn from the best performers
and, more importantly, understand why the bestperformers are successful
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Benchmarking in the evaluation Exemplary aspects/dimensions where
comparisons across Member States can be made
Level of cross-border procurement* Duration of procedures*
Costs of procedures (time spent in person-days)**
Quality of data in notices published*
Based on: *OJ/TED data; **survey based on OJ/TED data
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PROPOSED DIMENSION
Duration of procedures
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Duration of procedures
241230
1 61 1 61
145 1 40 1 40 1 40 138 133124 123 120 117 116 115
1 08 1 08 105 10 2 1 02 10 2 99
84 84 81 78 77
0
50
100
150
200
250
300
Malt
a
Gree
ce
Portu
gal
UK
Cypr
us
Belgi
um
Luxe
mbo
urg
Finla
nd Italy
Irelan
d
Austr
ia
Denm
ark
Bulga
riaSp
ain
Czec
hRe
p.
Fran
ce
EEA-
30
Neth
erlan
ds
Esto
nia
Germ
any
Slov
akR
ep.
Swed
en
Lithu
ania
Rom
ania
Slov
enia
Hung
ary
Polan
dLa
tvia
Fig. 1): Time for the entire procurement process (from the day of dispatching of the CN to the
date of award)median number of days
Source: PwC, Ecorys, London Economics
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Duration of procedures Potentially influenced by
Structure of procedures used
e.g. in the UK the restricted procedure is used more
frequently (++ duration)
More procurement in sectors where purchasing
tends to takes longer Business services, construction (++ duration)
Commodities and food (-- duration)
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Durationcountry effects
Malta,
144
Greece,
142
Portugal,45
Bulgaria,
35
Italy,
32
Cyprus,
24
Ireland,
23
Belgium,
16
Luxembourg,
16
UK,
13
Finland,
4
CzechRep.,-3
Austria,-4
France,-6
Lithuania,-12
Spain,-13
Slovenia,-19
Netherlands,-20
Estonia,-21
SlovakRep.,-21
Sweden,-23
Germany,-27
Romania,-28
Denmark,-29
Poland,-34
Hungary,-43
Latvia,-43
-100
-50
0
50
100
150
200
Fig. 2): Number of days relative to the average
Source: PwC, Ecorys, London Economics
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PROPOSED DIMENSION
Costs of procedures
(time spent in person-days)
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Costs of procedures (person-days)Costs (person-days) Quickest Slowest Difference
Authorities 11 68 57
Firms 10 34 24
Duration of procedure(authorities + firms)
22 93 71
Significant discrepancies in efficiency amongst Member States
importance of enhancing correct and smart application of the rules
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Costs of procedures - CAEs
11 1215 16 16 16
17 18 18 19 19 20
21 21 22 23
25 26 26 27 27
31
3538
4043 44
68
0
10
20
30
40
50
60
70
80
Luxe
mbo
urg
Malt
a
Czec
hRe
p.
Belgi
um
Fran
ce
Irelan
d
Finla
nd
Germ
any
Polan
d
Austr
ia
Esto
nia
Slov
enia
Neth
erlan
ds
Swed
en
EEA-
30
Hung
ary
Spain
Denm
ark
UKLa
tvia
Lithu
ania
Roma
nia
Portu
gal
Slov
akR
ep.
Gree
ceIta
ly
Cypr
us
Bulga
ria
Fig. 3): Cost of procedures in man-dayscontracting authorities and entities
Source: PwC, Ecorys, London Economics
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Costs of procedures - firms
10 10 11 11
12 13 13
14 14 14 15 15 15 15
16 16 16 17 17 17
18
20 20
25 25
29 30
34
0
5
10
15
20
25
30
35
40
Fran
ce
Finla
nd
Luxe
mbo
urg
Polan
d
Slov
enia
Neth
erlan
ds
Lithu
ania
Belgi
umSp
ainLa
tvia
Czec
hRe
p.
Irelan
d
Hung
ary
Roma
nia
Esto
nia
EEA-
30
Portu
gal
Germ
any
Swed
en UK
Denm
ark
Austr
iaIta
ly
Gree
ce
Bulga
ria
Cypr
us
Slov
akR
ep.
Malt
a
Fig. 4): Cost of procedures in man-daysfirms
Source: PwC, Ecorys, London Economics
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Costs of procedures - combined
11 16 17 18 15 16 16
20 21 18 19 21 23
19 25 27 27 26 26
12
31 35
43 40 38 44
68
11
10 10 11 15 14 15
12 13 17 16 17 16 15 20
14 13 14 17 18
34
15
16
20 25 30
29
25
22
0
10
20
30
40
50
60
70
80
90
100
Luxe
mbo
urg
Fran
ce
Finla
nd
Polan
d
Czec
hRe
p.
Belgi
um
Irelan
d
Slov
enia
Neth
erlan
ds
Germ
any
Esto
nia
Swed
en
EEA-
30
Hung
ary
Austr
iaSp
ain
Lithu
ania
Latvi
a UK
Denm
ark
Malt
a
Rom
ania
Portu
gal
Italy
Gree
ce
Slov
akRep
.
Cypr
us
Bulga
ria
Firms
Authorities
Fig. 5): Cost of procedures in man-dayscombined
Source: PwC, Ecorys, London Economics
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PROPOSED DIMENSION
Quality of data in notices published
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Quality of notices
35%
36%
46%
63%
65%
68%
70%
71%
73%
74% 78
% 88%
89%
89%
91%
94%
96%
96%
97%
97%
97%
98%
98%
98%
99%
100%
100%
100%
0%
20%
40%
60%
80%
100%
120%
Netherlands
Sweden
Ireland
Denmark
France
Belgium
UK
Germany
Luxembourg
Austria
EEA-30
Portugal
Italy
Slovenia
Bulgaria
Spain
Hungary
Cyprus
CzechRep.
Latvia
SlovakRep.
Finland
Malta
Greece
Poland
Lithuania
Romania
Estonia
Fig. 6): Percentage of CANs with data provided in value field (2010)
Source: DG MARKT
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Discussion - questions Are these indicators appropriate?
Proposals for other indicators / dimensions that
should be taken into account
Can Member States that rank high share
their expertise with the others?
What makes them successful (methods,instruments introduced)?