Commission launched an improved flexible procurement process for end user IT supplies

DPS ITS will enable the Commission and other participating EU institutions, bodies and agencies (EUIs) to run mini-competitions that address their needs in IT supplies. These competitions will result in several contracts, both framework and direct contracts covering diverse IT equipment and infrastructure-related (managed) services including but not limited to:

• notebook computers; 
• hybrid products;
• smartphones;
• tablets;
• accessories;
• end-user cybersecurity equipment;
• other diverse mobile products;
• maintenance services and associated to the above.

DPS offers an equal opportunity to big and small operators to submit their tenders to the EU institutions, boosting competition. The new procurement procedure is more flexible, with the following advantages: 

• There is no limit on the number of participants;
• New economic operators of different sizes can join the procedure at any time, supporting innovation and market trends by continuously including new technologies;
• Its process is simplified and fully electronic.

This is part of Commission's efforts to modernise IT and procurement, streamline and digitalise procedures, reducing burden for the administration and companies as well as to open opportunities for smaller businesses.

How will it work?

Similar to the previously launched dynamic purchasing systems for telecommunication services (TELCO) and software licences and associated services (SIDE III ), DPS ITS will last for four years and is a two-step procedure. During the first stage, IT equipment manufacturers and vendors may submit their requests to enter the system itself. During the second stage, the EUIs conduct mini-competitions among the economic operators admitted at the first stage in order to award direct or framework contracts.

Economic operators will be allowed to register in the DPS at any time throughout its duration to tender in the mini-competitions, which are planned to have an overall value of EUR 640 million. The precise scope, rules, estimated value and contract award criteria of each competition will be set out in its respective tender specifications. Registered economic operators of all sizes can decide on a case-by-case basis whether they would like to participate in the corresponding mini-competition.

The new system is now open for registration. The first mini-competitions will be launched as of June 2023. Original IT equipment manufacturers and vendors are welcome to apply.

Note: The competitions will be conducted via the Mercell Source-to-Contract platform. Interested parties will first have to create a supplier profile in Mercell StC and then they will also need to apply for admission in Stage 1 of the process. Setting up a supplier profile does not equal an application.