Public Tenders task force

1. Background

When organisations are bound to public tendering, bringing innovation into their digital projects remains challenging and comes with many difficulties.
The public tendering legislation was not developed for the digital world.

This is a recurring issue we hear about from our impacted members. We aim to support our members in addressing this barrier, and improving the situation, by sharing and discussing insights, experiences and best practices.

2. Scope and mission

The Public Tenders task force provides a platform for experts to exchange experiences and best practices, in particular on:

  • What is possible in the existing legal framework?
  • What actions can Beltug take, to inform members bound by public tendering?

The Public Tenders task force offers these organisations a platform to:

  • Exchange experiences
  • Discuss barriers and find ways to bring these to the right platforms/regulators/organisations

This high-level Public Tenders task force meets, discusses and makes suggestions and recommendations to Beltug on issues, activities and lobbying efforts. Topics can extend beyond the national borders of Belgium.
Beltug uses the findings and suggestions of the task force to inform its members, and to develop positions, papers and activities, when and if relevant.

Conclusions, best practices and insights will be communicated to the other members via the regular Beltug member activities. Organisation of events is not intended to be within the scope of this initiative, as that is already part of the regular Beltug activities.

The set-up of the task force is flexible, informal, consensual and determined together with the members of the task force. Beltug facilitates the task force. If needed, Beltug cuts the knot on decisions to be taken, always with a view on the interests of the Beltug community and the constructive functioning of the task force.

3. Members: who can apply?

Interested Beltug members can apply to info@beltug.be.

Typically, the members of the Public Tenders task force are working for organisations bound to public tendering and are practitioners in matters of procurement for digital/IT projects. They must be Beltug members, from the user side, and participation in Task Forces is included in their membership (note: A Corporate Basic membership allows your organisation to participate in 1 task force, with a Corporate Premium membership, your company can have delegates in as many task forces as you want). They are knowledgeable people with a high willingness to share their expertise.

For certain profiles, such as lawyers or in-house consultants, Beltug will review the application on a case-by-case basis.

The task force may not be used in any way for commercial purposes.

4. Participation

Participation in the Public Tenders task force by its members is a key component of its success. The task force convenes regularly, with the frequency of meetings determined collaboratively by its members. Active involvement is expected from all members, who are encouraged to share their experiences, propose relevant topics, make presentations, and attend gatherings consistently.

Meetings are conducted through both online and in-person formats, providing flexibility for participants. Building trust among members is paramount to facilitate open information sharing, and regular attendance plays a vital role in establishing and strengthening these personal connections.

From time to time, the task force may extend invitations to non-member experts or individuals with specialised experience in specific topics, in order to contribute to the discussions and enrich the collective expertise of the group. This collaborative approach ensures that diverse perspectives are brought to the table for comprehensive insights and solutions.

5. Confidentiality

Meetings follow the Chatham House Rule: participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed. However, the conclusions of the Task force’s conversations can be used to share knowledge and best practices with the Beltug community.

6. Potential conflicts of interest

In the Public Tenders task force, maintaining ethical conduct and transparency is paramount. If a potential conflict of interest arises during discussions, the concerned member will proactively inform the task force. Subsequently, the member will not be involved in determining Beltug’s position on that particular issue.

This proactive disclosure ensures open communication and helps identify any situations where personal or professional interests may influence decision-making. By excluding the involved member from the decision-making process for the specific issue, the task force preserves objectivity and impartiality in its recommendations.

Through this approach, the task force reinforces its commitment to the highest ethical standards and fosters an atmosphere of trust and collaboration. It ensures that Beltug’s positions are based on collective expertise and are in the best interests of the broader community. Transparency in addressing potential conflicts of interest enhances the credibility of the task force’s contributions and strengthens its impact on public tendering-related initiatives.