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 scope is not public tendering for IT in general, but is limited to ‘how to come to innovative digital/IT projects when you need to follow public tendering’.
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?
  • Are there changes in the legal framework we should ask for?
  • 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. Members from the ICT supplier side (Beltug Associate Members) will only be allowed in exceptional cases.

However, formal membership of the task force is limited to 1 person per company.

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

4. Participation

The Public Tenders task force meets on a regular basis, to be determined by the Public Tenders task force members. Public Tenders task force members are expected to share their experiences, come up with topics, present topics in meetings, and attend the gatherings on a regular basis.

Meetings take place both online and in-person. As trust is crucial in order to share information, and this trust is built when members know each other personally, regular participation is expected.

On occasion, the task force may invite non-member guests who have specific expertise or experience in the topic being addressed.

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 Council’s conversations can be used to share knowledge and best practices with the Beltug community.

6. Potential conflicts of interest

In the event of a potential conflict of interest in an issue being discussed, the concerned member will not be involved in the determination of Beltug’s position.