EHF Supplier List Light 1.0

This document describes EHF Supplier List ("EHF Leverandørliste" in Norwegian) light edition. The document is part of The Norwegian Agency for Public and Financial Management (DFØ) standardization work related to electronic commerce.

1. Introduction

The Dynamic purchasing system (DPS) is an electronic procurement procedure (system) that can be established by, for example, a Central Purchasing body to purchase works, goods and services from Contracting Authorities.

A sub-process in DPS is called EHF Supplier list, where THE Central Purchasing Body creates a list of qualified suppliers in the DPS. The purpose of this document is to describe EHF Supplier list process with a process diagram and use cases, then describe roles and parties together with a role diagram, and finally give detailed description of important parts of EHF Supplier list. Appendices with supporting information is provided at the end of the document.

2. Background

The Dynamic Purchasing System (DPS) is a full electronic procurement procedure for procurement of goods, works and services, where a new supplier can join at any time.

DPS is a two stage process:

Step 1: Initial setup- all suppliers who meet the selection criteria will be admitted to the DPS, and
Step 2: Individual contracts are awarded.

3. Process and Typical Use Cases

3.1. Process Diagram

The following diagram illustrates the EHF Supplier list process.

Figure 1. EHF Supplier list process.

The main idea of supplier list, the Central Purchasing Body sends a list of qualified suppliers (Contracting Authority).

In general, the supplier list can be updated when

a new supplier qualifies to DPS,
a supplier need to update their information (e.g. contact information)
a supplier withdraws from the competition.

3.2. Use Cases

3.2.1. Use Case 1

Description

This use case illustrates the use of supplier list, where the Central Purchasing system create a supplier list of qualified suppliers in the DPS.

Parties involved

Contracting Authority
Central Purchasing body

Assumptions

The supplier parties X, Y, Z are qualified suppliers in the DPS.

Flow

Central Purchasing system sends a supplier list, based on qualified suppliers, to the Contracting Authorities.
The Contracting Authorities receives a supplier list, and updates the list in the Tender system.

Result

The Contracting Authorities receives a updated supplier list from the Central Purchasing system, with all qualified suppliers in the DPS.

4. Detailed Descriptions

This chapter describes selected parts of the information contents of the EHF Supplier list.

4.1. Parties and Roles

The important parties and roles in supplier list is described below.

Contracting Authority (CA): The contracting authority or contracting entity who is buying supplies, services or tendering works.
Central Purchasing Body: Central Purchasing Body is a contracting authority which provides centralised procurement of works, goods and services.

The following diagram illustrates the parties and roles involved in supplier list.

Figure 2. EHF Supplier list rolediagram.

4.2. References

In the Supplier List Central Purchasing Body MUST minimum provide TED or DOFFIN reference, on head-level, in order to ensure that suppliers are connected to correct supplier list and DPS. Use element cac:FolderReference to provide the references on head-level.

Each qualified supplier need to provide LOT references in element cac:ParticipatingParty/cac:FolderReference. See sub-chapter 3.3 Participating Party for further information.

Example of TED as reference

<FolderReference>
  <ID scheme="TED">1458</ID> (1)
</FolderReference>

1	TED reference number.

Example of DOFFIN as reference

<FolderReference>
  <ID scheme="DOFFIN">518</ID> (1)
</FolderReference>

1	DOFFIN reference number

4.3. Participating Party

Information about the qualified suppliers need to be provided in element cac:ParticipatingParty. Note that, the Central Purchasing body need to provide LOT reference in element cac:FolderReference.

Example of how to implement qualified suppliers in EHF Supplier List.

<ParticipatingParty>
  <Party>
    <CompanyID scheme="0192">987654325</CompanyID> (1)
    <Name>Delta AS</Name> (2)
    <ElectronicMail>post@delta.no</ElectronicMail>
    <Contact> (3)
      <Name>Helge Eriksson</Name>
      <Telephone>+4798765432</Telephone>
      <ElectronicMail>helge.eriksson@delta.no</ElectronicMail>
    </Contact>
  </Party>
  <FolderReference> (4)
    <ID scheme="LOT">01</ID>
  </FolderReference>
</ParticipatingParty>

1	Company identifier, where `scheme=0192` identifies a Norwegian organization
2	Legal name
3	Contact information
4	LOT Reference