Procurement category: Gardening services

Contracting authority: Cabildo de Tenerife

Social impacts targeted: employment of disadvantaged groups, promotion of the social economy

Background

The island council of Tenerife (Canary Islands), called Cabildo de Tenerife, is one of the top contracting authorities in the archipelago for responsible public procurement. 

Building on extensive stakeholder involvement, the contracting authority has developed a detailed plan to introduce both green and social criteria in its calls for tenders. To facilitate implementation of these criteria and connect them with the Sustainable Development Goals, it has also released a guide for contracting authorities. Additionally, in 2019 Cabildo de Tenerife adopted a special Agreement to  promote reserved contracts in its public procurement activities . The fulfilment of the Agreement, which sets out a minimum share of local outlays earmarked for reserved contracts, is evaluated every year. Lastly, the contracting authority lists a significant number of partnerships with Social Economy Entities (SEEs). 

To prevent the spread of fires during the summer, as well as to maintain the cleanness of the ravines of the island, Cabildo de Tenerife recently decided to purchase specific gardening services through a Dynamic Purchase System (DPS), which has been reserved for SEEs.

Procurement objectives 

The contracting authority aims to support the work and social integration of disadvantaged workers when purchasing gardening services that preserve the island’s ecosystem.

Thanks to the strong collaboration with the Observatory for Responsible Public Procurement of the Canary Islands, the contracting authority set up a DPS which addresses the needs of SEEs and takes into account  their capacities . To enable a broad participation of SEEs, aspects such as the degree of preparation of the staff were thoroughly examined. Additionally, help was given to SEEs that were willing to be admitted to the DPS. 

Tender requirements

As previously stated, the contracting authority chose to use a DPS, a procurement mechanism intended to streamline and speed up public authorities' acquisition of products, services, or works.

A DPS is a two-stage electronic procedure. In the first stage, suppliers must be qualified (allowed to the system) on the basis of the selection criteria. In the second stage, the qualified suppliers are invited to submit specific tenders.

This purchasing technique was chosen because of its agility. In contrast to framework agreements, a DPS permits suppliers to join at any time during its validity period, as long as they fulfill the selection criteria. DPS offers a dynamic, open marketplace where new suppliers can join, and those already in the system can keep bidding on new contracts. 

By reserving the DPS for Social Integration Enterprises (Empresas de Inserción) and Non-Profit Special Work Centers (Centros Especiales de Empleo de iniciativa social), the contracting auhority tested an innovative way to use the provisions of the article 20 of the 2014/24/EU Directive to engage social economy entities with public procurement.

Selection criteria

In the preparatory stage, the selection criteria were adapted to the size and the nature of the potential bidders, SEEs. 

Only five thousand euros in experience in comparable work is required by the contracting authority. Additionally, the contracting authority requests that the person in charge of contracts has at least three years of expertise in the field. 

Technical specifications

The technical specifications excluded potential work in palm trees and cliffs that would require climbing. Building on the preliminary consultations conducted by the contracting authority, this is highly specialized work that none of the SEEs consulted can perform.

Award criteria

Tenders for specific contracts are evaluated based on the following award criteria:

• Price: 60%

• Experience: 20%

• Social criteria:20%

These award criteria may, where appropriate, be formulated more precisely in the invitations to tender.

Results  

The validity period of this DPS is ten years, from January 2025 to January 2035. Approximately, Cabildo expects to spend 5 million euros. 

So far, four social economy organisations (three Social Integration Enterprises and one Non-Profit Special Work Center) have been qualified and now compete for the specific contracts under the DPS. One of these economic operators has already signed two contracts. Since contracts are reserved, the initiative is promoting an inclusive labour market by providing job opportunities to persons at risk of exclusion.

This purchasing technique allows the contracting authority to have several tenderers at its disposal and at the same time gives suppliers the flexibility to engage in a particular procurement process based on their capacity.

Social impacts 

This initiative is increasing the impact of reserved contracts across the archipelago, while also aiding in the professionalization of SEEs. Reserving the DPS for SEEs is also improving the job opportunities for those who live far from the labour market. Moreover, it is enabling economic operators with a social aim to take part in activities that promote sustainable development at local level. Finally, it is showing other contracting authorities how to integrate social and agile techniques in public procurement. 

Lessons learned 

The implementation of the DPS will be monitored by the Responsible Public Procurement Observatory, which is directed by Red Anagos, the network of Social and Solidarity Economy Organizations in the Canary Islands. 

The DPS reserved for SEEs has widened the space for formal employment and well-established work conditions for people in disadvantaged situations in Tenerife while strengthening the partnerships between public authorities and SEEs to address societal challenges. Moreover, the provision of gardening services will enable WISEs to increase their specialisation with a more sustainable approach to their activity. 

Advice to other contracting authorities:

• This experience is an example of how public procurement can allow contracting authorities to achieve economic, social, and environmental goals at the same time.
• It is crucial to consult and to know your potential suppliers (social or not) if you wish to ensure a good participation in the procurement process.
• A DPS provides a number of benefits over framework agreements. Firstly, it can be extended beyond the Framework Agreements' four-year period. Second, it allows contracting authority to work with a wider number of suppliers who can vary throughout the years.

More information 

Javier Mendoza Jiménez, Observatorio de Compra Pública Responsable de Canarias

Contact information and Website.

EU GPP criteria for Public space maintenance and technical background report.