Development of joint procurement
2023 was a calmer year in terms of the opening up of joint procurement to competition. A total of 19 new joint procurements entered into force (11 framework agreements, 6 dynamic purchasing systems and 2 small-scale procurements). 522 contracts with suppliers were signed, and 392 requests to participate in dynamic purchasing systems were processed. There were 198 contract amendments.
At the end of 2023, we were able to offer 74 framework agreements and 52 dynamic purchasing systems for our customers. A total of 28 small-scale procurement services was available. There were 1,007 contractual suppliers, of which 59% were SMEs. The contractual suppliers had more than 2,500 subcontractors.
Joint procurement by category
The categorisation of joint procurement was changed as the result of an organisational change in the autumn of 2019. There are now 14 categories instead of 17. In reporting, data has been retrospectively exported under the new categories.
Joint procurement, top 15
Support for joint procurement
The ease of use of joint procurement was improved by developing joint procurement procedures and guidance on preliminary reports, and by organising minicompetition information events and webinars for customers on topics such as food, laboratory supplies, protective equipment, refuelling with a charge card, electric vehicle charging stations, waste management services, car maintenance services, travel agency services, voice solutions and fuel tank deliveries. In addition, an information event for customers about how to join a joint procurement procedure and an event for suppliers on how to apply for participation in a dynamic purchasing system were arranged.
We also arranged an ICT Day with over 500 participants in November. In 2023, the procurement support unit assisted customers in 120 minicompetitions (127 in 2022). The customer satisfaction rating for minicompetition support was 4.5 out of 5.
At the beginning of December, we launched a new feature on hansel.fi to make the service easier to use for our contractual suppliers. In future, all amendments to contracts will be made via an online form and the progress of the proposed amendment and the grounds for decisions made can be viewed at hansel.fi. An updated information package for contractual suppliers was also published in the e-service.
New carefully considered healthcare and social welfare joint procurement procedures
In line with our growth strategy, we launched a strategic project on joint procurement in the field of healthcare and social welfare at the beginning of 2023, where we believe that we can deliver effectiveness and significant added value to our customers.
During the year, possibilities for joint procurement in housing services were explored, among other areas. We met most of the potential customers, gaining valuable additional information about customer requirements for the upcoming tendering project. A new joint procurement procedure for laboratory supplies, chemicals and equipment was also completed in the spring of 2023. This joint procurement is widely available to our different customers.
In 2024, the project will be continued by implementing a healthcare and social welfare joint procurement tendering project. Our goal is to make joint procurement of housing services available to our customers by the end of 2024.
Supplier audits
In the case of joint procurement, Hansel and the customer have the right to audit the conformity of the product or service and the conformity of the contracted supplier’s performance during the contract period. The audit may also be performed by an independent third party.
Hansel exercised this audit right twice in 2023. Follow-ups of both audits are still pending.
Restrictive measure audits
The war in Ukraine continued to influence public procurement, and we carried out restrictive measure audits of our contracted suppliers. The audits covered both the Council Regulation concerning restrictive measures in respect of actions undermining or threatening the territorial integrity, sovereignty and independence of Ukraine and Article 5 of the Council Regulation concerning restrictive measures in view of Russia’s actions destabilising the situation in Ukraine.
An external auditor ensured that no responsible persons or beneficiaries of the contractual suppliers in Hansel’s joint procurement were on the sanctions lists. In April, we also sent a questionnaire to our contractual suppliers to obtain their assurance that there were no persons on the sanctions list among their owners or the beneficiaries or responsible persons of their subcontractors. The contractual suppliers were also asked to confirm that they, their owners, subcontractors and main suppliers were not Russian citizens or legal persons established in Russia.
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Emissions from joint procurement calculated
In 2023, around EUR 1.6 billion worth of goods and services were procured through Hansel’s joint procurement.