The Crucial Role of Support to the RUP in the New Public Procurement Code

Support for the RUP (Responsible for the Single Procedure) under the New Public Procurement Code can come from various sources, both internal and external to the Administration. Internally, the RUP can rely on dedicated support offices, personnel with specific expertise (e.g., legal, technical, administrative), or other RUPs with experience in similar projects. Externally, support can be provided by professionals or specialized firms, such as administrative lawyers, engineers, architects, or consultants in public procurement. The necessary skills for effective support are diverse and include a deep knowledge of Legislative Decree 36/2023 and the related ANAC guidelines, practical experience in managing tender procedures, analytical and problem-solving abilities, as well as specific digital skills for managing electronic platforms. It is also essential that the support team can integrate different areas of expertise (legal, technical, economic) to offer comprehensive and tailored advice to the RUP’s needs.

Support for the RUP under the New Public Procurement Code is critical in several areas throughout the entire procurement lifecycle. During the planning and design phase, support is essential for properly defining objectives, drafting tender documents, and assessing risks. In the awarding phase, the RUP needs assistance with managing electronic platforms, evaluating bids, verifying participants’ requirements, and handling potential disputes. During the execution phase, support is crucial for monitoring the progress of works or services, managing changes, resolving disputes, and processing payments. Finally, in the testing and closing phase of the contract, adequate support ensures the proper conclusion of the procedure and compliance with current regulations. The complexity of the new rules and the introduction of digitalization make each phase potentially critical without proper support.

The New Public Procurement Code places digitalization at the core of procedures, making the integration of digital support into the RUP’s role unavoidable. The RUP must be able to use e-procurement platforms for managing tenders, communicating with economic operators, and storing documentation. Digital support goes beyond platform usage and includes the use of project management tools to monitor progress, document management software, and data analysis systems to support informed decision-making. A support team with advanced digital skills can assist the RUP in adopting these technologies, solving technical issues, and maximizing the benefits of digitalization, helping to make procedures more efficient, transparent, and traceable, while reducing the risk of human error and time waste.

Structured and competent support for the RUP under the New Public Procurement Code brings numerous tangible benefits. First, it helps ensure the legality and transparency of procedures, reducing the risk of errors and sanctions. Second, it enables greater efficiency and speed in the execution of procurement processes, thanks to better organization and resource management. Third, it allows the RUP to focus on strategic and supervisory aspects, delegating more operational or specialized tasks to the support team. This leads to reduced stress and workload for the RUP, improving the overall quality of procedures and stakeholder satisfaction. Finally, adequate support facilitates the adoption of innovations introduced by the New Code, such as digitalization and the use of advanced methodologies, ensuring that the Administration remains at the forefront in applying regulations.

To optimize support for the RUP under the New Procurement Code, it is essential to adopt appropriate tools and methodologies. Among the tools,
certified e-procurement platforms stand out, as they digitalize the entire procurement lifecycle—from publication to contract management. Specific project management software can assist in planning, executing, and monitoring activities, providing a clear overview of progress. For document management, Document Management Systems (DMS) ensure traceability and secure, organized access to documents. From a methodological perspective, the use of operational checklists based on the new regulations can help prevent errors and omissions. Continuous training for the RUP and the support team is essential to stay updated on legislative developments and best practices. Implementing a risk management system allows for the identification, assessment, and mitigation of potential issues before they escalate. Lastly, creating a network of RUPs and professionals facilitates the exchange of experiences and the joint resolution of complex problems, fostering a community of practice that strengthens collective expertise.