Emmanuel Bamfo ANSONG Procurement Specialist AAU

Transcript:Emmanuel Bamfo ANSONG Procurement Specialist AAU:
Emmanuel Bamfo ANSONG Procurement Specialist AAU Procurement Implementation Challenges and Mitigation Measures Contents Introduction Challenges and Mitigation Measures Experiences from some Centres DLI 6.4 Verification Questions and Answers Challenges usually encountered during implementation of procurement activities and how to address them Delays in commencing procurement processes, obtaining approvals or completing contracts Disruptions to procurement processes following complaints Difficulties arising from absence of procurement capacity Failures such as unsuccessful procedures Procurement Planning Stage 1. Failure to Start the Procurement Process on Time Approved procurement plans are not started on schedule due to a variety of reasons both internal and external, politics and capacity not excluded. Not enough time is NOT a justifiable reason to avoid open competitive bidding process CHALLENGE Procurement requisitions are not initiated on time e.g., for Centres with central procurement systems CONSEQUENCE Procurement process is delayed, and the resources needed are not available on time MITIGATION MEASURES BE mindful of the key milestones on the procurement plan and adhere to them e.g., start date, contract signature date. Use electronic calendar to set reminders of important dates on the procurement schedule. Procurement Planning Stage 2. Preparing Technical Specifications, Scope of Work or Terms of Reference Technical specifications, scope of work, and terms of reference are the heart of the RFP / RFQ/ RFB document and should be clear for interested bidders / applicants to prepare bids and for the evaluation panel to evaluate them. CHALLENGES Lack of expertise in preparing these documents Underestimating the extent of the information and research that may be needed to complete them Skewed, ambiguous or scanty specs, ToR or scope thus restricting fair competition. CONSEQUENCE If the specs, ToR or scope are not completed ahead of schedule the procurement process is delayed before it even starts. MITIGATION MEASURES DO not to overlook the need for special technical expertise to assist with their preparation Hire an external person or team if internal capacity constraints exist Solicitation Stage 3. Using Standard Procurement Documentation Most Centres are using national competitive bidding for the procurement of works and goods This requires the use of standard procurement documentation Expression of Interest EoI), Specific Procurement Notices(SPNs) Request for Proposal (RFP) Request for Bids (RFB) These documents are complex and voluminous in nature. CHALLENGES Quality of the RFB / RFB documentation relating to filling out the documentation properly e.g., Bid Data Sheet, Evaluation and Qualification Criteria, Technical Specification, Particular Conditions of