E-Government Procurement. Safet Hoxha Kosovo Novembar 2015

Transcription

1 E-Government Procurement Safet Hoxha Kosovo Novembar 2015

2 Project Information Development or customization of transactional modules for e-procurement system, including ICT infrastructure and contract management information system ITB No: PSMP/PPRC/1B2.1/ /03 Project: Public Sector Modernization Project (PSMP) Project No: IDA P Purchaser: Ministry of Finance (MF) on Behalf of Public Procurement Regulatory Commission (PPRC) Supplier: InfoDom d.o.o. Komtel Project Engineering Stakeholders: - Contracting Authorities - Central Procurement Agency (CPA) - Public Procurement Regulatory Commission (PPRC) - Procurement Review Body (PRB) - Economic Operators - Public Project start date: December 15 th 2014 Project duration: 12 months

3 Business Trust Methodologies B2B, B2G High value transactions Traditional business Online business Vs

4 Why e-procurement is Important Government procurement is 15%-20% GDP (OECD) Procurement account for 70% of budget (OECD) Links the public financial system with social and economic outcomes (World Bank) Poor procurement can result in infrastructure that reduces national growth - investment becomes a disinvestment (IMF) Procurement saving of 1% equals about 10Million / year for Kosovo Expect e-procurement to yield 5%-20% savings

5 Countries Begin with Different Goals E-GP GOVERNANCE Transparency Accountability Public Confidence ECONOMIC DEVELOPMENT Competitiveness Technological Enablement Market Access EFFECTIVENESS Efficiency Informed Management Value-for-money

6 Electronic Public Procurement Platform Main modules Central registration Dashboard (BAM) e-tendering e-complaints Central Procurement Framework Agreements Audit trails e-contract e-pmis e-reverse Auction e-auction e-quoting web services (tax registry,eid)

7 The Hardware and software inventory : Production Site: Disaster Recovery (DR) Site:

8 Key Performance Indicators - Action Planning Key Performance Indicators - Examples Percentage of notices publicized electronically compared with baseline (number & value) after 6, 12 months Base line 6 months pilot By Agency: Ratio of Total no. of Electronic tenders to Total number of Tenders in Pilot entities by the end of Pilot phase 12 months roll out Ratio of Total number of Electronic tenders to Total number of Tenders in Pilot entities by the end of Pilot phase Evaluation Criteria If ratio is less than 50% then strategy has to be changed. If ratio is less than 50% then strategy has to be changed. Number of economic operators registered (number & value) after 6, 12 months o 6 month: 500 bidders o 12 months: 3000 bidders If ratio is less than 50% then strategy has to be changed.

9 Key Performance Indicators - Action Planning Savings through e- Procurement based competition Percentage of economic operators satisfied with the procurement process compared with baseline Percentage of saving against estimated cost Both for procuring entities and bidders o Bidding Process o Efficiency improvement Target 3-5% saving Positive vs. Negative response Positive response should be at least 75% Number of complaints related to the use of the e- Procurement system Ration of number of complaints against number of tenders Should not be more than 5% Need to review Time saving from RFT to notice of award (NOA) RFT to NOA Reduced by 50%

10 Key Performance Indicators - Action Planning Contract award results published online Percentage of contract awards against total e-tenders Target 100% Supplier training Number of economic operators addressed in road-shows, materials circulated, etc. Number of economic operators registered System reliability System down time vs 100% Down time should be less than 0.1% Skills development Redundancy in systems administration capacity Target 100%

11 [ Overview of Indicators for the Performance Management system Objective Indicator Measured by: Source of data collection CAs have sufficient and duration in the workplace of procurement staff for conducting procurement activities The quantity of the procurement staff Frequent replacing the procurement staff in Cas List of procurement officers (number of employees % procurement officers) % less than 3 years % 3 to 5 years % 6 to 8 years % 9 to 11 years %10 years and above By the dates of the MPA,PPRC, KIPA and CAs By the dates of the PPRC and CAs

12 Overview of Indicators for the Performance An effective training program is in place to improve procurement staff skills and suppliers Staff Training the number of training days % of all procurement officer trained % of suppliers trained Key training program components are efficient and effectiveness Quality of training materials comply with standards and actual with the practical issues By the dates of PPRC and KIPA Survey of or interviews with participants in the procurement training, also the assessor should focus on formal training to meet the requirements of the job for those involved in the procurement process.

13 Overview of Indicators for the Performance Organizational standards support efficient, effectiveness and transparent public procurement The completeness of procurement records in a procurement transaction % of monitored cases Completeness of procurement preparation documents (Before initiation of a procurement activity and Record of bid receipt and opening, Approved Evaluation Report, Record of Contracts Committee Award decision, Evidence of receipt by bidders of the contract award notices,etc). By the dates of the CAs The completeness of procurement records in a contract management % of monitored cases Completeness of procurement contracting documents (Contract Implementation plan etc.). By the dates of the CAs

14 Overview of Indicators for the Performance Activities of CAs Managers and Procurement officers are efficient, effectiveness and transparent Reporting Requirements % of CAs that have reported on the PPRC for the annual procurement activities % of procurement officer that have been reported for the procurement activities of CAs were not in conformity with PPL From the dates of the PPRC as well as meetings and interviews with the managers and procurement officers Implementation of PPRC recommendations % of CAs monitored have implemented, have not implemented and partially implemented the recommendations of the PPRC From the dates of the PPRC and CAs

15 Overview of Indicators for the Performance Ethics and anticorruption policy are efficiency and effectiveness Anticorruption Measures % the of cases from procurement area prosecutors investigated and a decision is concluded % the cases the action taken against corrupted contracting authorities Effectiveness of the anticorruption measures on public procurement % of favorable opinions by the public on the effectiveness of the anticorruption measures By the dates of the PRB and Supreme Court of Kosovo Survey or interviews with citizen and other stakeholders

16 Overview of Indicators for the Performance Fair, transparency and accountable public procurement system and Establish a good environment to invest and do business Access to the public information of public procurement dates Relevant information on public procurement process from initial to the end. Awareness of use procurement website Legal framework The PPL and other legislation promote fair end the open competition system Complains and legal protection % of complaints processed within the time limits in the legal framework % of decision taken that are endorsement % of the decisions that are addressed to the court for rereview From PPRC dates and Survey or interviews with participants on the procurements process, NGO, etc. Survey or interviews with participants on the procurements process, NGO, etc. From the PRB dates, CAs and Survey or interviews with participants on the procurements process, NGO, etc.

17 Overview of Indicators for the Performance Procurement process Procurements planning facilitates orderly execution of annual procurement activities and according to a preliminary analysis/researc h of the market Integration of procurement planning in approved annual budget Variance between the procurement plan and what is actually procured (by value, activity and time frames) % CAs which are monitor had their procurement planning integrated in the annual approved budged % e CAs, submitted final procurement planning to the CPA on time % of the procurements activities monitored are in accordance with the plans made (here making a divided by categories: goods, services and works). % of the procurements activities monitored are implementing according to the time frame contemplated in the final planning procurement. From CAs, CPA, sample of procurement case questioner and MoF From CAs, Sample Procurement case questioner and Ministry of Finance (MoF)

18 Overview of Indicators for the Performance Procurements planning facilitates orderly execution of annual procurement activities and according to a preliminary analysis/researc h of the market Determine the estimated value of the contract % of the procurements activities monitored may make an analysis of the relevant market before bringing the preliminary/final procurement planning % of procurements activities monitored determination of the estimated value in the contracting authority s records The compression of the estimated value of the contract and the value of the signing the contract Sample Procurement case questioner

19 Overview of Indicators for the Performance The bidding process is efficient and support competition Value vs procurement method Transparency, openness and real opportunity for economic operators to submit bids % of procurements (value) by method of procurement % of procurements (no.) by method of procurement % of procurement activities have having conducted through framework contract, join or centralizations procurement) % (value) of procurement spending in category: goods, works and services % of procurement activities monitored that have used methods of procurement prescribed by the law. % of procurement activities monitored which have been part of an indicative notice % of procurement activities monitored fulfilled the form published contract notice and as required % of procurement activities monitored fulfilled the form published contract award notice as required % of procurement activities monitored that the contract notice and contract award notices is published Average of days time allowed for preparation of bids (according the competitive procedures) By the dates of PPRC,CPA, CAs and Sample Procurement case questioner By the dates of PPRC and Sample Procurement case questioner

20 Overview of Indicators for the Performance The bidding process is efficient and support competition Tender documentation and technical specifications % of tenders reject in each process % of procurements activities monitored that use model tender documentation (goods, works and services) % of procurement activities are canceled By the dates of the PPRC and Sample Procurement case questioner

21 Overview of Indicators for the Performance The bidding process is efficient and support competiti on Tender evaluation and award criteria % of tender dossier including non quantifiable or subjective evaluation % of procurement activities that CAs have used the criterion most economically advantageous tender % (both number and value) of awarded procurement contracts in which social dimensions are considered either in the selection or the award criteria % (both number and value) of awarded procurement contracts in which environment-related technical dimensions are considered either in the selection or the award criteria % (both number and value) of awarded procurement contracts in which the whole life-cycle or life-cycle costing is explicitly taken into consideration (especially) % of procurement activities with complete record of evaluation process ( exception of small value contracts) % of competitive procurement where stipulated evaluation criteria are clearly followed % of monitored cases when bids security is confiscated By the dates of the PPRC and Sample Procureme nt case questioner

22 Overview of Indicators for the Performance The bidding process is efficient and support competition Level of confidence by private sector in the process % of tenders participants in each process Average percentage (both number and value) of procurement contracts that are awarded to SMEs Average percentage (both number) and value of procurement contract when demand aggregation arrangements are in place (e.g. fraction of contract awarded to SMEs in framework contract). By the dates of the PPRC and Sample Procureme nt case questioner Time taken to complete the procurement cycle Average number of days between the start of the procurement activities (this is the date when Authorizing Officer authorizes of procurement officer) and the end of the procurement cycle signing of contract (open procedure only) Average number of days between the contract notice and award contract in open, restricted and negotiation procedures. Sample Procureme nt case questioner

23 Contract Managem ent is performe d effectivel y Overview of Indicators for the Performance Contract Management Management contract activities are effective and consistent with legislative requirements Quality and consistency of payment process % of monitored contracts assigned contract manager prior to its implementation % of monitored contracts have prepared the contract management plan in time % of monitored contracts where payments are processed within the payment period specified in the contract % of monitored contracts payments are not processed in time after contract completion for completions reports to be preparation % of monitored contracts in delays payments of suppliers Average number of days of delay in contract completion % of monitored contract where is the activation of payment penalties % of monitored cases where is not returned performance security Percentage (both number and value) of contracts that are entirely cancelled ( rescinded ) during the contract execution From the PPRC dates and the Sample of Procurement case questioners From the PPRC dates and the Sample of Procurement case questioners

24 Contrac t Manage ment is perform ed effectiv ely Overview of Indicators for the Performance Contract annex Evaluation of suppliers performan ce % of monitored contracts with annex contract Average value of cost overruns (as measured by the percentage of the awarding price of the contract % of monitoring of contract that the contracting authority has requested by the PRB, the introduction of economic operator blacklisted because of poor performance % of monitored contract where the third party is engaged in monitoring the implementation or/ and after execution of contracts Level of customers satisfaction index involving civil society or other nongovernment stakeholders in the oversight of the contract management From the PPRC dates and the Sample of Procurement case questioners By the PRB dates, the Sample of Procurement case questioners and interviews or survey of civil society or other NGO and end users.

25 Thank you!