Strengthening Procurement Function at Local Government Level: Issues & Way Forward

Presentation highlights issues raised in previous workshops related to procurement at local government level, focusing on force account method, procurement audit, blacklisting of companies, preference scheme for local providers, and registration process improvement. Actions by PPDA to address these issues are outlined.

• Procurement
• Local Government
• PPDA
• Issues
• Way Forward

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1. A PRESENTATION TO LOCAL GOVERNMENT BUDGET CONSULTATIVE WORKSHOPS FOR FY 2014/15 Strengthening the Procurement Function at the Local Government Level: Issues and Way Forward BY PPDA October 2013

2. HIGHLIGHTED ISSUES Issues Raised in the Workshops of 2012/13 ForceAccount Method of Procurement. ProcurementAudit & Investigation Findings New Procurement Plan Format TheAmended PPDALaw Procurement Performance System (PPMS) Tender Portal on PPDAWebsite Measurement

3. ISSUES RAISED IN PREVIOUS WORKSHOPS OF 2012/13 Issue raised Contractor s who fail to execute their obligations on schedule Determining of Market price by AOs Action by PPDA 36 Companies and their Directors have been blacklisted for such incidences PPDA has catered for this in the regulations and a circular is to be issued to LGs

4. ISSUES RAISED IN PREVIOUS WORKSHOPS OF 2012/13 Cont d Issue raised 7% preference scheme to support the local providers Action by PPDA Will be given to Domestically manufactured goods and Ugandan contractors and Consultants as per new law

5. ISSUES RAISED IN PREVIOUS WORKSHOPS OF 2012/13 Cont d Issue raised Small companies find it hard to register on the PPDA Register of Providers Action by PPDA Registration fees have been reduced Now the process is handled in house The Authority is in the process of opening upcountry centers to address such concerns

6. Force Account Method of Procurement. PPPDA issued circular No. 3 of 2012, to all LG Accounting additional guidance on the use of Force Account mechanism. This is to ease the use of road equipments that government has distributed to LGs to maintain roads in AppendixAin the detailed paper). Officers to provide (See the districts

7. Findings from Procurement Audit & Investigations Procurement Fraud (Technical, Syndicate & intended crisis) Conducting procurements outside the plan Poor record keeping Use of wrong methods of procurement Forgery of documentation by the bidders Not adhering to evaluation criteria in the Solicitation Document

8. Findings from Procurement Audit & Investigations Cont d Not extending bid validity which has led to the Authority directing the Entities to re-tender Use of inappropriate evaluation methodologies Awarding bids by the CC at Engineer's estimates leading to financial loss or shoddy work. Poor contract management leading to shoddy work, incomplete works, and abandonment of sites or payment with no evidence of deliverables.

9. New Procurement Plan Format The new format provides details on: the planed vs actual quantities, basic data, pre-qualification, invitation for bids and evaluation; contract finalization. This will enable PDEs track the progress of each procurement and ascertain where the delays are. (SeeAppendix B in the detailed paper)

10. The Amended PPDA Law A circular will soon be issued to brief LGs on the salient highlights of the amendments that equally apply to the LGs PDEs. Some key issues from amendments include: Disposal of land under the District Land Board is not governed by the procedure for disposal under PPDAAct, 2003

11. The Amended PPDA Law Contd APDE will not enter into contract with: - A member of the CC, EC, employee of a PDE or member of the Board of Survey; and - A person appointed administratively control a PDE. Suspension of Providers by the Authority on its own initiative to politically or

12. Procurement Performance Measurement System (PPMS) PPDA rolled out PPMS to 105 Local and Central government PDEs by end of FY 2011/12 (29 of which are LGs see detailed paper). PPMS will be used to assess the performance of LGs PDEs by theAuthority Also help in assessing the best performing LGs for award and recognition by PPDA at the end of each FY.

13. Tender Portal on PPDA Website The tender portal on the PPDA website enables PDEs to post information relating to; tender opportunities, Best Evaluated Bidders, awarded contracts etc LGs are highly encouraged to post their procurement and disposal opportunities on the tender portal since it s a free of charge advertising media and for transparency purposes.

14. Thank You