PRESENTATION ON PROCUREMENT’S
PROGRESS & CHALLENGES
TO THE ESTEEMED WORLD BANK ISM MAY-2014
THURSDAY, MAY, 15, 2014
Table of Contents:
1. Overall recent Improvements/Achievements
2. Contract Management Unit
Efforts/Achievements
3. Progress Update on AM Sep-2013
4. Procurement Plan overall Implementation Status
5. Challenges
6. Recommendations
1.1 Overall Recent Improvements/Achievements
Capacity Building Efforts:
Since last ISM till date
No
Course/Title
Beneficiary
Significant improvement has been brought PD staff for
1 in calculation of qualification information
evaluation
and BER by on the job training
and EVC
2 Training on SEPA
MoE Staff
Training of the bidders during distribution All Interested
3
of the Bidding Docs
Bidders
4
Training course of Procurement of Goods,
Works , Non-Consulting Services and
Consulting Services as per the World Bank
Procurement
5 Bid Evaluation
6 Procurement Law and SBDs preparation
7
Bidders Workshop one conducted for 100
PD and MoE
Programs
PD and MoE
Programs
PD and MoE
Programs
Bidders
Date Cond..
# of Partici..
March-2014
10
13-05-2014
3
On daily basis
15 bidders
On-going
27-01-2014
33
21-12-2013
62
19-04-2014
35
Planned for
Target 400
1.2 Overall Recent Improvements/Achievements Cont..
• System Development Efforts:
 Procurement Tracking System Developed and Operationailzed;
 Contract Management Unit Established and Operationlized;
 Contract Management System (70%) Developed and will be
Operationlized in very near future;
 A Server for storing Procurement Data is procured and will be
installed by end of May;
 A Professional Scanner for converting the important hard data
into soft form is under the procurement process.
 Significant improvement has been brought to SBD
 Noteworthy improvements in Offer Distribution Mechanism
 Modern and Well Managed Archive designed and space
allocated
1. 3. Contract Management Unit’s Progress Till Date Cont…
CMU’s Daily Activities/Operation:
• Conducting Works Pre-start Meetings with the Contractors
• Circulating Contracts to more than 10 sources;
• Processing Payments for all contracts;
• Processing Contract’s Modifications/Amendments;
• Processing Time Extensions;
• Tracking Contracts’ Financial and Physical Progress.
Major Achievements:
• Draft Contract Management Implementation Manual developed, which would be
further enriched when the Intl. CMA is hired;
• Developed a Concise Contract Management Procedure in Dari; and further
translated into English;
• Developed Check Lists for Payment and Variations in Dari and English;
• CMU’s Reporting Formats developed and opertionlized.
1. 4. Contract Management Unit’s Progress Till Date Cont…
Works Contracts Status Since 1385 till Date (Ongoing, Terminated & Completed)
NO
DONORS
ALL COMPLETED PROJECTS
TERMINATED
PROJECTS 13851393
ONGOING
TOTAL
PROJECTS 1385EACH
1393
1385 1386 1387 1388 1389 1390 1391 1392 1393
1
2
3
4
5
6
7
8
9
10
11
12
13
UNICEF
DENMARK
WORLD BANK
GOVERONMENT DEV.
GOVERONMENT Ord.
INDIA
IRAN
ECO SAZMAN
QAZAQISTAN
BRITISH
SSP, GOV.
DEVELOPMENT
CARE & WORLD BANK
GPE
3
3
12
7
0
1
0
0
0
0
0 0 0 40
0 0 0 37
32 97 83 22
32 80 29 14
0 0 0 1
0 24 8 12
1 0 0 0
0 0 0 0
0 0 0 0
0 0 0 0
8 7 30
34 17 10
19 25 0
16 18 20
1 4 2
11 1 3
0 0 0
1 0 0
1 0 0
0 2 0
12 6
17 4
29 25
43 2
2
0 0
0 0
0 0
0 0
0 0
0
0
0
0
0
0
8
0
0
0
0
0
0
7
0
0
0
0
0
0
0
0
0
0
0
91
82
65
65
26
208 120 126
909
103
119
322
254
10
59
1
1
1
2
24
53
93
99
4
30
0
1
1
2
0
8
7
0
0
0
12
7
12
7
12
103
49
909
333
1. 5. Contract Management Unit’s Progress Till Date Cont…
Goods Contracts Status Since 1385 till Date (Ongoing, Terminated & Completed)
NO
DONORS
TERMINATED
PROJECTS 13851393
ALL COMPLETED PROJECTS
1385 1386 1387 1388 1389 1390 1391 1392 1393
ONGOING
TOTAL
PROJECTS 1385EACH
1393
1
Bank Operational
0
0
0
0
0
0
3
1
0
8
12
3
2
Bank non operational
0
0
0
0
2
2
0
9
0
0
13
0
3
ARTF (Ministry of
Economy)
0
0
0
0
0
0
0
0
1
0
1
1
4
UNICEF
0
0
0
0
0
0
0
1
2
0
1
5
USAID
0
0
0
0
0
0
1
1
0
0
6
GPE
0
0
0
0
0
0
0
0
1
0
3
2
1
7
Government
Development
0
0
0
2
12
4
7
0
4
2
31
3
8
Government Ordinary
0
2
42 43 28 32 43 52 40 13 295
25
9
DANIDA
0
0
0
23
0
0
2
4
0
5
11
1
0
2 42 47 46 38 59 75 49 23 381
381
0
1
34
1. 6. Contract Management Unit’s Progress Till Date Cont…
Consultancy Contracts Status Since 1385 till Date (Completed & Ongoing)
No
Donor
1 World Bank
2 DANIDA
3 Ordinary Budget
All Completed
Projects
All Ongoing Projects
1391
1392
1391
1392
1393
1
0
0
3
1
0
0
1
0
11
1
1
1
0
0
Total
Ongoing
Completed Projects,
1391 to 1392 1391 to 1393
4
1
0
11
2
1
Progress Update on AM of September 2013/Action Points
# Action Points by AM 2013
Progress/Achievement
Procurement continues to carry
bottlenecks in many areas such as
finalization and awarding of works
1
contracts. Lack of coordination with
other departments delays finalization
of evaluation reports.
This issue concerning works contracts finalization and awarding is of two
fold, one the capacity of Evaluation team and the other is problems in the
Technical Docs. The capacity of the EV team has been significantly
improved through on the job training by Works Procurement SP,
meanwhile the problems with the Technical Docs was thoroughly
discussed during the delegation visited Mr. Rahiv, the issue will be
resolved if the agreed points are implemented.
With regard to lack of coordination among departments , we have
launched a bi-monthly Procurement Coordination Meeting which resulted
in significant improvements with regard to coordination among different
departments.
2
3
A Procurement Specialist for Works has been hired, meanwhile the hiring
process for the rest of the planned IC Nationals and International is under
way and very soon the rest of the staff will be hired. However, with the
Recruitment of key staff continues to inclusion of Mr. Ghulam Ali, Procurement Specialist, Mr. Nawroz, Contract
management sp, Ms. Suhaila Youfzai, Reporting Officer and Mr. Sakhi Jan
lag behind
as EQUIP Procurement Coordinator the
Procurement team has
significantly been strengthened.
Unrealistic cost estimations
The issue of Unrealistic Cost Estimation was thoroughly discussed
during the MoE delegation visited Mr. Rahiv, the issue will be
resolved if the agreed points are considered in the Technical Docs
being submitted to PD.
Application of the Formats and CMU has conducted several meetings with regard to it’s new
Procedures developed by the CMU formats and procedures, however, further efforts are needed to
AN OVERVIEW OF THE OLD & ADDITIONAL FINANCING PP IMPLEMENTATION STATUS
Planned
P. Type
Under
Procurement
Awarded
NYR
Total Value $
21
$2,834,841
17
$4,436,094
$28,202,550
29
$13,788,091
30
$10,587,375
4
$2,000,000
18
$7,591,363
14
$7,500,000
71
$30,969
68
$24,214,295
61
$22,523,469
$24,746,670
5
$7,000,034
13
$16,220,417
23
$1,414,200
14
$705,019
9
$405,600
Sub-Total
41
$26,160,870
19
$7,705,053
22
$16,626,017
Old PP
3
1
$421,742
2
$900,000
Add. F
16
$64,067,280
13
$63,022,723
3
$900,000
PP
5
$4,800,000
4
$4,400,000
1
$400,000
Sub-Total
24
$70,167,280
4
$4,400,000
14
$63,444,465
6
$24,000,000
Grand-Total
266
$178,125,186
75
$35,369,650
101
$95,363,813
89
$41,349,486
Works
Total Value $
# of
Package
s
# of
Packages
# of
Packages
Total Value $
Old PP
41
$8,519,193
2
$767,100
Add. F
124
$54,277,843
65
PP
36
$19,000,000
201
81,797,036
Contracts
18
Shopping
C.
Services
Goods
Sub-Total
# of
Total Value $
Packages
$1,300,000
No
Challenges
Recommendations
Procurement
1
2
3
Weak Capacity of the Bidders
Trainings and other capacity buildings efforts
are needed to develop the capacity of the
bidders.
Less Participation of the Bidders
The bidders’ trust needs to be enhanced on
MoE procurement opportunities, meanwhile
procedures need to be reviewed in order to
simplify the process.
Bid Security
An alternative security need to be put in place
such as Bid Declaration Form.
4
Procurement Packaging in the PP
5
Auditors
PP needs to be well prepared in view of secure
and unsecure areas, and clubbing different
items
Auditors need to be educated to conduct their
audits at the very end of the FY or begining.
No
Challenges
Recommendations
CMU
1
Payment committee at ISD, and
delays of processing payments .
2
Lack of proper coordination of ISD ISD’s coordination with its sub-national units
needs to be enhanced.
with its Provincial units.
3
4
5
This committee needs to be removed.
Lack of clear responses with regard ISD needs to provide a valid and clear
response with regard to any contract
to contract amendments and
modification.
extension by ISD
Finance rejecting documents due
to unnecessary documents
requirements.
Finance needs to remove unnecessary
documents requirements and ease the
payment process.
Getting Authorities Signature on
contract amendments takes too
much time
Process needs to be reviewed and an easy rout
needs to be followed.
THANKS FOR YOUR KIND ATTENTION, ANY
QUESTION?