training on punjab procurement rules...
TRANSCRIPT
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Draft Report:
TRAINING ON PUNJAB PROCUREMENT RULES 2014
UNDER DLI-2 (PCGIP)
Prepared by: Adil Sohail
Research Associate, CPU Rawalpindi
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Table of Contents An Overview of Punjab Cities Governance Improvement Project (PCGIP) ............................................... 3
Date and Venue of Workshop ................................................................................................................... 3
Training Team ........................................................................................................................................... 3
Agenda ...................................................................................................................................................... 4
Participants ............................................................................................................................................... 4
Proceedings of Training-Workshop .......................................................................................................... 4
Minimum response time for procurement advertisements ................................................................. 7
Tender Documents at PPRA's Web site ................................................................................................ 7
Date of displaying Tender on newspaper/website. .............................................................................. 7
Feedback ................................................................................................................................................... 8
Annex A ..................................................................................................................................................... 9
Annex B ................................................................................................................................................... 10
Annex C ................................................................................................................................................... 11
Annex D ................................................................................................................................................... 12
Annex E ................................................................................................................................................... 13
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An Overview of Punjab Cities Governance Improvement Project (PCGIP)
This workshop is organized under series of capacity building events of Punjab Cities
Governance Improvement Project. Government of the Punjab, with the financial
assistance of the World Bank, is implementing this project with US$150 million five-
year results based Specific Investment Credit. The project is focused at
strengthening of systems and governance improvement for enhanced service
delivery and is being implemented in five large cities .i.e. City District Governments
(CDGs) of the Punjab which include Faisalabad, Gujranwala, Lahore, Multan and
Rawalpindi. The project utilizes a results based approach and is consistent with this
focus. The disbursement decision is based on achievement of pre-specified results,
referred to as Disbursement linked Indicators (DLIs), determined in partnership
with the Government of Punjab.
There are total seven DLIs and each DLI has yearly targets. Each CDG will get its
share from the grant on yearly basis upon achievement of the yearly targets of the
DLIs. The DLI-2 Procurement is targeted towards “Good procurement performance
practices operationalized in CDGs through implementation of the provincial
procurement rules”.
Date and Venue of Workshop
The training-workshop took place on 25 October 2014 at the Jinnah Hall, Potohar
Town in City District Government Rawalpindi. The training team arrived at the
venue one day earlier on 24 October 2014, in order to attend meeting for fine-
tuning of the agenda and coordination/facilitation.
Training Team
The members of the training team were Mr. Shahid Hussain, Managing Director
PPRA and Mr. Navid Khalid, Senior Procurement Specialist, Urban Unit Lahore and
CPU Rawalpindi team for support.
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Agenda
The training was devised into following draft agenda points, which are as follows:
Opening remarks and introduction
Principles of Procurement
Procurement Cycle & Planning
Specification and Bidding Documents
Prequalification Process
Bidding Process
Procedures of Open Competition
Evaluation of Bids and Grievance redressal system
Alternative Methods of Procurement
Disqualification & Blacklisting
Adjustments had to be made to the agenda, in light of various considerations, such
as the desire of the participants to devote more time on different topics and time
required to respond the queries of the participants.
Participants
The training-workshop was attended by thirty seven (37) personnel’s from different
bodies of District Rawalpindi i.e. Commissioner Office, DCO Office, EDO F&P, EDO
W&S, Health, MS, Agriculture, Education, Community Development, Sports, Civil
Defence, Environment, Water and Sanitation agency and Rawalpindi Development
Authorities. List of Participants is attached in Annex – A.
Proceedings of Training-Workshop
Mr. Navid Khalid welcomed the participants and appreciated the presence of
representatives of all City District Government and development authorities. After
that, Mr. Shahid Hussain (MD PPRA) were invited to start the formal proceedings of
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the workshop. Mr. Shahid Hussain thanked the participants for giving him the
opportunity on this forum of PCGIP. He also stated the importance of
implementation of procurement rules for “Good Governance” in Punjab.
Mr. Shahid Hussain started the session with evolution of PPRA regulatory laws and
regulations from Purchase manual to Punjab procurement rules 2014. After,
creating base regarding importance of PPRA law, the session has established
existing understanding of audience about word “procurement” and explained that
how whole economy is effected and planned through procurement planning. The
role of PPRA by giving the example of Rawalpindi Metro Project. How PPRA has
generated transparency in allotment of contracts to different firms. The Punjab
Procurement laws are very powerful no authority in the province can challenge this
law in any circumstances. However, law has given flexibility to deal emergency and
to create the tradeoff between objectives of Government entities. The Principles of
Procurement planning has been discussed i.e. economy, efficiency, transparency,
accountability, competitiveness and fairness. He elaborated each element and how
good procurement planning is essential to optimize the contribution of the
procurement function towards achieving the overall goals of the Government
entities.
MD PPRA then described the procurement cycle by elaborating planning and
designing specifications, pre-qualifications, solicitation of bid, bids opening and
evaluation, contract award, Grievance redressal, Payments and contract
administration. The audience has raised questions regarding composition of
procurement planning committee, Grievance redressal committee and efficient
management of grievances, which were answered. While discussing the pre-
qualification phase Mr. Saqib Hussain from WASA has raised question that how
standardization leads toward inefficient competition in the market by taking the
example of railway locomotives purchased from China. Resource person has given
very good example regarding work and services department of China and Turkey
which are similar to current context of District Rawalpindi. He created link of PPRA
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rules and perfect competition in market and its benefits for businesses, economy
and Government entities. A practical situation was discussed where different
personnel’s from audience are of the view that procurement is time taking but
later-on agrees that how these procurement practices have ultimate benefits for all
stakeholders.
After tea break MD PPRA has started comprehensive session on Assessing eligibility
and qualification of contractors, managing bidding process, bidding procedures and
alternative methods of procurement. Benchmarks have been told which triggers
different modes of procurement i.e. petty purchases, petty purchases through
quotation, direct contracting and negotiated tendering. Procedures of procurement
of services are different in terms of award, execution and evaluation of contracts.
Different bidding procedures; Single stage – One envelope Procedure, Single stage-
two envelope procedure, Two stage bidding procedure, two stage-two envelope
bidding procedure and their applications have been elaborated in detail.
Perhaps the most interesting part of the workshop was after lunch break when
different case studies has been discussed in proceedings. A case states that how
education department initiated the process for procurement of Laptops and due to
non-compliance of contractual obligation procuring agency has issued orders for
blacklistment of that particular firm. This blacklistment of firm has affected its
goodwill very badly and different firms have faced severe consequences in this
regard. Another case study has been discussed regarding non-compliance of
procurement procedures in health department. Upon completion of these case
studies questions have been asked by the resource person. MD PPRA has also
shared his personal experiences during his 27 years’ service tenure which depicts
that how law has generated transparency for national economy and no authority in
province of Punjab is able to bypass this law. In reading material case studies,
approval mechanism, Performa for financial proposal evaluation, Performa for
evaluation of report, format for annual procurement, procurement calendar have
been shared with audience.
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During workshop many informative questions has been raised by audience, which
includes topics like:-
Minimum response time for procurement advertisements
The minimum response time shall not be less than fifteen (15) days for national
competitive bidding and thirty (30) days for international competitive bedding. The
Procuring Agencies can increase the response time depending upon nature of
procurement.
Tender Documents at PPRA's Web site
Online, by uploading on website after, PPRA will issue user ID and password in this
regard OR by sending Tender documents alongwith deposit slip can be sent by
Post/Courier to PPRA OR You can send your tender documents as attachment with
file extension "PDF" (Acrobat Reader File) alongwith deposit slip to email
address [email protected] for uploading of tender by PPRA.
Date of displaying Tender on newspaper/website.
Under Rule 14 of PPRA Rules 2014 response time shall be calculated from the
publication of advertisement in a newspaper or on the website, whichever is later.
Mr. Shahid Hussain has shared proceedings of different higher level meetings with
the audience. Government of Punjab has a vision for implementing procurement
rules in Pakistan, and its future prospect by linking the whole system with E-
Governance. He shared his contact details with the audience, that in case of any
guidance and query regarding the procurement rules 2014, you can contact directly
or through Urban Unit Head office, Lahore or the City Program Unit (CPUs) that are
established in five cities (Lahore, Faisalabad, Rawalpindi, Gujranwala and Multan)
for the facilitation of cities in successful implementation Procurement rules. He also
suggested that before making any query read all material available on website. In
the end Dr. Rafique from Health department has expressed his gratitude MD PPRA
and Urban unit Team for arranging this effective workshop, on behalf of audience.
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Feedback
Such trainings can boost productivity, increase transparency and accountability in
organizations. Below are some comments made by the participants in response of
feedback required by CPU team.
1. “The training is very informative, however such session must be arranged on
regular basis with special focus on case studies”.
Qurat ul aen Fatima,
District Officer Planning
Annex B
2. “I have learned a lot regarding preparation, rules, procedures, execution,
prequalification which would be very beneficial in carrying out my official
duties. It is requested that workshop regarding SOPs of procurement rules
may be arranged on regular basis”.
Ahmed Manzoor
Director, Water Supply, WASA
Annex C
3. “Well presented, very elaborate and comprehensive, and should be organized
regularly. It is suggested to post different case studies on website for further
learning”.
Dr. Mazhar Azam
District Officer (SWM), Rawalpindi
Annex D
4. “The participants of the workshop must be relevant to procurement. Overall
impact of the workshop for awareness of staff is Good”.
Zahid Irshad
DDO (B), W&S, Rawalpindi
Annex E