Using E-Procurement data to measure the transparency and performance - - PowerPoint PPT Presentation

Using E-Procurement data to measure the transparency and performance of public spending

Miglena Pavlova, Executive Director

Bulgarian Public Procurement Agency

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• World Bank E-Procurement Forum: Enhancing Public Spending, December 1-3, 2015, Vienna, Austria

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Case of Bulgaria

Public Procurement Register – the tool:

• Free access through the national Public Procurement Portal
• Information is kept since 2004
• All information for procedures launched in 5 years period is

public, the older data is archived;

• Covers all types of procurement procedures except concessions;
• Covers procurement above EU thresholds and national

procurement

• Covers all Bulgarian Contracting authorities / entities;
• Information is sent in structured form through approved standard

forms, incl. some national ones;

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929,000 989,300 1,522,730 1,801,809 1,823,663 500,000 1,000,000 1,500,000 2,000,000 2010 2011 2012 2013 2014

Number of visits to the Public Procurement Portal

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Bulgarian public procurement market – brief description:

• Number of Contracting authorities / entities;
• Number of contractors – legal persons, physical persons,

consortia etc.

• Number of procurement procedures – yearly;
• Number and value of contract signed yearly;
• Division into construction / supply / services;

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Number of contracting authorities/entities and contractors in the Public Procurement Register

2585 3217 4662 5302 5674 14700 16347 18257 20490 22680

5000 10000 15000 20000 25000 2010 2011 2012 2013 2014

contracting authorities/entities contractors

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Total number of announced public procedures in the PPR

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7404 8194 10129 11939 11881

1599 2022 2570 3653 3291 951 1210 2421 3012 2336 2000 4000 6000 8000 10000 12000 14000 2010 2011 2012 2013 2014

Total number of procedures above European thresholds with European financing

Number of Public Procurement Procedures according to their object

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Number of contracts and value

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15755 17579 20813 22779 24872 4 5.78 5.973 8.04 7.53 1 2 3 4 5 6 7 8 9 2000 4000 6000 8000 10000 12000 14000 16000 18000 20000 22000 24000 26000 2010 2011 2012 2013 2014 Total number of contracts Value in billions

Collecting sound data about the market

• Monitoring over the information to be published in Public Procurement

Register

• Validation rules
• Supervising the notices before publication
• CA reminders and ex officio mails
• Percentage of information never sent to PPR

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National specifics through the process of collecting and publishing information in PPR:

• Case and procurement unique number (Family of documents);
• Decision for opening, prolongation and termination of a procedure (also

in case of negotiation without a notice cases);

• Information about completion of a contract or contract terminated before

the determined deadline;

• Information about review procedure and complaints;
• Information about contracts not covered by the law (EU Public

Procurement Directives)

• Aggregated information for contracts below the national thresholds is

collected on annual basis;

• Wide usage of Buyer's profile and many additional requirements for data

and information;

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National specifics through the process of collecting and publishing information in PPR:

• Contracting authority / entity identifiers;
• Information about branches and divisions within the same legal

person;

• Information about predecessors and successors;
• Contractors identifiers, allowing determination of a market

share;

• Information about names of all participants in the procedure,
• incl. members of a consortia;
• Information about foreign contractors;

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It is all about transparency – Imposing additional fields to be completed when publishing information:

• Obligatory information about initially estimated value of the procurement;
• Information about European funding;
• Information about Green procurement;
• CA’s and EO’s national identifiers;
• Information about members of a consortia, taken part in a procurement

procedure;

• Information about contracts declared null and void;

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Indicators available up to now:

• Average procedure duration until the publication of a initial notice to the

contract signing;

• Average contract value according to the procurement object: works /

supply / services;

• Average contract value according to the type of procedure used;
• Average number of offers received;
• Average length of a contract;
• Percentage of contracts not fully completed;
• Percentage of procedures reserved for special contractors – sheltered

companies, disabled people, particular profession etc.

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Indicators available up to now:

• Percentage of decisions for opening a procedure being canceled by

court;

• Percentage of procedures subject of preliminary (ex-ante) control;
• Amount of contracts signed despite the written statement of PPA is

issued stating that their lawfulness is not proved and legally grounded;

• Number of procedures canceled by court;
• Number of contracts declared null and void by court;

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Information about framework contracts usage:

• As a result from a regular procedure;
• Procedures held by CPB – Central Purchasing Body;
• Number of Framework Agreements (FA) signed – national

coverage of supply and services;

• Information about the average value of single contracts

within FA;

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Specialized reports:

• Monthly Bulletin about the procurement market
• Percentage of electronic documents submitted for publication;
• Usage of external experts in case of construction;
• Sectoral analysis – Energy sector, works/construction etc.
• Obsolete: information about contracts signed with companies,

that have been sponsored political campaigns;

• Specialized reports for the sake of court and prosecutors’

investigations;

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Percentage of documents submitted with electronic signature

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Indicators used up to now - Indicators for possible corruption practices:

• Huge difference between planed and contracted values;
• Huge difference between contracted values and these reported

when the contract is fully performed;

• Contracting authorities awarding contracts to one and the same

contractor during the years;

• Unlawful use of negotiation procedure;
• Applying annexes in cases not permitted by law;

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To be implemented in the future - Performance indicators:

• Average number of CA procurement officers needed in procedure;
• Average number of EO employees used in participation process;
• Time needed for Tender documentation elaboration by CA;
• Time needed for bid elaboration by EOs
• Introducing feedback for quality of contract implementation;
• Ration of value of procurement process (incl. for ToR preparation)

to the contract value;

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Feedback – monitoring procedures as a tool for tuning the rules and changes of the legal base:

• Introducing Green procurement;
• Encouraging wider usage of electronic tools;
• Procurement, reserved for disabled people and sheltered

companies;

• National thresholds values adjustment;

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The Bulgarian Council of Ministers has taken Decision 108 / 19.02.2015 to choose centralized web-based single platform model for development of e-procurement in Bulgaria. The model is to be realized by acquisition of a unified electronic platform, and it will ensure integration of existing e-procurement systems owned and used by centralized public procurement bodies. A specialized module for statistics and business intelligence will be included.

Direction forward

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Future plans for improvements :

• Introducing widely agreed performance indicators.
• Applying the Single access point principle;
• Integration with other governmental registers;
• Full integration with CPB systems;
• Integration with EU registers and systems – for example e-

Certis;

• Plans to include information about participation of SMEs;
• More “green” indicators to be used and measured;

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Thank you for your attention!

• World Bank E-Procurement Forum: Enhancing Public Spending, December 1-3, 2015, Vienna, Austria