Welcome. STAKEHOLDER ENGAGEMENT WORKSHOP New ThinkingNew Beginning - - PowerPoint PPT Presentation

“New Thinking…New Beginning…”

STAKEHOLDER ENGAGEMENT WORKSHOP

Welcome….

SPPRA CIRCULARS

• SPPRA Circular No.1 of 2015 :CONTROL OF PRICES PAID BY PROCURING ENTITIES

TO PREVENT AWARDING OF CONTRACTS TO TENDERERS THAT OFFER PRICES ABOVE MARKET

• SPPRA Circular No.2 of 2015 : SUBMISSION OF REPORTS TO THE AGENCY IN

TERMS OF SECTION 11 OF THE ACT.

• SPPRA Circular No.3 of 2015 :NOTICES OF INTENTION TO AWARD CONTRACTS
• SPPRA Circular No.4 of 2015 :FEES FOR LODGING APPLICATIONS FOR

ADMINISTRATIVE REVIEW AND APPEALS AGAINST SUSPENSION

• SPPRA Circular No.1 of 2016 : PUBLIC PROCUREMENT PROCEDURES
• SPPRA Circular No.1 of 2017 : Fees for Public Procurement Trainings

“New Thinking…New Beginning…”

PUBLIC PROCUREMENT CAPACITY BUILDING (TRAININGS)

Public procurement capacity building

Definition Is the process of assisting an individual or group to identify and address issues and gain the insights, knowledge and experience needed to solve public procurement challenges and implement change.

CAPACITY BUILDING MANDATE OF SPPRA

The Capacity building mandate of SPPRA as stipulated by the Act

• Asses training needs required for the public procurement system and deliver

programmes to deal with shortcomings

• Design and implement procurement training programmes suitable for other

professionals associated with the procurement function.

• Establish standards and performance criteria required at each level of operation.

5

Continued

• Plan and draw up of strategy for capacity building, to support and

strengthen the public procurement system

• Liaising with Office of Head of the Civil Service and other relevant

public institutions for career structure in the public service for procurement professionals

• Identify institutions that would provide formal programmes for

academic qualifications to meet professional standards

Importance of training on public procurement

• Bridge the skills gap of those directly or indirectly involved in

procurement to enable them to perform their tasks more effectively and efficiently in a manner that is in compliance with the Act

• To provide support to procuring entities’ officers involved in public

procurement through the system of continuous professional development

• Enhance performance of the public procurement system in Swaziland

making it more functional, efficient and transparent

• To comply with Section 35 (4)(c) of Act

PEs procurement t offi ficers current qualif lific ications (source: PEs pro

rocurement t

• ff
• ffic

icers skills ills and knowledge of

• f public

lic pro rocurement t ra rapid id asses essment, August 2016)

 B’com Accounting  AAT 1-4  CIPS Form 5 and below  Engineering (civil/construction)  Economics  Business administration  Other (Policy Analysis, Community

Development, Social Science and Leadership Management studies)

15.30% 17.80% 6.10% 1.80% 12.90% 1.80% 5.50% 38.80%

TRAINING SERVICES FEES ON PUBLIC PROCUREMENT CIRCULAR 1, 2017

• Issued in accordance with Section 66 of the Act
• Agency charges a minimal fee to cover disbursements and costs

associated with any training exercise as requested by stakeholders

• Fees cover the costs associated with coordinating trainings of

Procuring Entities, Suppliers, Entity Procuring Units personnel, Entity Tender Boards as envisaged by section 35 and section 27 (3) respectively

SPPRA PP Course Curriculum (minimum 3 days)

Overview of the Public Procurement Act, 2011

• The interpretations
• Entity Procurement units
• General rules of public

procurement

• Obligations of the procuring

entity

• Application for a deviation
• Supplier eligibility
• Contract award procedures
• Right to Review
• Offences
• Investigations
• Code of conduct

Procurement monitoring and audits

• Public procurement planning
• Development of procurement

plans

• Procurement monitoring
• Procurement audits –

compliance and value for money audits Public procurement methods and processes

• Definition of public

procurement

• Principles of public

procurement

• Public procurement methods
• Procurement cycle
• Procurement strategy

development

• Types of specifications
• Purpose of tender documents
• Sourcing suppliers
• Bid submission
• Bid evaluation
• Risk management in

procurement

• The evaluation process
• Contract and supplier

management

Target participants

Designed to build the capacity of;

• Entity Tender Boards (ETB)
• Tender evaluation committees
• Entity executive and junior management
• Procurement officers

“New Thinking…New Beginning…”

ADVERTISING TENDER OPPORTUNITIES ON THE SPPRA WEBSITE www.s .sppra.c .co.s .sz

BACKGROUND

• The Swaziland Public Procurement Regulatory Agency (SPPRA or the Agency) is a

Category A public enterprise established as an independent regulatory Agency for public procurement in Swaziland.

• The Agency has been established through section 9 of the Public Procurement

Act No.7 of 2011 to provide oversight to all public procuring entities in Swaziland by ensuring efficiency, economy, and value for money, transparency, accountability and ensuring maximum competition while also promoting diverse private sector participation.

• Section

11

• f

same, mandates the Agency to inter alia collect reports,data,information from procuring entities in support of its monitoring function

• Further, section 8 of same mandates the Agency to introduce information and

communications technology for public procurement in Swaziland

ADVERTISING TENDERS ON SPPRA WEBSITE

• All procuring entities will be required to send all tenders (RFP/RFT),

Expression of Interest (EOI),Requests for Pre-Qualifications,Request for Information (RFI) to the Agency before publication.

• All submitted tenders should conform to the latest approved annual

procurement plan submitted to the Agency prior.

• The Agency’s website will be the first advertising platform.
• The Agency will Review all Tenders to ensure that they comply with

Public Procurement Procedures and guidelines (excluding TOR and Specifications).

• Return erroneous Tenders for correction with advise

ADVERTISING TENDERS ON SPPRA WEBSITE

• The Agency will insert an approved mark on all reviewed tenders and sent

back to the procuring entities to enable them to proceed with solicitation.

• Procuring entities may then use any other advertising platform they wish

to use.

• Advertising Tenders on SPPRA Website at a minimal Fee
• The Agency will archive Tenders for future reference and reporting by the

Agency on the Performance of the Public Procurement System in Swaziland

• Link tender opportunities to pre-qualified and eligible suppliers (through

the supplier registration project-2018)

PROCESS FLOW

PE SENDS TENDER AND PO TO SPPRA SPPRA RECEIVES TENDER AND ACKNOWLEDGES RECEIPT TAC CHECKS FOR COMPLIANCE TAC APPROVES OR SENDS BACK FOR CORRECTION ICT REVIEWS AND PLACES APPROVAL MARK

ICT informs PE of Approval

ICT UPLOADS TENDER ON THE WEBSITE

OBJECTIVES OF THE PROJECT

• To collect information on the procurement system in Swaziland
• To correct erroneous tenders and to ensure that they are aligned to public

procurement procedures, rules and guidelines

• To ensure that tenders are not biased and promote maximum and efficient

competition, transparency and that they seek value for money.

• To ensure that tenders are aligned to annual procurement plans and

therefore they have a budget

• To monitor tendering timeframes
• To ensure that notices of intention to award are published
• Reduce advertisement costs

MIN INIMUM TENDERING PERIODS

• 28 days for open tendering where the notice is published in Swaziland
• nly;
• 42 days for open tendering where the notice is published

internationally;

• 21 days for limited tendering where shortlisted tenderers are national
• nly; or
• 28 days for limited tendering where the shortlist includes foreign

tenderers.

VALUE ADD: PROCURING ENTITY

• Exposure to the supply market (most international suppliers recognise public

procurement regulatory bodies as depository for tender opportunities in the public sector.

• Reduced advertising costs as procuring entities can just simply issue the website

link on local newspapers to refer suppliers to the tendering opportunity.

• Potential suppliers will have confidence in the tender through the knowledge that

SPPRA has approved/verified such a tender by uploading it on its website (increased tender integrity and reduced bid challenges).

• Erroneous tenders will be turned back with advice on how to correct it, in turn

building capacity for the procuring entities.

VALUE ADD: SUPPLIER

• Confidence in the tender advert by knowing that the Agency has reviewed

and approved it.

• Assurance of availability of budget for the procurement through improved

submissions of procurement plans by procuring entities

• Invitations to tender will be aligned to public procurement procedures and

regulations

• Tenders will be aligned to standard guidelines and suppliers will come to

expect and align to these guidelines

• Tender decisions and contract award expedited through SPPRA monitoring
• Transparency enhanced through improved reporting and issuing of

intentions to award

VALUE ADD: SPPRA

• To invoke section 11 (2),(a) and (b) “ (a) collect any data or reports from procuring

entities, as determined by the Agency; (b) have access to all information, documents, records and reports belonging to a procuring entity in respect of any public procurement process”. This will allow the Agency to be able to produce detailed reports on the status of public procurement in Swaziland in real time. The Agency will extract information for reporting on public procurement performance in Swaziland.

• To correct erroneous tenders (RFT/RFP), Expression of Interest (EOI), Request for

Information (RFI), Prequalification of suppliers and tender adverts.

• To monitor compliance with public procurement procedures or standard bidding

documents.

• To monitor tender advertising periods by public enterprises to ensure that the

principle of maximum competition is achieved by encouraging reasonable advertising periods.

• To monitor tendering periods such as; the length of time taken by procuring

entities to receive bids, conduct evaluation, recommendation of contract award, issuing of contract award and contract engagement and completion.

• To introduce information and communication technology in line with section 8 of

the Act.

• The Agency will have the opportunity to monitor procurement planning by

procuring entities.

• To begin the first phase of e-procurement.

VALUE ADD: SPPRA

COST BENEFIT ANALYSIS

• Currently procuring entities are spending at least SZL 50,000.00 on

advertisement costs for one tender (SZL 10,000.00X 5 days) Local advertisement

• A further SZL 50,000.00 is spent on international advertising
• On DG Market, corporate spend at least US 5,000.00 per annum to

advertise tenders

• Procuring Entities may choose a cheaper option of only advertising

the SPPRA website link on the print media.

ADVERTISING COSTS ON SPPRA WEBSITE

• The Agency will charge SZL 2,500.00- SZL 5,000.00 per tender for the

entire duration of the tendering period

• Costs includes;
• Tender review
• Website administration costs
• Miscellaneous costs

PROMOTION OF SPPRA WEBSITE

• Run adverts on local media with link to our website
• Use social media
• Connect to links of other regulatory agencies

FUTURE PROJECTS

• Supplier database/registration
• Reference price project
• Swaziland public procurement system

baseline survey

• Professionalization of public procurement
• E-procurement