Benchmark – Framework Compliance Assessment Reporttukaz2005
Running Head: EXECUTIVE SUMMARY 1
EXECUTIVE SUMMARY 2
Weaknesses and Risks Identified
The MECSS lacks fulltime staff to handle the procurement duties and those available are overloaded out of other responsibilities and duties. The department still does not have people with adequate capacity to come up with complex specifications that can be associated with procurements of civil works or even execute the administration of active contracts. Furthermore, the MECSS do not have proper capacity to design good terms of reference (TORs), RFPs, and proper evaluation of available expressions of interest among other important documentation (Dixit, Srivastava, & Chaudhuri, 2014).
This inability to perform these duties as required occasionally lead to delays in the procurement processes as well as contracting and end up delaying the overall delivery periods of the actual, works, and services.
There are no properly constituted teams to handle matters that relate to monitoring warranties and defect periods for assets categorized as high value assets. This is an indication that MECSS may not fully benefit from the total value for warranties on assets.
The MECSS lacks properly detailed procedures and well trained and qualified staff who would carry out monitoring of the complex civil works contracts. It is worth to note that budgets for any civil works and payment disbursements require proper tracking and recording to ensure there are no unwanted cost overruns and that the civil works are completed in good time.
The other weaknesses identified concern the MECSS asset management and receipt of goods and the subsequent control methodologies. There are however chances for improving the tracking of assets as a step towards improved service delivery.
Recommended management Measures to be taken
The PIU must engage a procurement specialist who possess good understanding of the procurement procedures for complex civil works. The ADB can review the TOR of that procurement specialist and guide on the recruitment as well as the selection process. Training on the successful personnel shall be done to equip them with the processes and necessary guidelines on consultant and project coordination baselines.
Through the support of the PIU, the specs and designs plus the bill of quantities shall be done by local engineering firms that have the necessary capacity with the input of the engineering and procurement specialist. The procurement team shall also help in the preparation of TORs and RFPs, and evaluation of the proposals attached to such as the EOIs, and financial proposals.
Proper monitoring of the contracts shall be done with adequate supervision being offered throughout the project life.
Furthermore, the PIU shall be responsible for the monitoring of the way the consultants work and follow up to ensure they deliver as per the terms of the contracts awarded to them. The DB shall be responsible to review and document the performance of all the contractors as well as suppliers (AHMED, 2012).
The risk assessment (PRA) was conducted with the main consideration being the organizational and staff capacity, how the information is managed, practices that relate to procurement and what their effectiveness, and accountability were.
Organization and Staff Capacity
The MECSS creates a procurement committee especially or every major procurement and whose chairman is an Investment Officer seconded from the department of Finance and Economics. This is the person charged with overseeing the investments in that area. This committee comprises of officers appointed by the secretary by virtue of their technical knowledge having worked in similar projects in other government agencies.
A project implementation unit was also established to help in the management of the activities of the project daily. The PIU shall comprise if project coordinator, an accountant, a procurement person, engineer among other professionals.
The MECSS has come up with good procedures to ensure that storage of documents is safe and well organized. The documents of the project are kept in archives for a period of 10 years and they usually have an electronic back up of the data (Gray, & Hughes, 2007). All the documents are handled securely so that there is enough transparency in the whole procurement and project implementation period. The properly kept documents are also availed on the request of the auditors.
Practices related to the procurement of goods and services.
The procurement procedures of the MECSS comply with the financier guidelines and follow the guidelines laid down by the ADB. The MECSS will require some experienced procurement specialist who would be responsible in the management if the procurements and recruitments for the consultants. The engineer on the PIU shall also be helpful in the development of the specifications and monitoring the general compliance of the contract.
List of references
AHMED, Y. (2012). Risk Assessment of Construction Projects and Development of a Software (Doctoral dissertation, Shahjalal University of Science & Technology).
Dixit, V., Srivastava, R. K., & Chaudhuri, A. (2014). Procurement scheduling for complex projects with fuzzy activity durations and lead times. Computers & industrial engineering, 76, 401-414.
Gray, C., & Hughes, W. (2007). Building design management. Routledge.