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Table of Contents: 1.Overall recent Improvements/Achievements 2.Contract Management Unit Efforts/Achievements 3.Progress Update on AM Sep-2013 4.Procurement.

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Presentation on theme: "Table of Contents: 1.Overall recent Improvements/Achievements 2.Contract Management Unit Efforts/Achievements 3.Progress Update on AM Sep-2013 4.Procurement."— Presentation transcript:

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2 Table of Contents: 1.Overall recent Improvements/Achievements 2.Contract Management Unit Efforts/Achievements 3.Progress Update on AM Sep Procurement Plan overall Implementation Status 5.Challenges 6.Recommendations

3 1.1 Overall Recent Improvements/Achievements Capacity Building Efforts:

4 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 1.2 Overall Recent Improvements/Achievements Cont..

5 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.

6 1. 4. Contract Management Unit’s Progress Till Date Cont… NODONORS TERMINATED PROJECTS ALL COMPLETED PROJECTS TOTAL EACH ONGOING PROJECTS UNICEF DENMARK WORLD BANK GOVERONMENT DEV GOVERONMENT Ord INDIA IRAN ECO SAZMAN QAZAQISTAN BRITISH SSP, GOV. DEVELOPMENT CARE & WORLD BANK GPE Works Contracts Status Since 1385 till Date (Ongoing, Terminated & Completed)

7 1. 5. Contract Management Unit’s Progress Till Date Cont… Goods Contracts Status Since 1385 till Date (Ongoing, Terminated & Completed) NODONORS TERMINATED PROJECTS ALL COMPLETED PROJECTS TOTAL EACH ONGOING PROJECTS Bank Operational Bank non operational ARTF (Ministry of Economy) UNICEF USAID GPE Government Development Government Ordinary DANIDA

8 1. 6. Contract Management Unit’s Progress Till Date Cont… Consultancy Contracts Status Since 1385 till Date (Completed & Ongoing)

9 Progress Update on AM of September 2013/Action Points #Action Points by AM 2013Progress/Achievement 1 Procurement continues to carry bottlenecks in many areas such as finalization and awarding of works 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 Recruitment of key staff continues to lag behind 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 inclusion of Mr. Ghulam Ali, Procurement Specialist, Mr. Nawroz, Contract management sp, Ms. Suhaila Youfzai, Reporting Officer and Mr. Sakhi Jan as EQUIP Procurement Coordinator the Procurement team has significantly been strengthened. 3 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 Procedures developed by the CMU remains a challenge and require more concerted efforts. CMU has conducted several meetings with regard to it’s new formats and procedures, however, further efforts are needed to convince the relevant stakeholders of the same

10 P. Type Planned Under Procurement AwardedNYR # of Packages Total Value $ # of Packages Total Value $ # of Packages Total Value $ # of Package s Total Value $ Works Old PP 41$8,519,1932$767,10021$2,834,84117$4,436,094 Add. F 124$54,277,84365$28,202,55029$13,788,09130$10,587,375 PP 36$19,000,0004$2,000,00018$7,591,36314$7,500,000 Sub-Total ,797,03671$30,96968$24,214,29561$22,523,469 Goods Contracts 18$24,746,6705$7,000,03413$16,220,417 Shopping 23$1,414,20014$705,0199$405,600 Sub-Total 41$26,160,87019$7,705,05322$16,626,017 C. Services Old PP 3$1,300,0001$421,7422$900,000 Add. F 16$64,067,28013$63,022,7233$900,000 PP 5$4,800,0004$4,400,0001$400,000 Sub-Total 24$70,167,2804$4,400,00014$63,444,4656$24,000,000 Grand-Total 266$178,125,18675$35,369,650101$95,363,81389$41,349,486

11 NoChallengesRecommendations Procurement 1 Weak Capacity of the Bidders Trainings and other capacity buildings efforts are needed to develop the capacity of the bidders. 2 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. 3 Bid Security An alternative security need to be put in place such as Bid Declaration Form. 4 Procurement Packaging in the PP PP needs to be well prepared in view of secure and unsecure areas, and clubbing different items 5 Auditors Auditors need to be educated to conduct their audits at the very end of the FY or begining.

12 NoChallengesRecommendations CMU 1 Payment committee at ISD, and delays of processing payments. This committee needs to be removed. 2 Lack of proper coordination of ISD with its Provincial units. ISD’s coordination with its sub-national units needs to be enhanced. 3 Lack of clear responses with regard to contract amendments and extension by ISD ISD needs to provide a valid and clear response with regard to any contract modification. 4 Finance rejecting documents due to unnecessary documents requirements. Finance needs to remove unnecessary documents requirements and ease the payment process. 5 Getting Authorities Signature on contract amendments takes too much time Process needs to be reviewed and an easy rout needs to be followed.

13 THANKS FOR YOUR KIND ATTENTION, ANY QUESTION?


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