Country Public Procurement Profile Questionnaire (with E-Government Procurement Overview sections)

Objective of the Questionnaire Under ADBs Asia Pacific Procurement Partnership Initiative (APPI) 1, a dynamic database of country public procurement profiles will be created to house basic facts about each public procurement system of ADB developing member countries. This database will be publicly accessible through the APPI website and will facilitate sharing of latest developments and practices with respect to public procurement in the region. This database will be updated on as needed basis by the relevant public procurement authority or government agency within each participating country. Format of the Questionnaire Using a multiple choice format, this questionnaire seeks to capture basic information regarding (Part A) each countrys public procurement system including information regarding planned or ongoing initiatives and (Part B) each countrys plans and initiatives related to implementation of e-Government Procurement if applicable. The last section (Part C) of the questionnaire is designed to be responded only for countries which have being implementing a particular e-Government Procurement system. Who Should Complete This Questionnaire This questionnaire should be completed by an official working for the public procurement authority of each country or by someone who has intimate knowledge of the countrys public procurement system. How Long Will it Take To Complete the Questionnaire This questionnaire (Part A and B) is designed to be completed between 10 to 15 minutes. Part C, which may require IT experts input should be completed only if a particular e-Government Procurement System is being introduced and implemented at least for more than 2 years. Where the Completed Questionnaire Should Be Sent Please forward the completed questionnaire to the ADB Country Resident Mission in your country or email to mkhaltarpurev@adb.org.

ADB. 2009. RETA-7437 on Asia Pacific Procurement Partnership Initiative. Manila. This regional capacity development technical assistance aims to support strengthening of the public procurement systems and practices in ADBs developing member countries.

Country: ____________________________ Respondents Name and Title: ___________________________________________ Name of Agency: _____________________________________________________ Contact Address/Email: ________________________________________________ Date : _______________________________________________________________ Questionnaire Please circle the response(s) that best fits the profile of your countrys public procurement system and status of its e-Government procurement initiative. Part A. Country Public Procurement Profile 1. Does your country have a central Public Procurement Authority (PPA) with legal authority through legislative enactment, executive decree or administrative regulation to act as functional and normative body in public procurement? a. b. c. Yes Yes, but the PPAs mandates are not specified No

If you circled Yes (a or b), please provide official name of PPA: If you circled (c) above, please skip to question [7]. 2. Does the PPAs mandates involve following responsibilities: a. formulation of procurement policy and regulations b. procurement prior reviews/no-objection c. procurement oversight and post reviews d. procurement audit e. procurement complaint review f. monitoring and evaluation at country, sector and procuring entity level g. professional advise and guidance in public procurement h. procurement capacity development and training i. quality assurance and accreditation for procurement training j. others (specify)_____________________________________________

3. a. b. c. d.

Who does the PPA reports to? President/Parliament Prime Ministers Office Ministry of Finance Others (Please specify)

________________________________________

4.

How many people are employed by the PPA? (Please provide an organizational chart of the PPA and email address for communication, if possible)

a. 3 -5 staff b. 6-8 staff c. 9-15 staff d. 15 and more Email address for communication with PPA: ________________________________ 5. Does PPA have a website? a. Yes

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b. 6. No

If the PPA does have a website, which of the following areas does it cover? (Please provide a link.) a. b. c. d. e. f. g. h. i. j. k. l. procurement related regulations and documents news, events and policy initiatives related to public procurement interaction with the users through procurement forum, Q and A, customer survey and feedback, policy dialogue and experience sharing etc e-training and self learning modules for procurement practitioners posting of procurement plan(s) specific opportunities and notices for bidders posting of contract award with name of the winning bidder and contract value posting of overview and resolutions to complaints centralized online system for procurement monitoring of procuring entities centralized online system for collecting procurement data and statistics linkage to an e-procurement system with actual procurement transactions other functions (please specify) ___________________________________________

Link for PPA Website: ___________________________________________________ 7. Do you have a public procurement law or any other regulatory act with legislative power? (Please provide a link or as scanned copy of its English version) If yes, which of following are true? (Please indicate as many as needed) a. the scope of the law covers all procurement handled by public entities including foreign funded procurements but excluding goods and services for national security purpose only b. the scope the law excludes entire defense procurement c. the law does not cover procurement conducted by state owned enterprises d. the law does not cover procurement conducted by public utilities e. the scope of the law covers concession contracts such as BTO, BOT, PPP etc the f. the law allows framework contracts g. the law establishes a fully decentralized system for procurement decision making with no prior review (i.e. each procuring entity is fully responsible for its procurement) h. the law establishes a decentralized system with prior review and approval procedures for large contracts i. the law establishes a centralized system that only a specially designated agency is responsible for all procurement j. the law establishes combination of decentralized and centralized system (decentralized for small or routine procurement and centralized for large or selected goods, works and services) k. the law mandates standardization of procurement practices mandating use of common procedures and standard bidding documents and forms l. the law currently provides principles and general procedures that makes provision for the use/adoption of e-procurement m. the law describes principles for national registration and classification system for contractors as not a pre-condition to participate in biding process or to qualify for specific contracts. n. the law mandates the use of the registration and classification system as pre-qualification of contractors to bid o. the law provides for an administrative review mechanism for complaint that allows bidder to challenge procuring entitys decision before filing for judicial review to the court 8. Do you have a strategic plan or reform agenda for developing the procurement system in your country? (Please provide a copy or link) a. b. Yes, this is a long term procurement strategy updated 3-5 years and its key outcomes are incorporated into national development strategy documents of the country Yes, this is a mid term procurement strategy with updated annual plan which is consistent with the government development objectives

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c. d. e. 9. Yes, this is an annual plan consistent with the government overall policy of that particular budget year. No, there is no strategy document specific to public procurement Others (Please specify)

What kind of initiatives and assistance in your view is needed to improve your public procurement system in the near future? [Please circle the five most important initiatives] a. b. c. d. e. f. g. h. i. j. k. l. Conduct an overall assessment of the effectiveness of the countrys public procurement system Assess compliance with countrys public procurement rules and regulations by procuring entities Assess effectiveness of the public financial management system and public administration system to generate support for public procurement policy reform Create a sustainable training system for procurement practitioners to ensure compliance, professionalism and career development Create a single window for procurement related information and statistics led by PPA and connect with e-procurement system Launch communication campaign to improve public awareness of countrys public procurement policy Analyze the structure and business practices of key procuring entities and support the improvement of their procurement functions Analyze the structure and business practices of PPA and support efforts to improve its capacity and performance Reform public procurement strategy to further the development of small and medium enterprises through procurement Reform public procurement strategy to further the economic rights of disadvantaged groups, e.g, indigenous people, disabled people through procurement Reform public procurement strategy to further the economic rights of disadvantaged regions through procurement Others (please specify)

Notes (if any): ________________________________________________________________ ________________________________________________________________

10. What is the size of the public procurement of your country? Please circle the most corresponding values based on available most recent information or your rough assessment? I. Average annual procurement under national and local budget a. b. c. d. e. f. g. below US$ 10 million between US$ 10 to 100 million between US$ 100 to 200 million between US$ 200 to 500 million between US$500 to 1 billion over US$ 1 billion Other (please indicate a more specific amount, if available): _______

II. Average annual procurement of State Owned Enterprises (those who are subject of the procurement regulations) h. i. j. k. below US$ 10 million between US$ 10 to 100 million between US$ 100 to 200 million between US$ 200 to 500 million

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l. between US$500 to 1 billion m. over US$ 1 billion n. Other (please indicate a more specific amount, if available): _______ III. Average annnual procurement under Official Development Assistance (Donor funded projects) o. p. q. r. s. t. u. below US$ 10 million between US$ 10 to 100 million between US$ 100 to 200 million between US$ 200 to 500 million between US$500 to 1 billion over US$ 1 billion Other (please indicate a more specific amount, if available): _______

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Part B. E-Government Procurement Planning This section should be completed for countries that have developed plans to implement eGovernment Procurement (e-Gp) systems. Planning for e-Gp Systems 1. Has your government formed or implemented a concrete plan for development of e- e-Gp? (If yes, Please provide a copy of the plan). Please circle one only. a. Yes, this is a comprehensive plan and roadmap consistent with the countrys public procurement strategy b. Yes, this is a comprehensive plan and roadmap developed by the government agency responsible for IT systems and e-Government issues c. Yes, both a and b are true d. The government is in initial stage of preparing the e-Gp development plan and roadmap e. No, there is no formal plan or agenda for e-Gp 2. Which of the following best describes the functionality of your planned e-Gp initiatives? (Please circle as many as needed) a. a single website that consolidates and publishes all national information and policies related to public procurement b. regional or local websites for publishing and sharing all local information related to public procurement c. e-publication system for real time procurement notices d. e-publication of procurement awards and results e. system for bidders to download bidding documents and RFPs in response to the published procurement notices f. e-bidding system for bidders to submit their bid or proposals online and observe the online public opening of the bid g. e-contracting system which allows award notification and contract signing through the system h. e-payment system which allows invoicing and payment through the system i. online reverse auctions or electronic negotiations j. online purchasing from e-catalogs or supplier marketplace k. electronic evaluation of bidders technical and financial proposals l. electronic supplier registration system m. Government Procurement (credit) card transaction reporting and reconciliation system n. none of above 3. Do you have plans to implement any new e-Gp system at the national level? (Please circle as many as needed) [ a. a single website that consolidates and publishes all national information and policies related to public procurement b. regional or local websites for publishing and sharing all local information related to public procurement c. e-publication system for real time procurement notices d. e-publication of procurement awards and results e. system for bidders to download bidding documents and RFPs in response to the published procurement notices f. e-bidding system for bidders to submit their bid or proposals online and observe the online public opening of the bid g. e-contracting system which allows award notification and contract signing through the system h. e-payment system which allows invoicing and payment through the system i. online reverse auctions or electronic negotiations j. online purchasing from e-catalogs or supplier marketplace k. electronic evaluation of bidders technical and financial proposals l. electronic supplier registration system m. Government Procurement (credit) card transaction reporting and reconciliation system

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n. o. System for receiving bid securities or guarantees none of above

4. Does the scope of your e-GP plans include the following? (Please provide a copy of the relevant documents if possible) a. improving legal architecture to facilitate e-Gp system implementation b. assessing e-readiness of procuring entities through surveys and feasibility studies c. Obtaining/searching funding support for e-Gp system enhancement d. creation of necessary IT infrastructure e. conducting user acceptance and testing f. testing and obtaining relevant government agency approvals with respect to information security g. piloting e-Gp module h. drafting amendments to the public procurement law and its implementing rules and regulations to facilitate e-Gp operations i. generating public awareness and conducting consultation with suppliers to promote development of e-Gp system

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Part C E-Government Procurement System Implementation This section should be completed ONLY for countries that have implemented e-Government Procurement (e-Gp) systems. Implementation of the e-Gp system (if any) 1. For each e-Gp system in operation, please provide following general information (Please use additional paper if necessary and attach to the questionnaire): a. System name____________________________________________________________ _________________________________________________________________________ b. Website address__________________________________________________________ _________________________________________________________________________c. Administration/Operator of the System _____________________________________ _________________________________________________________________________d. Agency(s) using the System________________ _______________________________ _________________________________________________________________________e. launch_________________________________________________________ 2. Please provide brief description of the system in terms of coverage and main functional modules a. e-publication/downloading________________________________________________ b. e-bidding_____________________________________________________________ c. e-contracting___________________________________________________________ d. e-payment_____________________________________________________________ e. e- reverse auction_______________________________________________________ f. e-catalog purchasing____________________________________________________ g. e-Guarantee/security_________________________________________ 3. Circle the other government IT systems that the e-Gp system links to: a. National Treasury and Budget b. Tax c. Business Registration d. Banking e. Statistics f. Contractors and Suppliers Registration and Classification g. Customs and import duties h. Others (Please specify) How do the bidders input and submit their proposal/tender documents into your e-Tendering System (if any): a. web form b. upload files c. send in paper documents d. Other method (Please specify)

Year of

4.

5. If bid evaluation is carried out online, briefly describe on the process of online evaluation_____________________________________________________________________________________ _____________________________________________________________________________________________ ______________________________________

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6. Is bid security/guarantee is required on your e-procurement system? (Please explain briefly)_____________________________________________________________________ ______________________________________________________________________________ 7. Does the e-Gp system require specific operating system, browser? ____________________ _________________________________________________________________________ Describe the security method (e.g. digital authentication) used in the e-Gp system? __________________________________________________________________________________________ ____________________________________________________________ Are electronic and paper documents legally equivalent in your ___________________________________________________________________________ country?

8.

9.

10. Briefly describe the management of the e-Gp system in terms of : a. the business model (managed in house, outsourced etc.)__________________________ _________________________________________________________ __________________________________________________________________________ b. c. users fee for suppliers or procuring agencies (if any) ____________________________ training (available programs, e-learning, manuals etc) __________________________ _______________________________________________________________________ certification ( if required who issues, how) ____________________________________ _______________________________________________________________________ Call Center (Q&A for user requirements etc.)__________________________________ Self teaching (modules for user requirements) _________________________________ Service centers (physical service centers to meet user requirements) _________________ ______________________________________________________________________

d.

e. f. g.

h. Any incentives offered to encourage adoption of this system by other procuring entities _______________________________________________________________________ 11. Please provide the following statistics (if available): a. number of procuring entities legally required to use the e-Gp system: _____ b. number of procuring entities registered in the e-Gp system as of December 31 2010:___ c. number of procuring entities that actually used the e-Gp system since its inception:___ d. value of the contracts awarded in 2010 (in USD) : ___ e. value of the contracts (awarded) registered in the e-Gp in 2010 (in USD): ___ f. active business (contractors and suppliers) in the country as of December 31, 2010: ___ g. contractors/suppliers registered in the System as of December 31, 2010 : ___ 12. How do you encourage procuring entities and suppliers to use the e-Gp system? __________ ______________________________________________________________________________ 13. Do you allow individual procuring entities to customize national e-Gp systems? If yes, in what way(e.g. use a different website design with their logo) _____________________________ ______________________________________________________________________________ 14. Are individual agencies free to use different systems to those approved at the central level? If yes, is there any central approval procedure for this?

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______________________________________________________________________________ ______________________________________________________________________________ 15. What are the key success factors you observe in introducing or implementing e- e-Gp in your public procurement system framework (please list them if any) a._________________________________________________________________________ b._________________________________________________________________________ c._________________________________________________________________________ 16. What are the major problems you faced in introducing or implementing e-Gp system under you public procurement framework (please list them) a.__________________________________________________________________________ b.__________________________________________________________________________ c.__________________________________________________________________________ 17. What approach to the e-Gp development is suitable for your countrys public procurement system and why? (Please briefly describe your answer) (optional) _________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ Thank You!

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