Procurement assessment

- Centre for the Development of Enterprise -

Introduction

─ Creation of the market cell in November 2009

─ In 5 years of operations we launched: • 500 market consultations

• 20 tenders

• 10 Call for proposals

─ Innovation: Introduction of e-mail as a working tool • Faster execution

• Increased security in documents exchanges

• Promote participation of ACP providers

Introduction

─ Improvements made during 2010: • Publication of procurements on major markets websites

• Receipt of PDF non alterable scanned tenders.

• Creation of a Dashboard (Appendix I)

─ Questionnaire Assessment : views of all candidates having participated in Market Consultations (Appendix II)

www.devex.com

www.developmentaid.org

www.dgmarket.com

www.cde.int

I.Documentation

49%

71

52% 47%

35%

23%

42% 44%

16% 6% 6% 10%

Clarity of documents Letter of invitation Instructions to bidders Terms of references

Clear Clear enough Not clear

Documentation

2%

56%

42%

Have you ever sent a question for clarification?

Often

Sometimes

Never

67%

23%

10%

CDE provided a clear and prompt response to to your question?

Yes

Partially

No

Documentation

– Positive Points • Relevant improvement in the quality and clarity of documents

• Reception of responses for clarification of other bidders

– Negative Points • Inconstant quality of TOR in Market consultations

• Financial constraints; sometimes unrealistic

• Answers’ schedule not respected

• Market development schedule

II.Process

6% 11%

7%

23%

2% 4%

71%

87% 89%

Number of companies on the shortlist Time given for the Market consultation Time given for clarification

Too little Too much Reasonable

Process

66%

3%

32%

28%

2%

69%

Have you ever given up preparing an offer because of theprocedure?

Do you have confidence in the CDE to evaluate objectively?

No Sometimes Yes

Process

– Positive Points • Tenders submitted by email guarantee, more efficiently, equal

treatment and participation of ACP experts

– Negative Points • Time for applications was too short considering the complexity of the

actions, especially if mixed teams needed to be formed (EU and ACP)

• Late Market consultations’ results

– Requests/Proposals • Publication of results on CDE’s website

• Opening of tenders in public session

III.Offer

7%

55% 46%

94%

39%

40%

44% 54%

5% 10% 6%

Does a technical offer showyour strengths?

Have you ever given up anoffer due to specifications

requested in the TOR?

Have you ever given up anoffer due to financial

boundaries?

Have you ever given up anoffer due to taxes imposition?

No Sometimes Yes

Offer

– Positive Point • Available formula « technical offer + methodology »

– Negative Points • Better balance between preparation time and budget proposed

• Difficulties to obtain VAT documentation

– Requests/Proposals • CVs for consultants to be included in the shortlist

Contract

20%

80%

Have you ever had differences of opinion with the CDE concerning the report requirements?

Yes

No

34%

66%

Have you ever had differences of opinion with the CDE concerning payment requirements?

Yes

No

IV.Contract

– Positive Points • Contract form (template)

• Appendix eligible costs

• Support documents required

• Assigned contract: procedure and signature positively valued

«All the service providers who were happy, wishes (d) to engage a second time.

– Negative Points • Executed contract: improvement of the procedure and payment terms

Conclusion

52% 42%

6%

General appreciation of the CDE as an associate contractor?

Positive

Neutral

Negative

Thank you for your attention

" Whatever you do will be insignificant, but it is very important that you do it " - Gandhi

Appendix I

Dates de lancement Projet - secteur

Montant initial

Montant approuvé

Nbs de soumiss.

Commentaires Date signature

contrat Date Notification

24/11/2009 17/12/2009

MAD/0903/01/GO : Programme d'appui au sectur privé, au commerce et à l'intégration régionale dans le cadre du 10ème FED MADAGASCAR (PROCOM) 62.600 € 62.550 € 7

17/12/2009 : prolongation du délais de soumission au 11/01/2010 2 offres reçues, 5 n'ont pas soumis d'offres. 14/01/2009 : Dérogation introduite et acceptée pour poursuivre l'évaluation avec les 2 offres. 20/01/2010 : Rapport final, marché remporté par Economisti

29/02/2010 6/05/2010

26/10/2009 06/01/2010

GUY/0201/03/OP : Integrated IT system to support Lean Manufacturing strategy - CCI Guyana 24.770 € 17.513,33 € 6

Première consultation de marché lancée en octobre 2009, aucune offre reçue; Procédure relancée en janvier 2010, 2 offres reçues à temps, une hors délais. Dérogation pour entrer dans une procédure négociée demandée en février et acceptée. Procédure en cours 04/03/2010 : Rapport final, marché remporté par R. Augustin

3/05/2010 6/05/2010

3/03/2010 ACP/1008/01/GO : Recruitment of an Operations Expert 30.000 € 30.000 € 5

Date limite de soumission : 25/03/2010 30/03/2010 : 2 offres reçues. La procédure doit être relancée

10/05/2010

SAF/0903/03/NO : Efficiency energy management for SME’s in Southern Africa (Botswana, Lesotho, Malawi, Mozambique, Namibia, Swaziland, Zambia) 1.400.000 € 16

10/05/2010 : Préavis de marché publié sur : - Website CDE - Réseau CDE - www.developmentaid.org - www.devex.com - www.dgmarket.com 10/06/2010 : Avis de marché publié sur les mêmes sites. Date limite de soumission le 16/07/2010. 16/07/2010 : Conformité administrative, rédaction de la liste longue. 16 offres reçues. Envoi des offres aux membres du Comité d'évaluation 30/07/2010 : Evaluation des offres. 6 candidats sur 16 ont été sélectionnés sur la liste restreinte. 09/08/2010 : Rapport d'évaluation approuvé par DIR a.i. (JDe) 25/08/2010 : Envoi des lettres d'invitation à soumissionner aux 6 candidats retenus 26/08/2010 : Envoi des lettres de non sélection aux candidats non retenus dans la liste restreinte 04/11/2010 : Conformité administrative

Appendix II