1 Strategies for Enhancing Procurement Reforms: Monitoring Results & Involvement of Civil Society: Bangladesh Case Zafrul Islam Lead Procurement Specialist (Fiduciary Forum, NCC, VA; March 25, 2008)

2 Session: Key Parts Strategies in Monitoring Results for effective Reform Monitoring: Procurement Management Information System (PROMIS)- “ Supply Side ” Monitoring: Involvement of Civil Society- “ Demand Side ”

3 Framework for Reform and Monitoring Results Reforms: Design of a robust & sustainable package for procurement reform considering the context (country). 1 st reform package includes: nodal agency; legislations; and capacity development 2 nd reform package includes: institutionalizing capacity development; strengthening monitoring; electronic procurement (e-GP); social accountability Monitoring Results: Measurement of contribution of reform to improve efficiency, transparency & accountability of the system. Procurement management information system used by procuring entities (PROMIS) Outcome and/or process monitoring by civil society

4 Monitoring Results through MIS (PROMIS) (“supply side”- compliance based) Developed a real-time centralized procurement performance monitoring system (PROMIS) PROMIS uses a set of indicators to monitor results and performance of public procuring entities PROMIS central server is at the proc. policy unit (CPTU) Direct linkage of CPTU’s PROMIS with procuring entities through online (web-based) and off-line connectivity Proc. Monitoring Coordinator (PMC) at procuring entity monitors its own performance while the system transfer relevant data to CPTU for country-wide monitoring PROMIS is being enhanced to introduce e-procurement (e-GP) in phases through 2 nd reform package

5 PROMIS Key Indicators Customized indicators based on OECD-DAC approach Bidding opportunity Publishing contract awards (> specified threshold) Bidding time Bidders’ participation & responsiveness Procurement method Time for bid evaluation & approval Bidders’ Protests & resolution Contract variation Late payment Direct contracting/ sole source selection)

6 Data Flow Diagram: CPTU & Procuring Entity CPTU-MIS site Database Server Web Server Internet CPTU Procuring Entities 1. Login to CPTU-MIS site 2. Online Data entry 3. Automated hourly download of data from CPTU- MIS site 4. Approval of Data and available online for reporting and view Ministry GoB IMED 5.1 Reports 5.2 Reports Reports

7 Civil Society in Monitoring: (“demand side” intervention) Key elements: Creating greater social awareness to demand best value for public money & held government accountable for it Engaging civil society through a long-term intervention in monitoring procurement process and outcomes Building blocks: for social awareness Communication strategy Education program Behavior change Advocacy program

8 Civil Society Monitoring Contd…… Building blocks: civil society engagement Engaging beneficiary/ civil society/ business and/or media apex body Public access to procurement related information Technical training to media professionals Establishing a government-contractors forum Creation of formal civil society group for monitoring

9 Civil Society Monitoring Contd…… Key developments: Government formed a public-private stakeholders council (PPSC), headed by the Minister for Finance & Planning PPSC has members from high govt. officials, key civil society groups, think-tank, business bodies, contractors associations Formation of government-contractors forum is on the way Communication strategy being developed Social awareness: anti-bribery billboard; music video, road show, rallies, short plays, street drama Education: introducing social accountability mechanism, training of selected NGOs on procurement Advocacy: users of public goods & services; “to do and not to do” for officials, bidding community, and politicians

10 Procurement Performance Comparators Average Time Elapsed: IFB to Contract Award CPAR (up to 1998) Sample Study (FY05) 8% contract4 months39% contract5 months 21% contract8 months18% contract8 months 28% contract12 months34% contract12 months 43% contract> 12 months9% contract > 12 months Average Time Elapsed: Bid Opening to Contract Award Cabinet Committee level approval:> 9 months Ministry level approval:> 7 months Department/ Agency level approval:> 5 months

11 THANK YOU !!!!! CPTU website: