1. III Sub-Regional Caribbean Public Procurement Conference Lloyd Erskine Sandiford Conference Centre, Barbados 14 June 2016 Public Procurement and e-Government

2. Content Key steps in the procurement process Typical challenges when implementing the public procurement process How digitising the procurement process can help

3. Key objectives of public procurement Order and procedure Transparency Accountability Process consistency Predictability Secure the best talent and expertise Ensure the best value for money

4. Key steps in procurement process Needs ID & Process Establishment Solicitation of Bids/Proposals Bids/Proposal Evaluation & Award Contract/ Project Management

5. Needs ID & Process Establishment Need & scope identification Funding needs, identification & confirmation Procurement method determination Procurement planning & strategy development Solicitation documents preparation

6. Solicitation of Bids & Proposals Publication and circulation of solicitation documents Registration of interest/intention to bid Q&A/clarification of issues, queries Pre-bid/proposal meeting & site visit Bid/proposal submission

7. Bids/Proposal Evaluation & Award Bid/proposal opening Bid/proposal evaluation Contract award recommendation Contract negotiations Contract award & signing

8. Contract/Project Management Time table & milestone management Receipt & review of reports and deliverables Confirmation & acceptance of deliverables Payment preparation & processing Project/contract changes & variations Monitoring & evaluation Project closure & audit

9. Typical implementation challenges Numerous moving parts and steps Several individuals, and a variety of departments and agencies may need be involved Important communication and decisions not always documented Delays at various stages of the process Lots of paper generated Difficult to monitor entire process – from start to finish Difficult to assemble/maintain comprehensive record of all transactions of the entire procurement process Discrepancies found during audit review

10. Current trends in Government Improve transparency Improve accountability Eliminate corruption Open Government Open Data Freedom of information Increase public trust More prudent management for finances

11. What is e-Government? “The utilization of Information Technology (IT), Information and Communication Technologies (ICTs), and other web-based telecommunication technologies to improve and/or enhance on the efficiency and effectiveness of service delivery in the public sector” Jeong, Chun Hai @ Ibrahim

12. 5 modes of e-govt delivery Govt C2GG2GG2CG2EG2B Source: Jeong, 2007

13. E-Govt in the Caribbean is not new Earlier initiatives… Automated System for Customs Data (ASYCUDA) Standard Integrated Government Tax Administration System (SIGTAS) FINMAN Pharmaceutical Procurement Service More recent ones… Govt portals GovNet GATE eService ttconnect Application Management and Data Automation (AMANDA) Barbados Revenue Authority Electronic document and record management systems Electronic Government for Regional Integration Project (EGRIP)

14. Why digitising public procurement can work Steps and process already well established Reporting lines, responsibilities, authority known Electronic platform(s) can be developed to, inter alia: – Coordinate, manage and monitor the process  G2G – Disseminate information  G2G, G2B – Coordinate participation  G2G, G2B, B2G – Provide updates  G2G, G2B, G2C – Create and store a record of the process and decisions  G2G, G2B, G2C Platform(s) can be used to optimise the public procurement process and improve the experience for all

15. Summary The public procurement process is essential to provide a framework for transparent and defensible purchase of works, goods and services by Govt However, the process can be arduous, complex and protracted – Frequently comprises numerous steps and several actors Across the Caribbean, efforts are already being made to move towards e-govt – Some countries are more enthusiastic/aggressive than others Moving to e-procurement could address key challenges in public procurement – Can foster public procurement objectives and be aligned with current trends in Govt/public sector management and administration

16. Any Questions? Michele Marius Blog: ict-pulse.com FB: facebook.com/ICTPulse Twitter: @ictpulse