The Public Procurement and Asset Disposal Board Executive Chairperson Bridget John has commended the Ministry of Defence, Justice and Security for being responsive and efficient in their dealings with the public procurement process. Speaking at the signing of the service level agreement between the two parties, John said in their quest to address some of the complaints raised by clients PPADB has done away with some of its requirements for tendering which were said to be burdensome. These, she said, included the bid bond, form of intent to provide parent guarantee, and certificate of incorporation given that when a bidder is registered with PPADB , they necessarily would have submitted such information.
John disclosed that the PPADB is currently piloting the Integrated Procurement Management System (IPMS) and is progressively moving towards dropping the requirement for the submission of the PPADB registration as both the PPADB and Procuring entities will be able to check online whether or not the bidder is registered with PPADB in the evaluation of tenders. “ to this end the board has decided to pilot this aspect with the MDJS, as from experience, this is a ministry that is very responsive, and disciplined,” she said.
According to John they have since requested the Ministry to drop requirements for submission of PPADB certificates in their tenders so that they may see if online certification works well. “ If this succeeds we will ask all ministries to drop this requirement in the next financial year,” said John. John said complaints by some that procurement takes long needs to be addressed saying that she believes that observing the service level agreement and improving on procurement planning and adherence should bring about better results
The Ministry of Defence, Justice and Security has been chosen to pilot the Public Procurement and Asset Disposal (PPADB)’S service level agreement that will introduced to other government ministries and departments later.
The PPADB Executive Chairperson said the objective of the service level agreement is for PPADB and the procuring entities to recommit in a binding manner to speed up the procurement of works, services and supplies to ensure that services are delivered to the nation within a reasonable time. “The intention is to align expectations and bring about certainty to the procurement process whilst clarifying roles between parties at every stage of the procurement process,” John said.
According to John as an ISO certified organisation, PPADB believes in continual improvement hence seek to improve its performance and customer satisfaction over time. “The service level agreement should bring us closer to MDJS and help us appreciate problematic areas in the ministry and address them accordingly,” she said. John urged the MDJS to not only apply the service level agreement at the ministry headquarters but to the entire procurement and asset disposal for the ministry including its outstations. The efficient ways of servicing outstations she says should be identified and over reliance on the centre minimised. John pledged the PADB ‘support on the process so long. “PPADB is there to serve and will advise on procurement and asset disposal within the confines of the Act,” she said.
Meanwhile MDJS permanent Secretary Segakweng Tsiane said the agreement between her ministry and PPADB could not have come at the right time. According To Tsiane her ministry is one of the few with sensitive and large volume of procurement .Tsiane said after the threshold of tenders adjudicated and awarded by the ministerial tender committee covering Botswana Police Service, Botswana Defence Force, Attorney General’s chambers and Botswana Prisons was increased from P30 million to P100 million in April 2015 it was imperative that they receive as much support as they could from the PPADB so as to deliver efficiently. “ We are to be entering into this service level agreement which we shall be signing today and I believe our continued working relations will be further improved,” she said.