RWANDA PUBLIC PROCUREMENT AUTHORITY (RPPA)

REPUBLIC OF RWANDA

RWANDA PUBLIC PROCUREMENT AUTHORITY (RPPA) PLOT N⁰ 2, KN 3 AV

10 th FLOOR, GRAND PENSION PLAZA P. O .Box: 4276 KIGALI/RWANDA

Tel: (+250) 0786582957 E-mail: [email protected]

Prepared by:

KAYITESI SANDRA, RUKUNDO PHILIBERT and KARANGWAYIRE CHARLOTTE

DECEMBER 2017

SURVEY REPORT ON THE RPPA SERVICES, LAW ON PUBLIC PROCUREMENT AND THE USE OF REFERENCE PRICE

mailto:[email protected]

1

EXECUTIVE SUMMARY

In the framework of assisting Procuring Entities, the Rwanda Public Procurement

Authority has conducted a survey in order to assess and acquire information related to

Public procurement.

The main purpose of this survey was to collect information on how laws and regulations

related to public procurement are understood and interpreted by different stakeholders in

procuring entities, how and when RPPA services are delivered and how RPPA reference

prices are used in the procurement processes. The targeted population comprised Chief

Budget Managers, Procurement managers, Procurement specialists, Procurement

officers, Member of tender committees, Legal Advisors, Internal Auditors, Member of

Review panels and Bidders as well as members of the Private Sector.

The survey has been conducted in different parts of Rwanda: City of Kigali, Northern

Province, Southern Province, Western Province and Eastern Province where accurate

data has been collected, assessed and analyzed with methodical way.

The survey was related to three main topics:

Laws and regulations related to public procurement

RPPA services

Reference prices published on RPPA website

A big number of participants in the survey knows the laws and regulations related to public

procurement, they understand well the RPPA mission and objectives, and they are aware

where they can find the laws and other main regulations related to public procurement.

They usually read the law and they know main challenges that are facing the public

procurement system in general.

Public procurement stakeholders are aware, satisfied and have confidence in RPPA

services and public procurement system in general. Participants are delighted by how the

dissemination of RPPA information is spread with impartiality, fair and equitable and

without paying bribes and corruption.

The use of the list or database of frequently used items, goods and services published on

the RPPA website help procuring entities to prepare the budget, preparation of tender

documents either for procuring entities and private companies , bids preparation, bids

evaluation and other main procurement processes.

2

CHAPTER I: GENERAL INTRODUCTION

I.1 INTRODUCTION

RPPA has as mission to achieve the best value for money for the Government of Rwanda

by setting up procurement standards, guidelines, and procedures; building capacity and

monitoring procurement proceedings in order to ensure competition, economy,

transparency, fairness, efficiency, accountability; and zero tolerance to corruption in all

public procurement activities. It is in this regard that RPPA conducted a survey to find out

how laws and regulations are interpreted and understood by different stakeholders,

whether they are aware and satisfied with RPPA services and if the published reference

prices are used.

The survey was conducted in all provinces and city of Kigali, from July 2017 to September

2017.

I.2 SURVEY OBJECTIVES

The aim of this study was to conduct a survey in order to:

Assess how the list or database of frequently used items, goods and services are

used by different procuring entities.

Improve public procuring planning;

Assist public procuring entities in decision making process.

Assess the stakeholder awareness satisfaction and confidence of RPPA services

and public procurement system.

Assess how laws and regulations related to public procurement are understood

and interpreted by different stakeholders in public procurement entities.

I.3 SURVEY POPULATION

The population of our survey was composed by about 1050 participants comprising Chief

Budget Managers, Procurement managers, Procurement specialists, Procurement

officers, Member of tender committees, Legal Advisors, Internal Auditors, Member of

Review panels and Bidders. As all the population could not be reached due to time

constraint, we have randomly sampled a number to deal with. The total number of

individuals who were supposed to attempt the questionnaire are 430 persons from

procuring entities and private companies and from all the targeted groups.

Among the sampled population, 330 participants attempted to answer our questionnaire,

40 were unavailable and the remaining 60 participants were not interested to answer our

questionnaire.

3

I.4 METHODOLOGY

The methodology we used for our survey was interview based where a questionnaire of

3 sections questions was completed. The questionnaire had three section: the first section

was related to laws and regulations, the second section to RPPA services and the third

question to reference prices.

I.5 DATA COLLECTION

We designed a questionnaire divided in 3 sections, the first section comprised with 10

questions, the second section comprised with 8 questions and the last section comprised

with 7 questions

4

CHAPTER II: INTERPRETATION AND ANALYSIS OF DATA

This chapter concerns the data analysis of responses given by participants and

interpreting the result accurately. For this study we will use descriptive statistic to analyze

and interpret the finding of our survey.

Table 1: Number of participants

Participants Expected number Available number Percentage

CBM 30 19 63%

Tender committee 120 90 75%

Legal Officer 50 26 52%

Bidders 50 31 62%

Procurement staff 130 110 84%

Internal Auditor 50 26 52%

Total 430 302 69%

II.1 LAW AND REGULATIONS ON PUBLIC PROCUREMENT

This section is going to present the analysis of the findings to see if different stakeholders

are aware and understand the law and regulation related to public procurement. For that

purpose researchers are going to analyze every question.

Question 1: To know the legal instrument governing public procurement

Q S/Q CBM LEGAL OFFICER

INTERNAL AUDITOR

PROCUREMENT STAFF

TENDER COMMITTEE BIDDERS

TOTAL

Q1 RPPA Circulars 11% 4% 4% 9% 12% 27% 11%

Prime Minister’s Order 0% 0% 0% 5% 2% 27%

6%

Law 89% 96% 96% 86% 50% 19% 73%

Presidential Order 0% 0% 0% 0% 0% 4% 1%

TOTAL 100% 100% 100% 100% 64% 77% 90%

5

The table and graphic above summarize opinions of interviewees. Among 19 Chief

Budget Managers, 2(11%) have said that public procurement is governed by RPPA

circulars while 17 (89%) said that it is governed by the law. Out of 26 Legal Officers1 (4%)

responded that public procurement is governed by RPPA Circulars against 25(96%) who

responded that it is governed by Law.

For Internal Auditors 1(4%) responded that public procurement is governed by RPPA

Circulars against 25(96%) who responded that it is governed by Law. On the side of 110

Procurement Staff 4 (4%) responded that public procurement is governed by RPPA

Circulars against106 (96%) who responded that it is governed by Law. Among

90members of tender committees11 (12%) responded that public procurement is

governed by RPPA Circular 2 (2%) by Prime Minister’s Order and 45 (50%) by the law.

Among 31 Bidders 8(27%) think that public procurement is governed by RPPA Circulars

8 (27%) by Prime Minister’s Order 6(19%) by the law while 1 (4%) responded that it is

governed by the Presidential Order.

Question 2: About the responsibilities of RPPA

S/Q CBM LEGAL OFFICER

INTERNAL AUDITOR

PROCUREMENT STAFF


TOTAL

Q2 To award tenders of all Procuring entities 0% 0% 0% 5% 2% 8%

2%

Regulate public procurement 100% 92% 96% 89% 58% 54%

81%

0%

20%

40%

60%

80%

100%

120%Question 1

A B C D

6

Negotiate funding of Government projects 0% 4% 0% 2% 0% 8%

2%

Allow bidders to participate in public procurement 0% 4% 0% 5% 2% 15%

4%

TOTAL 100% 100% 96% 100% 62% 85% 90%

The table and graphic above summarize opinions of interviewees. All the 19 Chief Budget

Managers, 19(100%) said that the responsibility of RPPA is to regulate public

procurement.

Out of 26 Legal Officers 24 (92%) responded that the responsibility of RPPA is to regulate

public procurement against 1(4%) responded that it is to negotiate funding for

Government projects and 1(4%) think that the responsibility of RPPA is to allow bidders

0%

20%

40%

60%

80%

100%

120%

Question 2

Q2 A Q2 B Q2 C Q2 D

7

to participate in the public procurement. For 26 Internal Auditors 25(96%) responded that

the responsibility is to regulate public procurement against 1 (4%) who did not respond

anything. On the side of Procurement Staff 98(89%) responded that the responsibility of

RPPA is to regulate public procurement against 5 (5%) who responded that the

responsibility of RPPA is to award tenders for all procuring entities 2 (2%) who responded

that the responsibility of RPPA is to negotiate funding for Government projects, and 5

(5%) who responded that it is to allow bidders to participate in public procurement. Among

90 members of tender committees52 (58%) responded that the responsibility of RPPA is

to regulate public procurement against 2 (2%) who responded that the responsibility of

RPPA is to award tenders for all procuring entities 2(2%) responded that it is to allow

bidders to participate in public procurement while 34 (38%) did not respond to this

question. Among 31 bidders 8 (27%) responded that the responsibility of RPPA is to

award tenders for all procuring entities 8(27%) said that it is to negotiate funding for

Government projects 6 (19%) responded that it is to regulate public procurement 1(4%)

responded that the RPPA responsibility is to allow bidders to participate in public

procurement while 8 (27%) did not respond to the questions.

Question 3: The law on public procurement can be found in the following area

except

Q S/Q CBM LEGAL OFFICER

INTERNAL AUDITOR

PROCUREMENT OFFICER


TOTAL

Q3 Librairie Caritas 100% 100% 79% 82% 54% 65% 80%

www.rppa.gov.rw 0% 0% 15% 16% 4% 4%

7%

www.primature.gov.rw 0% 0% 3% 0% 0% 4%

1%

RPPA archive/documentation 0% 0% 3% 2% 0% 0%

1%

TOTAL 100% 100% 100% 100% 58% 73%

89%

8

The table and graphic above summarize opinions of our interviewees. All the 19 Chief

Budget Managers 19 (100%) as well as the 26 Legal Officers (100%) have said that the

law on public procurement can be found in the mentioned area except at the Librairie

Caritas. For 26 Internal Auditors 20 (79%) responded that that the law on public

procurement can be found in the mentioned area except at the Librairie Caritas against 4

(15%) who responded that the law on public procurement can be found in the mentioned

area except at the RPPA website 1(3%) who responded that the law on public

procurement can be found in the mentioned area except at the Prime Minister office

website and 1 (3%) who responded the law on public procurement can be found in the

mentioned area except in RPPA archive/documentation. Out of 110 of Procurement staff

90(82%) responded that the law on public procurement can be found in the mentioned

area except at the Librairie caritas 18(16%) said it can be found except on RPPA website

while 2(2%) responded that it can be found except in the Office of the Prime Minister

Website.

Out of 90 members of tender committees 49(54%) responded that the law can be found

except at the Librairie caritas against 5(4%) who responded that it can be found except

on the RPPA website while 36(42%) did not provide the answer on this question. Out of

31 bidders 21.(65%) responded that it can be found except at the Librairie caritas, 1(4%)

responded that the law can be found except on the RPPA website 1(4%) responded that

the law can be found except on the Office of the Prime Minister website while 8.(27%) did

not respond to this question.

Question 4: On whether participants are aware of the existence of the law on public

procurement

CBM LEGAL OFFICERS

INTERNAL AUDITORS

PROCUREMENT STAFF


0

0,2

0,4

0,6

0,8

1

1,2

Question 3

Q3 TOTAL

9

Q4 Yes 100% 96% 92% 98% 58% 69% 86

%

Not sure 0% 0% 0% 0% 2% 4% 1

%

Doubtful 0% 4% 4% 0% 0% 0% 1

%

The law is not yet enacted 0% 0% 0% 2% 0% 0%

0%

TOTAL 100% 100% 96% 100% 60% 73% 88

%


Budget Managers, 19 (100%) are sure of the existence of the law on public procurement.

Out of 26 Legal Officers 25 (96%) are sure of the existence of the law on public

procurement while1 (4%) doubt on the existence of the law on public procurement. For

26 Internal Auditors 24 (92%) are sure of the existence of the law on public procurement

1(4%) doubt on the existence of the law on the public procurement while 1 (4%) did not

provide the answer on this question. For procurement staff 110, 108(98%) are sure of the

existence of the law on the public procurement while 2 (2%) responded that the law is not

yet enacted. Out of 90 members of tender committees 52 (58%) are sure of the existence

of the law on public procurement 2(2%) are not sure of its existence while36 (40%) did

not answer this question. Among 31 bidders 21(69%) are sure of the existence of the law

on public procurement 1 (4%) are not sure of its existence while 9 (27%) did not answer

this question.

0

0,2

0,4

0,6

0,8

1

1,2

Question 4

Q4 TOTAL

10

Question 5: Important laws on public procurement are the following

S/Q CBM LEGAL OFFICERS

INTERNAL AUDITORS

PROCUREMENT STAFF


TOTAL

Q5

The law on public procurement and the law governing procurement of works 0% 4% 12% 18% 6% 19%

10%

The law establishing RPPA and the law on procurement for supplies 0% 4% 0% 5% 2% 12%

4%

The law on public procurement and the law establishing RPPA 68% 65% 65% 55% 46% 46%

58%

No answer is correct 32% 27% 0% 23% 6% 0% 15%

TOTAL 100% 100% 77% 100% 60% 77% 86%


Budget Managers, 13(68%) responded the important laws in public procurement are the

law on public procurement and the law establishing the RPPA, 6 (32%) responded that

no answer is correct. Out of 26 Legal Officers 17(65%) responded the important laws in

public procurement are the law on public procurement and the law establishing the RPPA

7(27%) responded that no answer is correct, 1(4%) responded the important laws are the

law on public procurement and the law governing procurement of works while 1(4%)

responded the law establishing the RPPA and the law on procurement for supplies. For

26 Internal Auditors 17 (65%) responded the important laws in public procurement are

the law on public procurement and the law establishing the RPPA, 3(12%) responded the

important laws are the law on public procurement and the law governing procurement of

0

0,2

0,4

0,6

0,8

1

1,2

Question 5

Q5 TOTAL

11

works while6 (23%) did not provide any answer to this question. For 110 procurement

staff 61(55%) responded the important laws in public procurement are the law on public

procurement and the law establishing the RPPA, 24(23%) responded that no answer is

correct, 20(18%) responded the important laws are the law on public procurement and

the law governing procurement of works while5 (5%) responded the law establishing the

RPPA and the law on procurement for supplies. Out of 90 members of tender

committees42 (46%) responded the important laws in public procurement are the law on

public procurement and the law establishing the RPPA, 5(6%) responded that no answer

is correct, 5(6%) responded the important laws are the law on public procurement and

the law governing procurement of works, 2 (2%) responded the law establishing the

RPPA and the law on procurement for supplies while36 (40%) did not provide the answer

to this question. Among 31 bidders14 (46%) responded the important laws in public

procurement are the law on public procurement and the law establishing the RPPA, 6

(19%) responded the important laws are the law on public procurement and the law

governing procurement of works, 4 (12%) responded the law establishing the RPPA and

the law on procurement for supplies while 7(23%) did not provide the answer to this

question.

Question 6: How frequent the respondent reads the law on public procurement

CBM LEGAL OFFICERS

INTERNAL AUDITORS

PROCUREMENT STAFF


TOTAL

Q6 Once a year 5% 4% 15% 0% 6% 23%

9%

once a month 42% 69% 54% 27% 30% 23%

41%

Once a week 42% 15% 19% 43% 16% 12%

25%

Every day 11% 12% 12% 30% 10% 15% 15%

Never 0% 0% 0% 0% 38% 27% 11%

TOTAL

100% 100% 100% 100% 100% 100%

100%

12


Budget Managers, 1(5%) responded that they read the law on public procurement once

a year, 8(42%) read the law one a month, 8(42%) read the law once a week while 2(11%)

read the law once a day. Out of 26 Legal Officers, 1(4%) responded that they read the

law on public procurement once a year, 17(69%) read the law one a month, 4(15%) read

the law once a week while 4(15%) read the law once a day. For 26 Internal Auditors 4

(15%) responded that they read the law on public procurement once a year, 14(54%)

read the law one a month, 5(19%) read the law once a week while3 (12%) read the law

once a day. For 110 procurement staff 0(0%) responded that they read the law on public

procurement once a year, 30(27%) read the law one a month, 47(43%) read the law once

a week while 33(30%) read the law once a day. Out of 90 members of tender committees,

5 (6%) responded that they read the law on public procurement once a year, 27(30%)

read the law one a month, 14(16%) read the law once a week while9 (10%) read the law

once a day and 34(38%) never read the law. Among 31 bidders(23%) responded that

they read the law on public procurement one a year,(23%) read the law once a

month,(12%) read the law once a week while (15%) read the law once a day and (27%)

never read the law.

Question 7: Appropriate time the respondent reads the law on public procurement

CBM LEGAL OFFICER

INTERNAL AUDITORS

PROCUREMENT STAFF

TENDER COMMITTE

BIDDERS

TOTAL

Q7 Every time to keep updated on its provisions 42% 19% 19% 45% 10% 4% 23%

in case of a challenge that I cannot solve 58% 73% 54% 52% 42% 62% 57%

When I am forced to do something which is not allowed in public procurement 0% 8% 15% 0% 6% 8%

6%

0

0,2

0,4

0,6

0,8

1

1,2

1 2 3 4 5 6 7

Question 6

Q6 TOTAL

13

When I have been victim of injustice in public procurement 0% 0% 12% 2% 0% 8%

4%

TOTAL 100% 100% 100% 100% 58% 81% 90%


Budget Managers, 8 (42%) read the law every time to keep updated on its provisions,

11(58%) read the law in case of a challenge that cannot be solved by themselves. Out of

26 Legal Officers 5(19%) read the law every time to keep updated on its

provisions,19(73%) read the law in case of a challenge that cannot be solved by

themselves, 2(8%) read the law when they are forced to do something that is not allowed

to public procurement. For 26 Internal Auditors 5(19%) read the law every time to keep

updated on its provisions, 14(54%) read the law in case of a challenge that cannot be

solved by themselves, 4 (15%) read the law when they are forced to do something that is

not allowed to public procurement, 3(12%) read the law when they are victim of injustice

in the public procurement. For 110 procurement staff 50 (45%) read the law every time to

keep updated on its provisions, 58(52%) read the law in case of a challenge that cannot

be solved by themselves, (0%) read the law when they are forced to do something that is

not allowed to public procurement, 2(2%) read the law when they are victim of injustice in

the public procurement. Out of 90 members of tender committees 9 (10%) read the law

every time to keep updated on its provisions,38(42%) read the law in case of a challenge

that cannot be solved by themselves, 5(6%) read the law when they are forced to do

something that is not allowed to public procurement, (0%) read the law when they are

victim of injustice in the public procurement while 38 (42%) did not tell the appropriate

time to read the law on public procurement. Among 31 bidders 1(4%) read the law every

time to keep updated on its provisions, 19(62%) read the law in case of a challenge that

cannot be solved by themselves, 2(8%) read the law when they are forced to do

something that is not allowed to public procurement, 2(8%) read the law when they are

0

0,2

0,4

0,6

0,8

1

1,2

1 2 3 4 5 6 7

Question 7

Q7 TOTAL

14

victim of injustice in the public procurement while 7(18%) did not tell the appropriate time

to read the law on public procurement.

Question 8: Causes of problems/challenges in public procurement

CBM LEGAL OFFICERS

INTERNAL OFFICERS

PROCUREMENT STAFF


TOTAL

Q8 Malpractices of public servants 11% 50% 23% 25% 8% 49%

28%

Bad laws 0% 4% 8% 45% 44% 23% 21%

Malpractices of bidders 89% 42% 69% 7% 6% 27%

40%

Poverty of the State 0% 4% 0% 7% 0% 0%

2%

TOTAL 100% 100% 100% 84% 58% 99% 90%


Budget Managers2 (11%) responded that the causes of problems/challenges in public

procurement are due to malpractices of civil servants while17 (89%) responded that are

due to malpractices of bidders. Out of 26 Legal Officers 13(50%) responded that the

causes of problems/challenges in public procurement are due to malpractices of civil

servants, 1(4%) are due to bad laws, 11(42%) responded that are due to malpractices of

bidders while1 (4%) are due to poverty of the state. For 26 Internal Auditors 6 (23%)

responded that the causes of problems/challenges in public procurement are due to

malpractices of civil servants, 2(8%) are due to bad laws, 17(68%) responded that are

due to malpractices of bidders while 1(1%) are due to poverty of the state. For 110

0

0,2

0,4

0,6

0,8

1

1,2

Question 8

Q8 TOTAL

15

procurement staff 27 (25%) responded that the causes of problems/challenges in public

procurement are due to malpractices of civil servants, 49(45%) are due to bad laws, 8(7%)

responded that are due to malpractices of bidders while 8(7%) are due to poverty of the

state while 18(16%) did not answer to the question. Out of 90 members of tender

committees 7(8%) responded that the causes of problems/challenges in public


responded that are due to malpractices of bidders while 1(1%) are due to poverty of the

state while 37 (41%) did not answer to the question.

Among 31 bidders 15(49%) responded that the causes of problems/challenges in public


responded that are due to malpractices of bidders while 1 (1%) are due to poverty of the

state.

Question 9: What should be done to make efficient the tendering process in public

procurement?

CBM LEGAL OFFICER

INTERNAL AUDITORS

PROCUREMENT STAFF


TOTAL

Q9 Changing staff in charge of public procurement 0% 0% 4% 0% 2% 15%

4%

Sanctioning staff for their mistakes in awarding tenders 16% 4% 19% 18% 26% 31%

19%

Sanctioning bidders for their mistakes in public tenders 37% 19% 27% 27% 36% 12%

26%

Revising the law on public procurement 47% 77% 46% 50% 6% 15%

40%

TOTAL 100% 100% 96% 95% 70% 73% 89%

0

0,2

0,4

0,6

0,8

1

1,2

Question 9

Q9 TOTAL

16


Budget Managers 3(16%) responded that in order to make efficiency in tendering process

there can be sanctions to staff for their mistakes in awarding tenders,7(37%) responded

to sanction bidders for their mistakes in public tenders while 9(47%) responded to revise

the law on public procurement. Out of 26 Legal Officers 1(4%) responded that in order to

make efficiency in tendering process there can be sanctions to staff for their mistakes in

awarding tenders,5(19%) responded to sanction bidders for their mistakes in public

tenders while 20 (77%) responded to revise the law on public procurement. For 26 Internal

Auditors 6 (19%) responded that in order to make efficiency in tendering process there

can be sanctions to staff for their mistakes in awarding tenders, 1(4%) changing the staff

that are involved in public procurement 7(27%) responded to sanction bidders for their

mistakes in public tenders while 12(46%) responded to revise the law on public

procurement. For 110 procurement staff 20(18%) responded that in order to make

efficiency in tendering process there can be sanctions to staff for their mistakes in

awarding tenders,30(27%) responded to sanction bidders for their mistakes in public

tenders while 55 (50%) responded to revise the law on public procurement. Out of 90

members of tender committees 23(26%) responded that in order to make efficiency in

tendering process there can be sanctions to staff for their mistakes in awarding tenders,

2(2%) changing the staff that are involved in public procurement 32(36%) responded to

sanction bidders for their mistakes in public tenders while (6%) responded to revise the

law on public procurement while 27 (30%) did not answer this question. Among 31 bidders

9(31%) responded that in order to make efficiency in tendering process there can be

sanctions to staff for their mistakes in awarding tenders, 5(15%) changing the staff that

are involved in public procurement 4(12%) responded to sanction bidders for their

mistakes in public tenders while 5(15%) responded to revise the law on public

procurement while 8(27%) did not answer this question.

Question 10: Selection of five achievements that respondents think they should

make efficient the tendering processes by indicating the predominance of each

CBM LEGAL OFFICERS

INTERNAL AUDITORS

PROCUREMENT STAFF


TOTAL

Q10 Reduce the requirements for a bidder to win the tender 6% 8% 8% 6% 8% 7%

7%

Overburden the requirements for a bidder to win the tender 2% 3% 3% 11% 7% 4%

5%

To pay bidders on time 7% 11% 9% 19% 13% 8% 11%

Sanction staff for their mistakes in awarding tenders 4% 10% 10% 14% 9% 8%

9%

Sanction bidders for their mistakes in public tenders 8% 11% 11% 17% 12% 4%

10%

Increase advance amount given to bidders 0% 0% 1% 7% 4% 2%

2%

Reduce advance amount given to bidders 0% 0% 0% 2% 1% 1%

1%

To not give any advance to bidders 5% 1% 1% 1% 2% 1% 2%

17

To abolish penalties given to bidders for their mistakes in public procurement 0% 0% 0% 0% 0% 1%

0%

To abolish sanctions for public staff for their mistakes in public procurement 0% 1% 1% 0% 0% 0%

0%

To enhance contract management in procurement 8% 10% 10% 17% 12% 7%

11%

TOTAL 41% 56% 55% 96% 68% 43% 60%

The table and graphic above summarize opinions of interviewees. On the issue of 5

achievements that should make efficiency the tendering process, among 19 Chief Budget

Managers 1(6%) selected to reduce the requirements for a bidder to win the tender 1(2%)

responded to overburden the requirements for a bidder to win the tender 1(7%)responded

0

0,2

0,4

0,6

0,8

1

1,2

Q10 TOTAL

Question 10

S/Q CBM LEGAL OFFICER INTERNAL AUDITOR

PROCUREMENT OFFICER TENDER COMMITTEE BIDDERS

18

to pay bidders on time1(4%) responded to sanction staff for their mistakes in awarding

tenders 2(8%) responded to sanction bidders for their mistakes in public tenders 1(5%)

responded to not give any advance amount to bidders and 2(8%) responded to enhance

the contract management in procurement. Nobody has selected to increase advance

amount given to bidders 0 (0%) responded to reduce advance amount given to bidders,

to abolish penalties given to bidders for their mistakes in public procurement and to

abolish sanctions for public staff for their mistakes in the public procurement. Out of 26

Legal Officers : on the issue of 5 achievements that should make efficiency the tendering

process 2(8%) responded to reduce the requirements for a bidder to win the tender 2(3%)

responded to overburden the requirements for a bidder to win the

tender3(11%)responded to pay bidders on time, 3(10%) responded to sanction staff for

their mistakes in awarding tenders,3(11%) responded to sanction bidders for their

mistakes in public tenders, (0%) responded to increase advance amount given to

bidders,(0%) responded to reduce advance amount given to bidders, 1(1%) responded

to not give any advance amount to bidders, (0%)responded to abolish penalties given to

bidders for their mistakes in public procurement,1(1%) responded to abolish sanctions for

public staff for their mistakes in the public procurement,3(10%) responded to enhance the

contract management in procurement. For Internal Auditors 26 : on the issue of 5

achievements that should make efficiency the tendering process 2(8%) responded to

reduce the requirements for a bidder to win the tender 1(3%) responded to overburden

the requirements for a bidder to win the tender,2(9%)responded to pay bidders on time,

3(10%) responded to sanction staff for their mistakes in awarding tenders,3(11%)

responded to sanction bidders for their mistakes in public tenders, 1(1%) responded to

increase advance amount given to bidders,(0%) responded to reduce advance amount

given to bidders, 1(1%) responded to not give any advance amount to bidders,

(0%)responded to abolish penalties given to bidders for their mistakes in public

procurement,1(1%) responded to abolish sanctions for public staff for their mistakes in

the public procurement,3(10%) responded to enhance the contract management in

procurement.

For procurement staff 110 :on the issue of 5 achievements that should make efficiency

the tendering process 7(6%) responded to reduce the requirements for a bidder to win

the tender 12(11%) responded to overburden the requirements for a bidder to win the

tender,21(19%)responded to pay bidders on time, 15(14%) responded to sanction staff

for their mistakes in awarding tenders,19(17%) responded to sanction bidders for their

mistakes in public tenders, (7%) responded to increase advance amount given to

bidders,(2%) responded to reduce advance amount given to bidders, 2(1%) responded

to not give any advance amount to bidders, (0%)responded to abolish penalties given to

bidders for their mistakes in public procurement,(0%) responded to abolish sanctions for

public staff for their mistakes in the public procurement,19(17%) responded to enhance

the contract management in procurement. Out of 90 members of tender committees :on

the issue of 5 achievements that should make efficiency the tendering process 7(8%)

responded to reduce the requirements for a bidder to win the tender 6(7%) responded to

overburden the requirements for a bidder to win the tender,12(13%)responded to pay

19

bidders on time, 8(9%) responded to sanction staff for their mistakes in awarding

tenders,11(12%) responded to sanction bidders for their mistakes in public tenders, 4(4%)

responded to increase advance amount given to bidders,1(1%) responded to reduce

advance amount given to bidders, 2(2%) responded to not give any advance amount to

bidders, (0%)responded to abolish penalties given to bidders for their mistakes in public

procurement,(0%) responded to abolish sanctions for public staff for their mistakes in the

public procurement,11(12%) responded to enhance the contract management in

procurement. Among 31 bidders: on the issue of 5 achievements that should make

efficiency the tendering process 2(7%) responded to reduce the requirements for a bidder

to win the tender 1(4%) responded to overburden the requirements for a bidder to win the

tender,2(8%)responded to pay bidders on time, 2(8%) responded to sanction staff for

their mistakes in awarding tenders,1(4%) responded to sanction bidders for their mistakes

in public tenders, 1(2%) responded to increase advance amount given to bidders,1(1%)

responded to reduce advance amount given to bidders, 1(1%) responded to not give any

advance amount to bidders, 1(1%)responded to abolish penalties given to bidders for

their mistakes in public procurement,(0%) responded to abolish sanctions for public staff

for their mistakes in the public procurement,2(7%) responded to enhance the contract

management in procurement.

II.2 HOW THE PUBLIC APPRECIATES RPPA SERVICES

In this section, researchers are going to analyze the findings about RPPA services. The

questionnaire about RPPA services comprises of 8 multiple questions where respondents

were requested to tick the right answer.

Question 1: To know if the respondents were satisfied by the call response on

RPPA toll free number

CBM LEGAL OFFICER INTERNAL AUDITOR

PROCUREMENT OFFICER

TENDER COMMIITTEE BIDDERS

TOTAL

Q1 very satisfied 74% 46% 35% 23% 24% 12%

35%

Satisfied 26% 54% 54% 59% 32% 15% 40%

Bad 0% 0% 4% 16% 0% 12% 5%

Very bad 0% 0% 0% 2% 0% 0% 0%

20

The table and graphic above summarize opinions of our interviewees.

Among 19 Chief Budget 14(74%) responded to be very satisfied when they call to RPPA

Toll free number and 5(26%) to be satisfied. Out of 26 Legal Officers 12(46%) responded

to be very satisfied when they call to RPPA Toll free number and 14(54%) to be satisfied.

For 26 Internal Auditors 9(35%) responded to be very satisfied when they call to RPPA

Toll free number and 14(54%) to be satisfied and 1(4%) responded that they got bad

service. For 110 procurement staff 25(23%) responded to be very satisfied when they call

to RPPA Toll free number and 65(59%) to be satisfied and 18(16%) responded that they

got bad service while 2(2%) got a very bad service. Out of 90 members of tender 22(24%)

responded to be very satisfied when they call to RPPA Toll free number and 29(32%) to

be satisfied and the remaining part did not answer our question. Among 31 bidders

4(12%) responded to be very satisfied when they call to RPPA Toll free number and

5(15%) to be satisfied 4(12%) responded that they got bad service and the remaining part

did not answer our question.

Question 2: To know if the respondent calls is always received

CBM

LEGAL OFFICER

INTERNAL AUDITORS

PROCUREMENT STAFF

TENDER COMMITTEE

BIDDERS

TOTAL

Q2 Yes

84% 69% 65% 48% 32% 23%

54%

Sometimes

16% 31% 27% 50% 26% 8%

26%

Never 0% 0% 0% 2% 0% 0% 0%

D 0% 0% 0% 0% 0% 0% 0%

0%10%20%30%40%50%60%70%80%

Question 1

Q1 A Q1 B Q1 C Q1 D

21


Budget 16(84%) responded that calls to RPPA Toll free number were always received

and 3(16%) were sometimes received. Out of 26 Legal Officers 18(69%) responded that

calls to RPPA Toll free number were always received and 8(31%) were sometimes

received. For Internal Auditors 17(65%) responded that calls to RPPA Toll free number

were always received and 7(27%) were sometimes received. For 110 procurement staff

53(48%) responded that calls to RPPA Toll free number were always received and

55(50%) were sometimes received and 2(2%) were never received. Out of 90 members

of tender 29(32%) responded that calls to RPPA Toll free number were always received

and 23(26%) were sometimes received while 38(42%) did not answer our question.

Among 31 bidders 7(23%) responded that calls to RPPA Toll free number were always

received and 2(8%) were sometimes received while 21(69%) did not answer our question.

Question 3: To know if responses received on call are satisfactory

CBM LEGAL OFFICERS

INTERNAL AUDITORS

PROCUREMENT STAFF


TOTAL

Q3 Very satisfactory 5% 31% 23% 9% 16% 12%

16%

Satisfactory 74% 42% 58% 52% 26% 8% 43%

Moderately satisfactory 11% 27% 8% 34% 12% 12%

17%

Not satisfactory 11% 0% 0% 5% 4% 0% 3%

0%10%20%30%40%50%60%70%80%90%

Question 2

Q2 A Q2 B Q2 C Q2 D

22


Budget 1(5%) responded that calls to RPPA Toll free number were very satisfactory

14(74%) were satisfactory 2(11%) were moderate satisfactory and 2(11%) were not

satisfactory. Out of 26 Legal Officers 8(31%) responded that calls to RPPA Toll free

number were very satisfactory 11(42%) were satisfactory 7(27%) were moderate

satisfactory and (0%) were not satisfactory. For 26 Internal Auditors 6(23%) responded

that calls to RPPA Toll free number were very satisfactory 15(58%) were satisfactory

2(8%) were moderate satisfactory and (0%) were not satisfactory. For 110 procurement

staff 10(9%) responded that calls to RPPA Toll free number were very satisfactory

57(52%) were satisfactory 37(34%) were moderate satisfactory and 6(5%) were not

satisfactory. Out of 90 members of tender 14(16%) responded that calls to RPPA Toll free

number were very satisfactory 23(26%) were satisfactory 11(12%) were moderate

satisfactory and 4(4%) were not satisfactory. Among 31 bidders 4(12%) responded that

calls to RPPA Toll free number were very satisfactory 3(8%) were satisfactory 4(12%)

were moderate satisfactory and (0%) were not satisfactory.

Question 4: How respondents are received at RPPA Offices

CBM LEGAL OFFICERS

INTERNAL AUDITORS

PROCUREMENT STAFF

TENDER COMMITTE

BIDDERS

TOTAL

Q4 Very well 63% 50% 19% 36% 26% 23%

36%

Well 32% 50% 69% 50% 22% 15% 40%

Moderate 5% 0% 12% 14% 6% 8%

7%

Bad 0% 0% 0% 0% 0% 0% 0%

0%10%20%30%40%50%60%70%80%

Question 3

Q3 A Q3 B Q3 C Q3 D

23


Budget 12(63%) responded that they are very well received at RPPA office 6(32%) are

well received 1(5%) are moderate well received. Out of 26 Legal Officers 13(50%)

responded that they are very well received at RPPA office 13(50%) are well received. For

26 Internal Auditors 5(19%) responded that they are very well received at RPPA office

18(69%) are well received 3(12%) are moderate well received. For 110 procurement staff

40(36%) responded that they are very well received at RPPA office 55(50%) are well

received 15(14%) are moderate well received. Out of 90 members of tender 23(26%)

responded that they are very well received at RPPA office 20(22%) are well received

5(6%) are moderate well received. Among 31 bidders 7(23%) responded that they are

very well received at RPPA office 5(15%) are well received 2(8%) are moderate well

received

Question 5: How the public appreciate the communication means of RPPA Services

S/Q CBM LEGAL OFFICER

INTERNAL AUDITOR

PROCUREMENT STAFF


TOTAL

Q5 Very satisfactory 21% 19% 19% 14% 20% 15%

18%

Satisfactory 63% 54% 69% 52% 32% 27% 50%

Moderate 16% 19% 12% 20% 2% 8% 13%

Poor 0% 8% 0% 14% 6% 8% 6%

0%10%20%30%40%50%60%70%80%

Question 4

Q4 A Q4 B Q4 C Q4 D

24


Budget 4(21%) responded that RPPA communication means are very satisfactory

12(63%) are satisfactory 3(16%) are moderate satisfactory and (0%) are poor

satisfactory. Out of 26 Legal Officers 5(19%) responded that RPPA communication

means are very satisfactory 14(54%) are satisfactory 5(19%) are moderate satisfactory

and 2(8%) are poor satisfactory. For Internal Auditors 5(19%) responded that RPPA

communication means are very satisfactory 18(69%) are satisfactory 3(12%) are

moderate satisfactory and (0%) are poor satisfactory. For 110 procurement staff 15(14%)

responded that RPPA communication means are very satisfactory 57(52%) are

satisfactory 22(20%) are moderate satisfactory and 15(14%) are poor satisfactory. Out of

90 members of tender committees 18(20%) responded that RPPA communication means

are very satisfactory 29(32%) are satisfactory 2(2%) are moderate satisfactory and 5(6%)

are poor satisfactory. Among 31 bidders 5(15%) responded that RPPA communication

means are very satisfactory 8(27%) are satisfactory 2(8%) are moderate satisfactory and

2(8%) are poor satisfactory.

Question 6: How the public appreciates RPPA communication/information

provided

CBM LEGAL OFFICERS

INTERNAL AUDITORS PROCUREMENT STAFF TENDER COMMITTEE BIDDERS

TOTAL

Q6 Very good 11% 27% 12% 18% 10% 12%

15%

Good 89% 73% 81% 68% 44% 38% 66%

Poor 0% 0% 0% 14% 2% 4% 3%

Very poor 0% 0% 0% 0% 2% 0%

0%

0%

10%

20%

30%

40%

50%

60%

70%

80%

CBM LEGAL OFFICER INTERNALAUDITOR

PROCUREMENTOFFICER

TENDERCOMMITTEE

BIDDERS

Question 5

Q5 A Q5 B Q5 C Q5 D

25


Budget 2(11%) of respondents appreciate very well the information/communication

provided by the RPPA 17(89%) responded good appreciation to information provided

(0%) poor appreciation to information provided and (0%) very poor information provided.

Out of 26 Legal Officers 7(27%) of respondents appreciate very well the

information/communication provided by the RPPA 19(73%) responded good appreciation

to information provided (0%) poor appreciation to information provided and (0%) very poor

information provided. For Internal Auditors 3(12%) of respondents appreciate very well

the information/communication provided by the RPPA 21(81%) responded good

appreciation to information provided (0%) poor appreciation to information provided and

(0%) very poor information provided. For 110 procurement staff 20(18%) of respondents

appreciate very well the information/communication provided by the RPPA 75(68%)

responded good appreciation to information provided 15(14%) poor appreciation to

information provided and (0%) very poor information provided. Out of 90 members of

tender committees 9(10%) of respondents appreciate very well the

information/communication provided by the RPPA 40(44%) responded good appreciation

to information provided 2(2%) poor appreciation to information provided and 2(2%) very

poor information provided. Among 31 bidders 4(12%) of respondents appreciate very well

the information/communication provided by the RPPA 12(38%) responded good

appreciation to information provided 1(4%) poor appreciation to information provided and

(0%) very poor information provided

Question 7: How the public receives assistance on RPPA Services

CBM LEGAL OFFICERS

INTERNAL AUDITORS

PROCUREMENT STAFF

TENDER COMMITTE BIDDERS

TOTAL

Q7 Immediately high 5% 35% 15% 9% 16% 15%

16%

0%10%20%30%40%50%60%70%80%90%

100%

Question 6

Q6 A Q6 B Q6 C Q6 D

26

Immediately 89% 62% 69% 73% 36% 27%

59%

Slowly 5% 4% 8% 18% 4% 15% 9%

Any 0% 0% 0% 0% 0% 0% 0%


Budget 1(5%) of respondents immediately receive high the services from RPPA 17(89%)

respondents receive immediately RPPA services 1(5%) respondents receive slowly

services and (0%) do not even receive them. Out of 26 Legal Officers 9(35%) of

respondents immediately receive high the services from RPPA 16(62%) respondents

receive immediately RPPA services 1(4%) respondents receive slowly services and (0%)

do not even receive them. For Internal Auditors 4(15%) of respondents immediately

receive high the services from RPPA 18(69%) respondents receive immediately RPPA

services 2(8%) respondents receive slowly services and (0%) do not even receive them.

For procurement staff 10(9%) of respondents immediately receive high the services from

RPPA 80(73%) respondents receive immediately RPPA services 20(18%) respondents

receive slowly services and (0%) do not even receive them. Out of 90 members of tender

committees 14(16%) of respondents immediately receive high the services from RPPA

32(36%) respondents receive immediately RPPA services 4(4%) respondents receive

slowly services and (0%) do not even receive them. Among 31 bidders 5(15%) of

respondents immediately receive high the services from RPPA 8(27%) respondents

receive immediately RPPA services 5(15%) respondents receive slowly services and

(0%) do not even receive them.

Question 8: To know if the public has been requested to give bribe to have RPPA

Services

CBM LEGAL OFFICERS

INTERNAL AUDITORS PROCUREMENT STAFF

TENDER COMMITTE BIDDERS

TOTAL

Q8 Never 100% 100% 100% 100% 100% 100%

100%

Yes 0% 0% 0% 0% 0% 0% 0%

0%

20%

40%

60%

80%

100%

CBM LEGAL OFFICER INTERNAL AUDITOR PROCUREMENTOFFICER

TENDERCOMMITTEE

BIDDERS

Question 7

Q7 A Q7 B Q7 C Q7 D

27


Budget 19(100%) have never been asked for bribe to have the RPPA services. Out of 26

Legal Officers 26(100%) have never been asked for bribe to have the RPPA services.

For Internal Auditors 26(100%) have never been asked for bribe to have the RPPA

services. For procurement staff 110 (100%) have never been asked for bribe to have the

RPPA services. Out of 90 members of tender committees 90(100%) have never been

asked for bribe to have the RPPA services. Among 31 bidders 31(100%) have never been

asked for bribe to have the RPPA services.

II.3 REFERENCE PRICES

This section is about the analysis of findings on how different stakeholders are aware and

understand the utility of reference prices. On a yearly basis, RPPA compiles reference

prices for making good procuring decision.

The questionnaire about reference prices is comprised of 7 multiple choice questions.

Question 1: Are you aware that RPPA publishes reference prices on its website?

RESPONSE CBM LEGAL OFFICER

INTERNAL AUDITOR

PROCUREMENT STAFF

TENDER COMMITTEE

BIDDERS TOTAL

Yes 94% 57% 69% 70% 77% 70% 73%

No 5% 38% 15% 25% 20% 21% 26%

People who did not respond

1% 5% 46% 5% 3% 9% 1%

0%

20%

40%

60%

80%

100%

120%

Question8

Q8 A Q8 B

28

The table and graphic above summarize opinions of our interviewees. Among 19 Chief

Budget 18(94%) of respondents are aware on the RPPA reference prices on its website

while 1(5%) are not aware of the reference prices. Out of 26 Legal Officers 15(57%) of

respondents are aware on the RPPA reference prices on its website while 10(38%) are

not aware of the reference prices. For Internal Auditors 18(69%) of respondents are

aware on the RPPA reference prices on its website while 4(15%) are not aware of the

reference prices. For procurement staff 77(70%) of respondents are aware on the RPPA

reference prices on its website while 28(25%) are not aware of the reference prices. For

90 members of tender committees 69(77%) of respondents are aware on the RPPA

reference prices on its website while 18(20%) are not aware of the reference prices.

Among 31 bidders 22(70%) of respondents are aware on the RPPA reference prices on

its website while 9(30%) are not aware of the reference prices.

Question 2: When evaluating tenders, do you refer to reference prices RPPA

publishes on its website?


INTERNAL AUDITOR

PROCUREMENT STAFF

TENDER COMMITTEE

BIDDERS TOTAL

Yes 84% 34% 65% 61% 62% 6% 54%

No 15% 61% 15% 30% 32% 93% 41%

People who did not respond 1% 5% 20% 9% 6% 0% 5%

0%10%20%30%40%50%60%70%80%90%

100%

Question 1

Q1 A Q1 B

29


Budget 16(84%) of respondents refer to RPPA reference prices published on its website

while 3(15%) do not refer to those reference prices. Out of 26 Legal Officers 9(34%) of

respondents refer to RPPA reference prices published on its website while 16(61%) do

not refer to those reference prices. For Internal Auditors17 (65%) of respondents refer to

RPPA reference prices published on its website while 4(15%) do not refer to those

reference prices. For procurement staff 72(61%) of respondents refer to RPPA reference

prices published on its website while 33(30%) do not refer to those reference prices. For

90 members of tender committees 56(62%) of respondents refer to RPPA reference

prices published on its website while 29(32%) do not refer to those reference prices.

Among 31 bidders 3(9%) of respondents refer to RPPA reference prices published on its

website while 28(90%) do not refer to those reference prices.

Question 3: How often do you refer to RPPA reference prices?


INTERNAL AUDITOR

PROCUREMENT STAFF

TENDER COMMITTEE

BIDDERS TOTAL

Very often

5% 15% 15% 19% 1% 12% 11%

Often 68% 11% 30% 32% 32% 0% 29%

Not often

10% 19% 30% 21% 22% 5% 18%

Not all 15% 53% 3% 21% 23% 83% 33%


0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

CBM LEGAL OFFICERINTERNAL AUDITORPROCUREMENT OFFICER BIDDERS

Question 2

Q2 A Q2 B

30


Budget 1(5%) of respondents always 13(68%) often 2(10%) sometimes 3(15%) never

refer to RPPA reference prices published on its website. Out of 26 Legal Officers 4(15%)

of respondents always 3(11%) often 5(19%) sometimes 14(53%) never refer to RPPA

reference prices published on its website. For Internal Auditors 4(15%) of respondents

always 8(30%) often 8(30%) sometimes 1(3%) never refer to RPPA reference prices

published on its website.

For procurement staff 21(19%) of respondents always 35(32%) often (21%) sometimes

23(21%) never refer to RPPA reference prices published on its website. For 90 members

of tender committees 1(1%) of respondents always 29(32%) often 20(22%) sometimes

21(23%) never refer to RPPA reference prices published on its website. Among 31

bidders 4(12%) of respondents always (0%) often 1(5%) sometimes 26(83%) never refer

to RPPA reference prices published on its website.

Question 4: If you uses reference prices published on RPPA website, for what type

of tender do you use them the most?

RESPONSE CBM LEGAL OFFICER INTERNAL AUDITOR

PROCUREMENT STAFF

TENDER COMMITTEE

BIDDERS TOTAL

Works 68% 23% 26% 24% 23% 19% 31%

Supplies 31% 19% 46% 49% 58% 12% 36%

Consultancy services

0% 7% 0% 13% 4% 0% 4%

Physical services

0% 15% 0% 6% 0% 0% 4%

0%10%20%30%40%50%60%70%80%90%

Question 3

Q3 A Q3 B Q3 C Q3 D

31



Budget 13 (68%) of respondents use reference prices for works 6(31%) for supplies (0%)

consultancy services (0%) for physical services. Out of 26 Legal Officers 6(23%) of

respondents use reference prices for works 5(19%) for supplies 2(7%) Consultancy

services 4(15%) for physical services. For Internal Auditors 7(26%) of respondents use

reference prices for works 12(46%) for supplies (0%) consultancy services (0%) for

physical services. For procurement staff 26(24%) of respondents use reference prices

for works 54(49%) for supplies 14(13%) Consultancy services 7(6%) for physical

services. For 90 members of tender committees 21(23%) of respondents use reference

prices for works 52(58%) for supplies 4(4%) consultancy services (0%) for physical

services. Among 31 bidders 6(19%) of respondents use reference prices for works

4(12%) for supplies (0%) consultancy services (0%) for physical services.

Question 5: Do reference prices help you take good procuring decision?


INTERNAL AUDITOR

PROCUREMENT STAFF

TENDER COMMITTEE

TOTAL

Yes 84% 38% 46% 59% 60% 57%

No 15% 57% 30% 22% 16% 28%

People who did not respond 1% 5% 24% 19% 24% 15%

00,10,20,30,40,50,60,70,8

Question 4

Q4

32


Budget 16(84%) of respondents take good procurement decisions while 3(15%) said not

good decisions. Out of 26 Legal Officers 10(38%) of respondents take good procurement

decisions while 15(57%) said not good decisions. For Internal Auditors 12(46%) of

respondents take good procurement decisions while 8(30%) said not good decisions. For

procurement staff 65(59%) of respondents take good procurement decisions while

24(22%) said not good decisions. For 90 members of tender committees 54(60%) of

respondents take good procurement decisions while 14(16%) said not good decisions.

Question 6: Do you refer to reference prices RPPA publishes on its website when

preparing budget plan?

RESPONSE CBM

LEGAL OFFICER

INTERNAL AUDITOR

PROCUREMENT STAFF

TENDER COMMITTEE

BIDDERS TOTAL

Yes 78% 34% 46% 33% 23% 43%

No 21% 61% 34% 52% 61% 46%

People who did not respond 1%

5% 20% 45% 16% 89%

0%10%20%30%40%50%60%70%80%90%

Question 5

Q5 A Q5 B

33

Among 19 Chief Budget 15(78%) of responded to refer to reference prices when they

prepare annual budget while 4(21%) said not to use them. Out of 26 Legal Officers 9(34%)

of responded to refer to reference prices when they prepare annual budget while 16(61%)

said not to use them. For internal auditors. 12(46%) of responded to refer to reference

prices when they prepare annual budget while 9(34%) said not to use them. For

procurement staff 36(33%) of responded to refer to reference prices when they prepare

annual budget while 57(52%) said not to use them. For 90 members of tender committees

21(23%) of responded to refer to reference prices when they prepare annual budget while

55(61%) said not to use them.

Question 7: Do you think reference prices are needed for public procurement

operations?

RESPONSE CBM LEGAL OFFICER INTERNAL AUDITOR

PROCUREMENT STAFF

TENDER COMMITTEE

BIDDERS TOTAL

yes 94% 88% 80% 86% 85% 87% 87%

No 5% 7% 0% 14% 4% 13% 9%


0%10%20%30%40%50%60%70%80%90%

Question 6

Q6 A Q6 B

34

Among 19 Chief Budget 18(94%) of respondents think reference price are needed while

1(5%) said they are not needed in public procurement Out of 26 Legal Officers 23(88%)

of respondents think reference price are needed while 2(7%) said they are not needed in

public procurement. For Internal Auditors 21(80%) of respondents think reference price

are needed while (0%) said they are not needed in public procurement.

For procurement staff 95(86%) of respondents think reference price are needed while

15(14%) said they are not needed in public procurement. For bidders 27(87%) of

respondents think reference price are needed while 4(15%) said they are not needed in

public procurement

CHAPTER III: SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATIONS

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Question 7

Q7 A Q7 B

35

III.1 SUMMARY OF FINDINGS

The survey conducted was about to know if different stakeholders are aware and

understand the laws and regulations related to public procurement, if they are aware and

satisfied with RPPA services and if they use the reference prices we published on RPPA

website.

Findings show that concerning law and regulations related to Public procurement, a large

number of participants (89%) understand them; they read laws and regulations whenever

they need explanation related to public procurement and they also understand challenges

facing the public procurement system in general.

On the issues of RPPA services, stakeholders are in general satisfied with RPPA services

and his customer care as (72%) mentioned; they are also satisfied with the way RPPA

disseminates his information and with the fact that they have never been asked for a bribe

to get any service from RPPA.

As regard to reference prices, a big number of participants (73%) is aware that RPPA

publishes reference prices of frequently used items on his website and (87%) thinks they

are needed for making good procuring decisions; nevertheless, they do not refer to them

when they evaluate tenders and prepare the annual budget.

III.2 CONCLUSION

The key survey objectives were reached. The assessment of how laws and regulations

related to public procurement are understood and interpreted by different stakeholders in

public procurement entities show that most participants know the laws and regulations

related to public procurement, and they are aware of where they can find the laws and

other main regulations related to public procurement.

Public procurement stakeholders are aware, satisfied and have confidence in RPPA

services and public procurement system in general.

The use of the list or database of frequently used items, goods and services published on

the RPPA website help procuring entities to prepare the budget, preparation of tender

documents either for procuring entities and private companies ,bids preparation, bids

evaluation and other main procurement process.

III.3 RECOMMANDATIONS

Even if the survey objectives have been reached, there are some gaps and challenges

that are still facing the public procurement system in general. So researchers recommend

to RPPA and other partner institutions to review the following in order to improve the

implementation of Rwanda public procurement system.

Bidders should be trained on laws and regulations related to public procurement;

36

Procurement practitioners should be advised to read frequently laws and

regulations related to public procurement because this can be a cause of

improvement in the procurement proceeding;

Timely payment for Government contractors that are involved in public

procurement;

Sanctions and penalties should be taken especially to irresponsible procurement

practitioners and non-responsive bidders in order to implement the value for

money;

Reference prices should be updated more often, especially for supply equipment

which are changing every short time of period;

Agriculture products should be incorporated in RPPA database;

To compile a list of reference prices related to all types of tenders;

During our survey, we came across some stakeholder who didn’t want to participate in

our survey, very few of them were willing to answer our questionnaire. Those

stakeholders are Chief budget manager, legal adviser, internal auditor and private

company; chief budget managers were complaining about the time this survey may take,

legal adviser and internal auditor said they don’t play a big part in procuring decision so

they didn’t think they will be able to answer most of the questions they will be asked and

private company who participate in our survey are the one who participate in public

tendering, the remaining said since they don’t compete in public tender, they don’t feel

like they fit to answer our questions.

37

REFERENCES

Phillip K. Janert, 2010, Data analysis with open sources tools, London, OʼReilly Media.

Denise Etheridge, 2013, Excel Data Analysis: your visual blueprint for creating and

analyzing data, charts and pivot table, London, 3rd Edition

Law N°05/2013 of 13/02/2013 modifying and completing the law N°12/2007 of

27/03/2007 on Public Procurement, www.rppa.gov.rw

Law N°12/2007 of 27/03/2007 on Public Procurement, www.rppa.gov.rw

Public Procurement user guide of RPPA, www.rppa.gov.rw

http://www.rppa.gov.rw/



Documents

RWANDA PUBLIC PROCUREMENT AUTHORITY (RPPA)