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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: info@rppa.gov.rw
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
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
TENDER COMMITTEE BIDDERS
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
TENDER COMMITTEE BIDDERS
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
TENDER COMMITTEE BIDDERS
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
%
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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
TENDER COMMITTEE BIDDERS
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%
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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
TENDER COMMITTEE BIDDERS
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
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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%
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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
TENDER COMMITTEE BIDDERS
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%
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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
procurement are due to malpractices of civil servants, 40(44%) are due to bad laws, 5(6%)
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
procurement are due to malpractices of civil servants, 7(23%) are due to bad laws, 8(27%)
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
TENDER COMMITTEE BIDDERS
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
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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
TENDER COMMITTEE BIDDERS
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
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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
TENDER COMMITTEE BIDDERS
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
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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
TENDER COMMITTEE BIDDERS
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
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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%
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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?
RESPONSE CBM LEGAL OFFICER
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
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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?
RESPONSE CBM LEGAL OFFICER
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%
People who did not respond 2% 2% 22% 7% 22% 0% 9%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
CBM LEGAL OFFICERINTERNAL AUDITORPROCUREMENT OFFICER BIDDERS
Question 2
Q2 A Q2 B
30
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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
People who did not respond 1% 36% 28% 8% 15% 69% 25%
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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?
RESPONSE CBM LEGAL OFFICER
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
The table and graphic above summarize opinions of interviewees. Among 19 Chief
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%
People who did not respond 1% 5% 20% 0% 11% 0% 96%
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;
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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.
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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
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