Using E-Procurement data to measure the transparency and performance - PowerPoint PPT Presentation

Using E-Procurement data to measure the transparency and performance of public spending Miglena Pavlova, Executive Director Bulgarian Public Procurement Agency --------------------------------------------------------------------------------------------------------------------------------------------- World Bank E-Procurement Forum: Enhancing Public Spending, December 1-3, 2015, Vienna, Austria 1

Case of Bulgaria Public Procurement Register – the tool: - Free access through the national Public Procurement Portal - Information is kept since 2004 - All information for procedures launched in 5 years period is public, the older data is archived; - Covers all types of procurement procedures except concessions; - Covers procurement above EU thresholds and national procurement - Covers all Bulgarian Contracting authorities / entities; - Information is sent in structured form through approved standard forms, incl. some national ones; 2 2

Number of visits to the Public Procurement Portal 2014 1,823,663 2013 1,801,809 2012 1,522,730 2011 989,300 2010 929,000 0 500,000 1,000,000 1,500,000 2,000,000 3

Bulgarian public procurement market – brief description: - Number of Contracting authorities / entities; Number of contractors – legal persons, physical persons, - consortia etc. Number of procurement procedures – yearly; - - Number and value of contract signed yearly; - Division into construction / supply / services; 4 4

Number of contracting authorities/entities and contractors in the Public Procurement Register 25000 22680 20490 20000 18257 16347 contracting 14700 15000 authorities/entities contractors 10000 5674 5302 4662 5000 3217 2585 0 2010 2011 2012 2013 2014 5

Total number of announced public procedures in the PPR 14000 11939 11881 12000 10129 10000 Total number of 8194 procedures 7404 8000 above European thresholds 6000 with European 3653 4000 3291 financing 3012 2570 2421 2336 2022 1599 2000 1210 951 0 2010 2011 2012 2013 2014 6

Number of Public Procurement Procedures according to their object 7

Number of contracts and value Total number of contracts Value in billions 26000 9 8.04 24000 7.53 8 22000 7 20000 5.973 5.78 18000 6 16000 5 14000 4 24872 12000 4 22779 10000 20813 3 17579 15755 8000 6000 2 4000 1 2000 0 0 2010 2011 2012 2013 2014 8

Collecting sound data about the market • Monitoring over the information to be published in Public Procurement Register • Validation rules • Supervising the notices before publication • CA reminders and ex officio mails • Percentage of information never sent to PPR 9

National specifics through the process of collecting and publishing information in PPR: • Case and procurement unique number (Family of documents); • Decision for opening, prolongation and termination of a procedure (also in case of negotiation without a notice cases); • Information about completion of a contract or contract terminated before the determined deadline; • Information about review procedure and complaints; • Information about contracts not covered by the law (EU Public Procurement Directives) • Aggregated information for contracts below the national thresholds is collected on annual basis; • Wide usage of Buyer's profile and many additional requirements for data and information; 10 10

National specifics through the process of collecting and publishing information in PPR: • Contracting authority / entity identifiers; • Information about branches and divisions within the same legal person; • Information about predecessors and successors; • Contractors identifiers, allowing determination of a market share; • Information about names of all participants in the procedure, incl. members of a consortia; • Information about foreign contractors; 11 11

It is all about transparency – Imposing additional fields to be completed when publishing information: • Obligatory information about initially estimated value of the procurement; • Information about European funding; • Information about Green procurement; • CA’s and EO’s national identifiers; • Information about members of a consortia, taken part in a procurement procedure; • Information about contracts declared null and void; 12

Indicators available up to now: • Average procedure duration until the publication of a initial notice to the contract signing; • Average contract value according to the procurement object: works / supply / services; • Average contract value according to the type of procedure used; • Average number of offers received; • Average length of a contract; • Percentage of contracts not fully completed; • Percentage of procedures reserved for special contractors – sheltered companies, disabled people, particular profession etc. 13 13

Indicators available up to now: • Percentage of decisions for opening a procedure being canceled by court; • Percentage of procedures subject of preliminary (ex-ante) control; • Amount of contracts signed despite the written statement of PPA is issued stating that their lawfulness is not proved and legally grounded; • Number of procedures canceled by court; • Number of contracts declared null and void by court; 14 14

Information about framework contracts usage: • As a result from a regular procedure; • Procedures held by CPB – Central Purchasing Body; • Number of Framework Agreements (FA) signed – national coverage of supply and services; • Information about the average value of single contracts within FA; 15 15

Specialized reports: • Monthly Bulletin about the procurement market • Percentage of electronic documents submitted for publication; • Usage of external experts in case of construction; • Sectoral analysis – Energy sector, works/construction etc. • Obsolete: information about contracts signed with companies, that have been sponsored political campaigns; • Specialized reports for the sake of court and prosecutors’ investigations; 16 16

Percentage of documents submitted with electronic signature 17

Indicators used up to now - Indicators for possible corruption practices: • Huge difference between planed and contracted values; • Huge difference between contracted values and these reported when the contract is fully performed; • Contracting authorities awarding contracts to one and the same contractor during the years; • Unlawful use of negotiation procedure; • Applying annexes in cases not permitted by law; 18 18

To be implemented in the future - Performance indicators: • Average number of CA procurement officers needed in procedure; • Average number of EO employees used in participation process; • Time needed for Tender documentation elaboration by CA; • Time needed for bid elaboration by EOs • Introducing feedback for quality of contract implementation; • Ration of value of procurement process (incl. for ToR preparation) to the contract value; 19 19

Feedback – monitoring procedures as a tool for tuning the rules and changes of the legal base: • Introducing Green procurement; • Encouraging wider usage of electronic tools; • Procurement, reserved for disabled people and sheltered companies; • National thresholds values adjustment; 20

Direction forward The Bulgarian Council of Ministers has taken Decision 108 / 19.02.2015 to choose centralized web-based single platform model for development of e-procurement in Bulgaria. The model is to be realized by acquisition of a unified electronic platform, and it will ensure integration of existing e-procurement systems owned and used by centralized public procurement bodies. A specialized module for statistics and business intelligence will be included. 21

Future plans for improvements : • Introducing widely agreed performance indicators. • Applying the Single access point principle; • Integration with other governmental registers; • Full integration with CPB systems; • Integration with EU registers and systems – for example e- Certis; • Plans to include information about participation of SMEs; • More “green” indicators to be used and measured; 22 22

Thank you for your attention! --------------------------------------------------------------------------------------------------------------------------------------------- 23 World Bank E-Procurement Forum: Enhancing Public Spending, December 1-3, 2015, Vienna, Austria