Anti-corruption Plan

PROCUREMENT

Lack of a fully

independent procurement unit.

2. Unwanted procurement of goods

work and services done.

3. Poor quality of goods and services at exorbitant prices.

1.  Establish a fully
     operational Procurement
     unit as per the regulations.

2.   Procurement unit to be
      answerable to the County
      Clerk.

3.  Use tender committee for
     procurement of all goods
     & services.
    

4.  Deploy qualified staff to
     procurement unit

23/12/2009

As appropriate

As appropriate

15/1/2010

Lack of annual

Procurement Plans

1.  Procurement of unwarranted goods &  services.

2.  Unnecessary emergency purchases.

3.  Order splitting to avoid financial
      threshold.

4.  Frequent use of quotations for
     commonly procured items.
        

5.   Poor choice of procurement methods leading to manipulation eg.
      Quotations.

 6.  Initiating procurement when funds
      are unavailable.

 7. Lack of market survey by procurement   unit.

 8. Over pricing of goods and services by suppliers.

1. Prepare an annual
     procurement plan aligned
     to approved budget.
    

2.  Undertake market surveys.

3.  Adhere to Annual 
      procurement plan.

Procurement Officer

Procurement Officer

16/12/2009

15/1/2010

As appropriate

Poor preparations,

Dispatch and sale bid documents

1.   Unclear advertisement notices.

2.    Provision of insufficient notices

3.    Restricted access to bid document to restrict number of bidders.

4.    High pricing of Tender
        documents to restrict No
        of bidders.

1.   Technical expertise to be
       used in preparation of bid
       documents.

2.    Adherence to annual
       procurement plan.

3.     Use Public media for
        notices eg. Websites,
        Newspapers etc.

Procurement Officer

Procurement Officer

Procurement Officer

Before the start of each financial year.

As appropriate

As appropriate

Lack of guidelines for management of tender

Box and opening of the same.

1.  Unsecured tender boxes.

2.  Tampering and substitution of tender
     bids before opening.

1.  Adherence to PPDA &    

      Regulations.

1.  Conflict of interest and manipulating
      of the process.

2.  Lack of objectivity in the process.

3.  Collusion between officers & bidders

1.  Collusion between suppliers/Contractors   and staff.

2.  Biased selection of firms to provide

     quotations

1.  Prequalify Contractors &
     Suppliers.

2.  Develop criteria for
     selection of firms/bidder

1.  Tender
     Committee.

2.  Procurement

Office

Before start of Financial Year

15/1/2010

Use non-standard

Tender documents

1.  giving different information and
      specification.

2.   Development of particular and specific tender document that form specific suppliers and contractors.

3.   Failure to disclose evaluation criteria

1. Use of standard
     procurement documents
     as provided  by
     regulations.

2.  Establish/develop a
     standard evaluationcriteria.

Procurement Officer

Procurement Officer

As appropriate

15/1/2010

1.  Leakage of information to preferred to  facilitate bribery and kickbacks bidders.

2.  Avance release of bid documents
     or relevant information to particular
     suppliers.

3.   Breach of confidentiality of bid offers.

4.  Using brand names specification to  favour certain suppliers.

1.  Develop code of conduct
     & ethics for staff.

2.   Sign confidentiality
      agreement not to disclose
      information.

3.  Create awareness on
      PPDA on penalties for

      Breach of confidentiality

SAO

Committee
Member.

Deputy Clerk

15/1/2010

Before start of financial year

15/1/2010

1.  Evaluation done in favour of certain   bidders.

2.  Technical officers not involved in evaluation process.

1.   Constitute adequate
       evaluation committee.

2.  Involve technical  officers
     in evaluation from Public
     Procurement entities.

County Clerk

County Clerk

Before awarding tenders

As appropriately

1.  Facilitate canvassing & soliciting for bribes.

2.  To favour certain preferred bidders.

1.  Adherence to PPDA

      timelines

Lack of objective evaluation criteria in bid documents.

1.  Evaluation done to favour certain
     preferred bidders.

2.  Development of evaluation criteria after of tenders to facilitate manipulation of awards.

3.  Change of evaluation of tenders.

4.  Development of evaluation criteria based on bids received.

Evaluation committees being permanent

1.  Canvassing and collusion.

2.  Interference during the evaluation
     process.

3.  Failure to document a proper evaluation   process.

4.  Failure to involve specialists in the
     evaluation process.

1.  Adhoc membership should
     be in practice.

2.  Staff rotation should be
     practiced.

3. Adherence to PPDA and

     regulations

County Clerk

County Clerk

County Clerk &
Procurement Officer

Appropriately

Appropriately

Appropriately

Irregular contract awards

1.  Tender Committee rejecting evaluation committees recommendation without  reasons.

2. Tender committee doing actual
     evaluation of bids after rejecting the  evaluation committee recommendations  without giving reasons.
    

Adherence to PPDA & regulations.

Lack of inspection &

acceptance by committee

1.  Receipts of goods services & works by  stores staff compromising of stores
      staff.

2.  Bribery and collusive tendencies.

3.  Accepting goods, services not meeting  specifications.

4.  Under delivery of goods.

5.  Delivery of standard goods.

6.  Substitution of delivered goods &  services.

7.   No reports from inspection and acceptance committee

1.  Constitute inspection &
      acceptance committee .

2.  Institute monitoring
      procedures.

County Clerk

County Clerk

Unsecured  advance

payments to contractors

1. Part payment leading to overpayment.

2.  Double payments.

3.  Recycling payment vouchers.

1.  Develop a credit schedule.

2.  Payments should be made
     as per certification and
      Voucher.

3.  Monitoring routines
      should be implemented
       with proper audits.

County Treasurer

County Treasurer

Internal Auditor

Immediately

Appropriately

Accumulation of

pending bills.

1.  Bribery for payments

2.  Unwarranted payments of interests

1.  Adherence to
     procurement plan
     (APP).

2.  Adherence to PPDA &

      regulations2005

Procurement Officer

County Treasurer

Appropriately

Appropriately

1.  Adherence to PPDA &
     regulations 2005.

Information not disclosedto all potential suppliers.