Public procurement thus has a strategic role in Azad Kashmir. Over the years the public sector has gone through changes worldwide and the views about public services delivery structure has also changed. In the changed scenario, public procurement has a pivotal role in the public service delivery and its performance.
Resources are becoming scarce day by day. On the other hand, the population explosion in the developing countries demands for judicious and prudent use of resources at hand. The procurement legal framework has a key relation between economy and socio economic development which ultimately leads to Transparency, Accountability and value for money.
Mr. Farhat Ali Mir
Managing Director AJK PPRA
AJK PUBLIC PROCUREMENT REGULATORY AUTHORITY
AJK Public Procurement Regulatory Authority (PPRA) was established under PPRA Ordinance, 2017 to regulate the Public Procurement Sector. The Authority is a body corporate mandated to improve governance, management, transparency, accountability and quality of procurement of goods, services and works in the public sector.
The Management of PPRA is vested in its Board, which is the apex decision making body for overall direction and administration of the Authority.
To build and strengthen Government capacity to develop a modern transparent and cost effective public procurement system and regulate public sector procurement of goods, services and works with a view to achieving transparency, accountability and quality of public procurement, improving governance and management.
Transparency in Public Procurement is considered one of the most effective tools to curb corruption. It is a pre-condition for ensuring public officials’ accountability. Creation of PPRA is primarily aimed at allowing the public widest possible access to information that would enable them to participate in public procurement.
AJK PPRA MOTIVES
What is the minimum response time for procurement advertisements?
In terms of Rule 13 of the AJK Public Procurement Rules 2017 the minimum response time shall not be less than fifteen (15) days for national competitive bidding and thirty (30) days for international competitive bedding. The Procuring Agencies can increase the response time depending upon nature of procurement.
How can procuring agency calculate response time?
The response time shall be calculated from the date of first publication of the advertisement in newspaper and (or) website. In case if the advertisement is mandatory to advertise in both print and AJK PPRA website in terms of Rule 13 of AJK Public Procurement Rules, 2017 the response time shall be calculated from the day of first publication in the newspaper.
How to Upload Procuring Documents at PPRA's Web site?
The proper uploading of tender notices and other mandatory documents requires the procuring agencies to follow below mentioned guidelines:
- Procuring agencies through their focal person are required to send Soft copy via email in file format Doc / Docx / PDF at firstname.lastname@example.org, email@example.com and firstname.lastname@example.org with email title containing words “AJK PPRA” to AJK PPRA.
- Image format files (JPG / PNG / GIF) should be formulated in high resolution, readable, clear and without any camera flare. Taking snaps of document which has been molded, bent, scratched, containing meaningless pencil/pen mark or roughly handled is strongly discouraged.
Which type of record is to be maintained for audit?
Detail with regard to the originating of demand. It explains the nature and quantity of the items to be produced. It should be supported by justification report.
Purchase requisition may be maintained. It shows specification as well as quantity of the items to be produced. It also contains the name/ names of the consignee, to whom the material is to be delivered.
Tender documents/ file
It includes consolidation of tender documents, preparation of tabulation statements, analysis of sales, comparative statement, evaluation of tender, documents by the technical committee, approval of the competent authority.
Purchase order file be maintained. It includes the documentary detail of the quantity ordered, rate accepted and delivery period, inspection of material, chemical analysis, acceptance of material on basis of suitability report from the consignee and finally, delivery of material to the ultimate consignee.
Material receipt note be maintained, it shows description and quantity of material accepted. It is an authority for payment.
Contractor bills:-These show detail of material supplied and must always be accompanied by original copy of material, Receipt Note and original sales Tax Invoice.
Budget file containing appropriation for the purchases.
File relating to sanction/ approval of competent authority to make the purchase and make payments and related documents, necessary for audit including need assessment, actual quantities demand, difference if any, from items purchased and those required along with justifications.
Record of goods, services and works to be planned/ procured in a year before publishing advertisements.
Record of spare parts/ equipments or services procured from the original manufacturer or record of goods, services and works actually procured in a particular year.
Copies of tenders/ quotations invited to make the purchases along with specifications.
In case of limited tenders, sealed quotation, comparatives statements and invitation record.
Record showing the particulars of bidders who purchased tender documents, deposited bids and participated in the tendering process.
Record of bidders who deposited bid security to the procuring agency.
Pre-qualification record of suppliers/ contractors.
Technical & Financial bid evaluation reports of each type of procurement.
Newspapers in which advertisements published against each procurement.
Record of cash deposit receipt, received from the bidders.
Stock Register containing the entries of purchase and specification of items purchased.
Register showing details of items procured services made as well as work done.
The record pertaining to requisitions made by the department as well as approval of the competent authority for said procurements.
Record of black-listed suppliers/ contractors.
Purchase committee should also keep a record of evaluation of input cost of consumable stores on the basis of project usage in addition to the cost of the equipment while evaluating the bids.
Delivery of challans of suppliers/ contractors.
Instructions to bidders.
Proceedings of committees.
Final approval of competent authority for procurement from a particular bidder at specific rate.
Acceptance letter to successful bidders.
In case of imported goods, import invoices, inventories, indents, letter of credit and shipping documents.
Issue indents/ acknowledgements.
Pre-qualification record of suppliers and contractors.
Inspection rates/ laboratory tests and analysis reports of samples provided by suppliers.
Tender opening committee should record their proceedings and if feel necessary negotiation be carried out with the different suppliers/ contractors.
Financial Power Delegation
Firms registered with sales tax department.
All latest instruction/ direction/ discretion/ rules/ regulations for procurement.