Development of Risks Management System, monitoring and evaluation of the effectiveness of public procurement procedures.
Processes Re-engineering, Development and Support
The Recovery Agency approached us to build a solution that would allow for proactive identification of potential risks in procurement by the Services subordinate to the Agency, and comprehensive evaluation of procurement results.
Our client
The central executive body that implements state policy in the field of restoration and development of infrastructure: road infrastructure, housing infrastructure, household waste management, energy infrastructure, civil defense protective structures, military facilities and property, facilities in the fields of aviation, railway, sea and inland waterway transport, public road transport, urban electric transport, ensuring energy efficiency of facilities, construction, repair, arrangement, modernization and maintenance of border crossing points.
Value of cooperation
The result was a Risk Indicator System that allows you to select institutions and procurements that fall within the Agency’s responsibility, enrich them with additional information, automatically check procurements based on 30+ specific indicators, and alert Agency employees if a problematic procurement is identified, ensuring the ability to respond in a timely manner.
The system also provides the ability to evaluate procurement results within the Agency’s perimeter according to 16 parameters and conduct an assessment in dynamics – compare indicators with previous periods.
Characteristics
21
automatic procurement risk indicators
16
parameters evaluating procurement results
6
filters
7
project team
1
production environment launch
Technologies
Description of platforms https://consulting.mk/services_registries/
Team
- Product Owner
- System Analyst
- Backend PHP developer *2
- Frontend developer *1
- QA
- DevOps
Services
- Research of the Agency’s needs and technical requirements for the system
- Creation and approval of a system prototype
- Research and technical description of the required risk indicators
- Preparation and approval of detailed technical specifications
- Developing a procurement crawler with Prozorro
- Development of a user account for Agency employees
- Development of risk indicators for monitoring
- Creation of technical documentation
- Conducting tests and trials
Overview of development of Risks Management System, monitoring and evaluation of the effectiveness of public procurement procedures
for State Agency for Infrastructure Recovery and Development of Ukraine.
Contractor
The EU Anti-Corruption Initiative (EUACI)
Recipient
State Agency for Infrastructure Recovery and Development of Ukraine
Service Period
May – September 2024
Goal
Preventively identify potential risks in the procurement of Services subordinate to the Agency, as well as comprehensively evaluate the results of procurement
Results
A flexible system that automatically tracks all necessary purchases, optimizes employee working hours, and allows you to respond to problem situations in a timely manner, identify violations, and avoid procurement delays.
System Capabilities
- Parsing all purchases at Prozorro national e-procurement system
- Flexible choice of buyers for monitoring
- Flexible selection of procurements for monitoring
- Ability to enrich procurements with additional information
- Automatic triggering of 21 risk indicators at the time of procurements update
- Ability to view a list of selected procurements and the risk indicators that were triggered for them
- Ability to filter selected purchases by a number of parameters: indicators, their activation period, purchase status, purchase CPV code and additional features;
- Automatic calculation of key results of selected procurements
- 16 parameters for evaluating procurement results, 6 filters
- Dynamic change of period for analysis directly in the interface
- Ability to export metrics to Excel
Risk indicators
Indicators tied to the details of the procurement in the Prozorro e- procurements system.
Example (the list is not exhaustive, because the indicators are grouped):
- The period for accepting proposals is less than a certain period (group of indicators)
- A non-competitive procedure is defined for the procurement of works over a certain amount.
- No English translation in the procurement of works costing over a certain amount
- There is no requirement for a tender guarantee.
- There is no requirement to secure the performance of the contract.
- No auction in open bidding
- The period for considering proposals is longer than the time limits specified in the legislation (group of indicators)
- The answer to the question or request was not provided in a timely manner
- Overdue notice of the need to correct errors in the proposal
- There is a complaint to the Antimonopoly Committee (AMCU)
- Existing decision of the AMCU in favor of the participant
- In monitoring of State Audit Office
- Decision of State Audit Office on presence of violations in open bidding
- Abnormally low bid from a participant
- No response to participant’s request for explanation of rejection reasons
Key procurement results
Indicators that allow to identify the general state of the procurement process:
Basic information
- Number of announced procurements
- Number of completed purchases
- Share of successful purchases, %
- Average number of participants in completed procurements
- Average duration of completed procurements, days (from creation to completion)
Problematic procurements
- Share of announced procurements with complaints to the AMCU, pcs + %
- Share of announced procurements with satisfied complaints to the AMCU, pcs + %
- Share of procurements with the decision of the State Audit Service, %
- Share of procurements with violated deadlines, %
Savings indicators
- Expected value of completed purchases
- Final cost of completed purchases
- Savings, UAH + %
Contracts
- Number of contracts concluded
- Amount of contracts concluded
