PSNP 5 Project Procurement Risk Assessment (P-RAMS)

Name of Region: ____________________

Current Number of PSNP Woredas: __________________
Number of Woredas to be split FY 2013: ______________________
Name of Regional PSNP coordinator_______________________________

Note: This P-RAMS questionnaire will be filled taking in to consideration the procurement carried out in the
past years at the Regional level as well as the situation of all PSNP Woredas in your respective region.
Please try to respond to the questions by providing adequate clarifications. A “yes” or “No” to the questios is
not considered adequate. Please use additional paper as an attachment if necessary.

A. Risk factor 1: Procurement Regulatory Framework and Management Capability

This aspect of the review covers the Procurement procurement policy framework, regulation, procedures and
Procurement procurement documents in use at the region level and the adequacy of staffing and assesses the
following.

1. Would you please explain which procurement policies (regulations) document using are being used at the
Regional Bureau and are explain if they publicly available?

2. Would you explain whether the Procurement policies and the regulatory system are designed to meet Core
Procurement Principles of value for money, economy, efficiency, effectiveness, integrity, transparency,
fairness, and accountability?

3. Is the Procurement regulatory system as defined “on paper” is effectively and consistently applied is applied
consistently "in practice"?

4. Do you have clear system of accountability with clearly defined responsibilities and delegation of authority
on who has control of Procurement decisions?

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 5. Can you explain weather whether the procurement implementations and budget appropriations are typically
not delayed in approving the funds for implementation?

6. Is your annual procurement plan is usually realistic and aligned with the budget prepared routinely in the
region, approved formally and followed during implementation? Please also indicate the annual budget of
the Bureau and provide the percentage of procurement from the total budget.

7. Does your the Regionaregion has have sufficient staff with the right skills and behaviors and a satisfactory
record of accomplishment in carrying out Procurement? Would you please attach as an aAnnex the
details of your staffs at all levels. (name, qualification and experience).

B. Risk factor 2: Integrity and oversight

Examines Procurement administration to assess the quality and effectiveness of the Procurement
arrangements when putting Procurement procedures into practice.

1. Does your region hashave adequate internal and external oversight of procurement that provides timely and
regular feedback? e.g. through procurement audits.

2. Does your Region and all your Woredas produces and adequately maintains written records of all
Procurement procurement and contract documents?

3. Is Does theyour Region has an effective complaints management system known to the bidding community
to review and resolve complaints / disputes at appropriate stages of the Procurement cycle? Please explain
the process involved in the review and resolving of complaints according to the system in the Region.

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 4. Does Is your the Region impacted by fraud and corruption risk?

C. Risk factor 3: Procurement Process and Market Readiness

I. A: Procurement Process

1. Please explain whether your procurement methods chosen are appropriate for the market / type, value and
complexity of the procurement and are consistent with the legal framework?

2. Does yourAre the procurement documents used in the Region clear and proportionate to the need to
encourage broad participation from potential competitors?

3. Is yourAre the bid submission, receipt and opening Procedures are clearly described in the procurement
documents?

4. Does Are the bid evaluations carried out based on the stated criteria in the procurement document and are
awards the of contract made accordingly?

5. Does your region announcedAre procurement notices and Contract contract awards announced for public?
Please indicate if such publications are made in the press (newspapers) or the agency’s notice board?

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 6. Is yourDoes the region effectively manages signed contracts to ensure delivery as per the contract
conditions?

7. Does your region carry out the selection and award process effectively, efficiently and in a transparent
waymanner?

8. Does your region consider the contract performance clauses that provide incentives for exceeding defined
performance levels and disincentives for poor performance?

9. Does your region hashave good track record of managing environmental, social, health and safety risks
including preventing sexual exploitation, rape and assault throughout the procurement process?

II. B: Market Readiness

1. Is Does the your region have clearly identified target markets for all procurementsprocurement activities?

2. Do you believe the target markets for the procurements is activities are willing and able to respond
competitively?

3. Does your regionsDo the target markets hasve good history of delivery?

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 4. Do you believe the target markets views the purchaser as attractive?

5. Do you have any restrictions to open competition in the market?

6. Do you believe the target market is stable and does not suffer from supply chain risks?

7. Do you believe the target market is not impacted by fraud and corruption risk?

8. Does the market has havw a good track record of managing environmental, social, health and safety risks
including preventing sexual exploitation, rape and assault?

III. Risk factor 4: Procurement Complexity

1. Is your regionthe procurement complexity is of the procurement activities in Region low? and Is the scope of
the Procurement procurement activities certain and easily quantifiable?

2. Does yourIs procurement in the Region centralized within a few implementing agencies?

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 3. Is theDo procurement arrangements do not include complex arrangements requiring specialized skills e.g.
dialogue-based arrangements that present probity risk ?risk?.

4. Do you believe the delivery/contract implementation related risks are largely within the supplier’/contractor’s
control?

5. Does Are the bids evaluations largely be based on conformance criteria?

6. Does your region has apply life cycle costs and / or rated criteria that are complex to apply for major
evaluation factor?

7. Does your regionAre the contract terms and conditions are largely bein the Regional BD largely standard
and do not require modified procurement documents?

8. Is your region hasIs there a clear understanding of contract risk allocation (borrower v supplier) and cost
premiums which will support appropriate risk transfer?

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