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EVALUATING PROCUREMENT PROCESSES AT UGANDA NATIONAL ROADS

AUTHORITY

BY

OBOTE WESLEY MOSLEY

2011/HD06/3300U

A RESEARCH REPORT SUBMITTED TO THE COLLEGE OF BUSINESS AND

MANAGEMENT SCIENCES SCHOOL OF BUSINESS IN PARTIAL

FULFILMENT FOR THE REQUIREMENTS FOR THE AWARD OF

THE DEGREE OF MASTER OF BUSINESS ADMINISTRATION

OF MAKERERE UNIVERSITY

SEPTEMBER, 2013

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Declaration

I, Obote Wesley Mosley, declare that this dissertation is truly my original work and has never

been at any one time submitted for the awards of a degree in any University. Where it is

indebted to work of others, due acknowledgment has been made.

Signed…………………………. Date……………………………

OBOTE WESLEY MOSLEY

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Approval

This research report by Obote Wesley Mosley, under the topic “Evaluating Procurement

Processes at Uganda National Road Authority” has been under my supervision and is now

ready for submission and examination with my approval.

Signed………………………………… Date…………………………………….

Dr. Kitunzi Mutunzi .A

Supervisor:

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Dedication

I dedicate this report to my beloved father Ogal Ongom (RIP) and my mother Jema Apoto

who laid for me an academic foundation that led me to this level and for their motivation and

developmental ideas which has enabled me to complete this course.

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Acknowledgement

This study would not have been possible without many people who in their various capacities

enabled its completion. I particularly owe my sincere gratitude to the following:

Dr. Kitunzi Mutunzi .A, who patiently with professional/brotherly encouragement supervised

me throughout the study. I wish also to acknowledge Dr. Kamukama Nixon, Dr. Nambi

Benedette Karuhanga, Dr. Akileng Godffrey for their assistance throughout my studies.

I wish to acknowledge the support by PPDA staff and UNRA staff particularly in the

Procurement Department and mostly Dan Alinange spokesperson. Interaction with you guys

formed the base for my research. I pray that all of you people and all those not mentioned be

richly and abundantly blessed.

I also express my sincere appreciation to the members of staff of Makerere University

(COBAMS) for their support especially in tracking my progress and offering to help

whenever they could. My colleagues especially Nelson, Charles, Alex, Ronny, Susan, Grace

with whom we embarked onto the same academic journey, Thank you.

My sincere appreciation also goes to my family members especially my dear wife

Immaculate (Mrs) and our lovely children (Daisy, Daphne and Daniela) for being patience

all through my study and to persevered through the night waiting for me to arrives home at

later hours from school.

Above all to the almighty God, whose blessings allowed me the privilege of completing this

study in time. Without his compassion, generosity and love I would not have accomplished

this task. Thank Lord

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TABLE OF CONTENTS

Declaration .................................................................................................................................. i

Dedication ................................................................................................................................ iii

Acknowledgement .................................................................................................................... iv

Table of contents ........................................................................................................................ v

List of tables ........................................................................................................................... viii

List of acronyms ....................................................................................................................... ix

CHAPTER ONE ...................................................................................................................... 1

1.0 Introduction .......................................................................................................................... 1

1.1 Background to the study ...................................................................................................... 1

1.2 Statement of the problem ..................................................................................................... 3

1.3 Purpose of the study ............................................................................................................. 3

1.4 Specific Objectives .............................................................................................................. 4

1.5 Research questions ............................................................................................................... 4

1.6 Significance of the study ...................................................................................................... 4

1.7 Scope of the study ................................................................................................................ 5

1.8 Operational Definitions ........................................................................................................ 5

CHAPTER TWO: LITERATURE REVIEW ....................................................................... 7

2.0 Introduction .......................................................................................................................... 7

2.1 Procurement Process ............................................................................................................ 7

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2.2 Requests for Quotation. ....................................................................................................... 8

2.3 Selection of Bidders ........................................................................................................... 11

2.4 Awarding of Contract ........................................................................................................ 14

2.5 Conclusion ......................................................................................................................... 16

CHAPTER THREE: METHODOLOGY ........................................................................... 17

3.0 Introduction ........................................................................................................................ 17

3.1 Research design ................................................................................................................. 17

3.2 Study populations............................................................................................................... 17

3.3 Sampling Size and Sampling Technique ........................................................................... 17

3.4 Types and sources of data .................................................................................................. 18

3.5 Data collection methods ..................................................................................................... 18

3.6 Data Collection Tools ........................................................................................................ 19

3.7 Validity and Reliability of research instrument ................................................................. 20

3.8 Data Collection Procedure ................................................................................................. 20

3.9 Data Analysis ..................................................................................................................... 21

3.10 Limitation of the Study .................................................................................................... 21

CHAPTER FOUR: PRESENTATION AND INTERPRETATION OF RESEARCH

FINDINGS .............................................................................................................................. 22

4.1 Introduction ........................................................................................................................ 22

4.2 General information of respondents................................................................................... 22

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4.3 How compliant UNRA’s Request for Quotation is with the PPDA Act. .......................... 24

4.4 How compliant UNRA’s selection of bidders with the PPDA Act. .................................. 28

CHAPTER FIVE: DISCUSSION OF RESULTS, CONCLUSIONS AND

RECOMMENDATIONS ....................................................................................................... 33

5.1 Introduction ........................................................................................................................ 33

5.2 Discussions on how ccompliant UNRA’s Request for Quotation is with the PPDA Act. 33

5.3 Discussion on how compliant UNRA’s selection of bidders is with the PPDA Act. ........ 34

5.4 Discussions on how compliant UNRA’s awarding of contract is with the PPDA Act ...... 35

5.5 Conclusion ........................................................................................................................ 36

5.6 Recommendations .............................................................................................................. 37

5.7 Areas for Further Research ................................................................................................ 39

Appendix 1: Questionnaires ..................................................................................................... 44

Appendix 11: Interview Schedule for the Respondents ........................................................... 48

Appendix 1I1: Results of the findings ..................................................................................... 50

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LIST OF TABLES

Table 1: Study population and sample size..................................................................................... 18

Table 2: General information about the respondents ..................................................................... 23

Table 3: response on how compliant UNRA’s Request for Quotation is with the PPDA Act 24

Table 4: How compliant UNRA’s selection of bidders with the PPDA Act .............................. 28

Table 5: how compliant UNRA’s awarding of contract with the PPDA Act ............................. 31

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LIST OF ACRONYMS

ACCU : Anti-corruption Coalition Uganda

CHOGM : Common Wealth Heads of Government Meeting

CIPS : Chartered Institute of Pursing and Supply

CVI : Content Validity Index

FCP : Federal Contractors Program

LOR : List of Requirements

PDEs : public procuring and disposing entities

PDU : Procurement and Disposal Unit

PPDA : Public Procurement and Disposal of Asset Act

RFI : Request for information

RFQ : Request for Quotation

SPSS : Statistical Package for Social Scientists

UNRA : Uganda National Roads Authority

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CHAPTER ONE

1.0 Introduction

This study is about investigating the degree of Uganda National Roads Authority’s (UNRA)

compliance with Public Procurement and Disposal of Asset Act in its procurement processes.

The chapter covers the background to the study, statement of the problem, purpose of the

study, objective of the study, Research question, Significance of the study scope of the study

and operational definition.

1.1 Background to the study

In Uganda, procurement and disposal of public assets handled by public procuring and

disposing entities (PDEs) are governed by the regulations in the Public Procurement and

Disposal Asset Authority (PPDA Act, 2003). These regulations specify procurement and to

all potential providers of goods, services and works (PPDA Act, 2003). Unfortunately, many

central government ministries and agency have since then not followed prescribed practices

(Agaba & Shipman, 2007).

As part of the Government effort to streamline public procurement to make it transparent,

accountable and capable of delivering better value for money, the PPDA act was set up under

the public procurement and Disposal of Public Asset Act (2003) as the principal regulatory

body for public procurement and Disposal of Assets (National Public Procurement Integrity

Survey Report, 2007)

When compliance is mentioned, focus is on the unethical behaviour of the procurement

officers and other aspect of public procurement disposal procedures that have to be followed

by all persons involved in procurement and disposal processes in order to ensure fairness,

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transparency, competitiveness and non-discrimination. However, not much focus has been

placed on explaining non-compliance with public procurement regulations in Uganda despite

the fact that each year by compliance reports produced by the Public Procurement and

Disposal of Public Asset authority report that there is non- compliance. Audits carried out by

the PPDA in the financial years 2006/2007 and 2007/2008 revealed that the level of non-

compliance with the regulation was very high and procurement regulations were being

flaunted (PPDA Audit Reports, 2006/2007; 2007/2008).

According to Anti-corruption Coalition Uganda (ACCU), Uganda loses Uganda shillings 200

Billion annually, as a result of flaws in public processes. This position is confirmed by the

transparency international Report (2009) on Uganda which revealed that public procurement

is marred by high levels of non-compliance with procurement regulation. Procurement

officers and persons involved in procurement activities use wrong methods leading to high

costs, poor quality purchases, and late deliveries or no deliveries at all. For example, during

preparations to host Common Wealth Heads of Government Meeting (CHOGM) that Uganda

hosted in November 2007, there were very many cases of non-compliance with procurement

regulations. In one case the value of the procurement to be made exceeded Uganda shillings

100 Million and the procurement method was used as opposed to the competitive

procurement method that ought to be used in such cases as required by the law (CHOGM

Report, 2010).

Therefore, this study analyses compliance of procurement processes at UNRA with Public

Procurement and Disposal of Asset act in their quest to provide value for money services in

the roads construction context.

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1.2 Statement of the problem

The government of Uganda and development partners such as World Bank have put some

efforts to improve on the procurement functions by enacting the PPDA Act 2003 and

established a framework for conducting procurement in public sectors.

Given the clear procurement laws enacted by PPDA (2003), various Government entities

including UNRA is expected to produce quality services for Ugandan citizens if the

procurement procedures set up by the PPDA Act 2003 are followed. However, some of the

UNRA products seem not to measure up with the PPDA Act 2003, Uganda still has sorrow

state of the roads For example, a stretch from Mukono to Kayunga, Maya to Katonga on

Kampala-Masaka road, Karuma to Gulu and Kapchorwa-Suam road linking Uganda and

Kenya are in bad condition (M/S Sinohydro Corporation Limited Report, 2010).

According to Parliamentary committee on physical infrastructure (2012), UNRA has

continued to award contract to incompetent and resource-constrained companies amidst

protest from other companies and stake holders alike. Such companies are often awarded

contracts beyond their capacity and are overwhelmed by the volume of on-going works.

Consequently they become overstretched and do poor quality work or fail to complete the

work in time as a result of flaws in procurement processes which has resulted in the bad state

of the roads not only in Kampala but to the rest of Uganda. Therefore, this study is out to

investigate the degree of UNRA’s compliance with Public Procurement and Disposal of

Asset in its procurement processes

1.3 Purpose of the study

The purpose of this study is to investigate the degree of UNRA’s compliance with Public

Procurement and Disposal of Asset in its procurement processes

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1.4 Specific Objectives

In order to achieve the above stated purpose, the study addressed the following specific

objectives

i) To evaluate how compliant UNRA’s Request for Quotation is with the PPDA Act.

ii) To find out how compliant UNRA’s selection of bidders is with the PPDA Act.

iii) To find out how compliant UNRA’s awarding of contract is with the PPDA Act

1.5 Research questions

The following key questions was used to guide the study

i) How compliant is UNRA’s Request for Quotation is with the PPDA Act?

ii) How compliant is UNRA’s selection of bidders is with the PPDA Act.

iii) How compliant is UNRA’s awarding of contract is with PPDA Act?

1.6 Significance of the study

The study will be of great use to UNRA as a tool to improve on the level of compliance with

PPDA Act in awarding of contracts for roads constructions in Uganda.

To government, the study findings and recommendations will help to improve on the

monitoring and supervision of road construction under UNRA and the rest of the Local

government roads more especially in urban areas of Uganda for quality and assurance and

timeliness.

To researchers, scholars and academicians the study will be use as references while carrying

out further studies and for in-depth understanding of the concepts of non-compliance in

public procurement in Uganda

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To Policy makers, this study findings and recommendations will help in making informed

decisions in the areas of non-compliance in public procurement in Uganda.

The study will also aid the researcher to fulfil the requirements for the award of a degree of

Masters of Business Administration.

1.7 Scope of the study

This study was carried out in the area of road construction of the government of Uganda.

Specifically, the study investigated the degree of UNRA’s compliance with PPDA Act.

The study was carried out at UNRA offices located in Kampala because it’s headquarter

which is charged with the responsibility of awarding contracts for roads construction in

Uganda.

This study covered a period ranging from 2012-2013 because it is within this time that

Uganda government has released a big amount of money to the tune of shs.1,219.41 billion in

the financial year 2011/2012 and shs.1,651 billion in the financial year 2012/2013 for roads

construction. And above all, most of the roads sighted to have been characterised as in sorrow

state and cost- ineffectiveness were awarded in this period.

1.8 Operational Definitions

The following terms have got contextual and operational meaning in this study.

Compliance with Procurement Policies: Is a basic practice which is required in any

organization. It is needed for delivering maximum benefits of sourcing and to improve

chances of achieving the goals of an organization. Essentially procurement compliance in

organizations takes place both internally and externally.

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Construction: Broadly encompasses the issues relevant to the process of road construction

and maintenance, including the design, contracting, implementing, supervision, and

maintenance of roads and related structures

Contract: In the context of this study, contract an agreement having a lawful object entered

into voluntarily by two or more parties, each of whom intends to create one or more legal

obligation

Non-Compliance with PPDA: Results to failure or refusal to comply with procurement law

and regulations as stipulated in PPDA Act 2003.

Procuring and Disposing Entity: Means the entity purchasing the services, as specified in

the Agreement.

Public Sector Procurement: Is the process of acquiring goods and services for the operation

of government and to provide public services. It is carried out within a specific legal

framework based on certain principles aimed at making the fulfilment of public procurement

requirement competitively available to qualified firms and individuals in a transparent and

non-discriminatory manner based on pre-established selection criteria. The goal of public

procurement is to provide everything necessary for the operation of government and

specifically, public services to the population within a country.

Service Provider: Means the natural person, private or government entity, or a combination

of the above, whose bid to perform the contract has been accepted by the procuring and

Disposing Entity and is named as such in the Agreement, and includes the successors or

permitted assigns of the provider.

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CHAPTER TWO

LITERATURE REVIEW

2.0 Introduction

The key components of this chapter covers a review of related literature on Request for

Quotation, Selection of bidders and Awarding of contract from different authors based on

publications, magazines, website, and all the possible sources in relation to the study

objectives.

2.1 Procurement Process

PPDA Act (2003) section 3 define Procurement process as the successive stages in the

procurement cycle including planning, choice of procedure, measures to solicit offers from

bidders, examination and evaluation of those offers, award of contract, and contract

management.

According to Heniritz (1991) explained that procurement procedures are steps to be followed

while affecting a purchase. It varies from firm to firm depending on the size and level of

growth. The procurement procedures that one adopts should be most effective and efficient to

the organizations operations.

The procurement exercise follows steps according to the PPDA of 2003. These steps must be

observed in order to ensure that all the stakeholders involved in the procurement exercise

obtain fair treatment. The steps include: planning for the required procurement over a given

period, identifying the source of the items, highlighting specifications/ initiation of the

procurement procedure, sourcing(soliciting) offers, evaluation of offers, post qualification,

commencement of contract, contract performance delivery and management, record keeping

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and accountability, payment and post contract performance. A graphic flow of the

procurement procedures and roles for the respective officers (the user department,

procurement, accounting officer, contracts committee, boards/councils and evaluation

committees) in the procurement process as outlined by the PPDA.

According to Ayitey (2012), it is the processes of organizing a fully fledged tendering or

other competitive tendering is normally a time consuming and costly exercise which can be

dispensed with when the value is small. The main idea is to allow procuring entities to use a

simplified procedure in those instances where the contract value is that the administrative

effort related to a full-fledged tendering procedure appears out of proportion.

2.2 Requests for Quotation.

PPDA Act (2003) section 62(1) emphasis that PDE shall use the standard documents

provided by the Authority as models for drafting all solicitation documents for each

individual procurement or disposal requirement. Sub-section (2) further state that, all

solicitation documents shall; detail the terms and conditions, which shall apply to any

contract; and contain the general conditions of contract, or a statement of the conditions of

contract which shall apply.

According to Duncombe, & Searcy, (2007) pointed out that, Request for Quotation (RFQ) is

the term which commonly is used by purchasers when inviting suppliers and subcontractors

to bid on projects or products. Normally the RFQ is a document containing all necessary

information for the suppliers to give their quote. The document makes it obvious that several

suppliers are invited to bid on the products and in that way create potential for competitive

bids. RFQs are especially suitable for products that are standardized or produced in repetitive

quantities. It is wise to include all the technical and commercial demands that are possible in

the document.

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David, (2002), revealed that, the reasons for this are many, such as: Makes the chance for

accurate quotes higher, Demands put up in the RFQ can be used as legally binding later on

and putting up commercial demands after the first quotes are received are usually more

difficult than when the suppliers know they are not the only ones bidding on the products or

services. He further said that, RFQ can be preceded by an RFI (Request for Information) or

RFP (Request for Proposal). RFQ does not have meant the end of the bidding process. A not

so uncommon progress is that a couple of suppliers are chosen for a second bid (new RFQ on

the same products).

Hunja, (2003) asserted that, a request for quotation is divided into several important sections.

The first section of the request for quotation may be called the "Organizational Overview," or

a similar term, and contains background information on the company issuing the Request for

Quotation. Another important section of the request for quotation is often called "Required

Deliverables." This section describes what the end product of the job must be. Duncombe, &

Searcy, (2007) also added that, a third section of the Request for Quotation is the

"Assumptions and Agreements" section. This section describes the terms of the job, such as a

project budget, a bid limit, & the process used to approve the product or materials. By

submitting a bid, the contractor is agreeing to these terms. A Request for Quotation also

provides information for contractors to use when putting together a bid. This information may

include a bid submission deadline, information that the bid documentation or proposal must

include to be considered, and the factors that will determine which bid the company chooses.

Basheka, (2004) stated that, Request for Quotation document used in soliciting price and

delivery quotations that meet minimum quality specifications for a specific quantity of

specific goods and/or services. Request for Quotation are usually not advertised publicly,

and are used commonly for (1) standard, off-the-shelf items, (2) items built to known

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specifications, (3) items required in small quantities, or (4) items whose purchase price falls

below sealed-bidding threshold. Suppliers respond to a request for quotation with firm

quotations, and generally the lowest-priced quotation is awarded the contract.

World Bank Report (2004) stated that, a request for quotation (RFQ) is a document that an

organization submits to one or more potential suppliers eliciting quotations for a product or

service. Typically, a request For Quotation seeks an itemized list of prices for something that

is well-defined and quantifiable, such as hardware. A Request for Quotation (RFQ) is a

document that invites offers from suppliers to provide a specified good or service. It is

generally used when approaching the market by seeking submissions from a limited number

of suppliers, for example for purchases valued at less than $100 000. Procurement Policy

Manual (2009) also disclosed that, the document must include all information necessary to

enable potential suppliers to prepare appropriate submissions in response, relevant terms and

conditions, details of applicable Government policies, a clear description of the goods or

services required and any mandatory clauses required by the Treasurer's Instructions.

Mullins, (2007) revealed that, when preparing the Request for Quotation documentation, the

Crown Solicitor's Guide Notes on completion of these templates should be read before the

documentation is completed. The Crown Solicitor should be consulted if this template

documentation is not appropriate to the procurement being undertaken. Mugabira, (2008)

stated that, the Conditions of Quotation must include information on any conditions for

participation and the evaluation criteria, including weightings if used and the Government

Information Technology Conditions must be used for all IT purchases, regardless of value

except for those specifically provided for in the Treasurer's Instruction 1123.

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2.3 Selection of Bidders

PPDA Act (2003) section 63 states that all method for the selection of bidders to be invited to

bid shall allow for fair and equitable selection and ensure maximum competition. Section 64

further state that the bidding period shall be sufficient to allow bidders to prepare and submit

their bid and shall not be reduced with the aim of limiting competition

Supplier selection is a decision-making process and there are a number of decision making

model to use. However, as noted by Guytan et al (2005) creating a transparent, systematic,

robust and credible procedure for supplier election, explicitly takes into account relational

and other factor- regardless of whether such factors reflect professional practice or not

straightforward. The difficulty of this effort is well summed up when they cite Verma and

Pullman (1998) who report that decision makers recognize the relevance to take into account

more than one criteria. But in practice, they often select primarily on the basis of cost due to

the difficulty to integrate the relevant criteria in the decision.

Within purchasing management, one of the most prime functions is supplier selection.

Supplier is one of the most important decision making problems since selecting the right

suppliers significantly reduces the purchasing costs and improves corporate competitiveness

(Cerbi & Bayraktar 2003). Lewis cited in Vokurka et al (1996) explicitly states that, it is

probable that of all the responsibilities which may be said to belong to the purchasing

officers, there is none more important than selection of a proper source. Indeed in some

respects the most important single factor in purchasing. Aissaoui et al (2007) compliments

this view when they assert that, overall, there are two salient viewpoints in literature: The

most important procurement decision is undoubtedly selecting maintaining close relationship

with a few, albeit reliable and high quality vendors to reduce product costs while maintaining

excellent product quality and consumer services. The second one is that there is strong need

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for systematic approach to procurement decision making especially in the area of identifying

appropriate suppliers and orders among them.

It should also be noted right from the onset that the purpose of supplier selection is to

determine the optimal supplier who offers the best all round package of product and services

for the customer (Swift and Gruben in Shahadat 2003; Cengiz et al,. 2003). The supplier

selection function and purchasing as a whole are increasingly facing contextual development

in e-commerce, globalization, decentralization and outsourcing. These factors among others,

as correctly argued by Zheng Jurong et al (2004) shape the purchasing strategy, structure and

people skill requirement.

Aissaouni et al (2007) observe that, decision makers are facing different procurement

situations that lead to different decision. Consequently, in order to make the right choice, the

procurement process should start with finding out exactly what we want to achieve by

selecting a supplier. In general the majority of decision tools are qualitative methods that

assist decision makers in order to carefully identify the need for a decision and the alternative

that seem to be available.

According to Mandal and Deshmukh (1994), pointed out that before developing any

framework it is necessary to understand the significance of each criterion and the role which

it plays in the vendor selection process. It is also necessary to visualize the levels of

importance and relationships of criteria among themselves. The multi-criteria nature of

decision making has been the focus of multiple papers since 1960, (Aissaoui et al. 2007).

They particularly distinguish Dicksons study that identified 23 different criteria in vendor

selection. This include the price, delivery and quality objectives of the buyer as well as the

abilities of the vendors to meet those objectives which still cover much of what is used today.

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They add that these criteria can either be objective or subjective and complicated further by

the fact that they may conflict each other.

Regardless of the method used, supplier’s selection criteria formulation affects several

activities including inventory management, production planning and control, cash flow

requirement, product/service quality. Therefore such decision must be under the consensus of

a multi-disciplinary group of decision makers with various points of view and representing

the different services of the company (Aissaoui et al 2007).

The other way to select a supplier is to identify potential sources. The degree to which a

buyer must search for information or the effort put forth toward the search is a function of

several variables. Including how well the existing suppliers can satisfy cost, quality, or other

performance variables. The various sources of information that are helpful when seeking to

identify potential supply sources include; current suppliers, sale representatives, information

data bases, experience, trade journals, trade directories, trade show, second party or indirect

information, internal sources and internet searches (Monczka et al. 2005).

A review of supplier selection literature reveals that the vast majority of published works deal

with the procurement of material particularly by industrial firms (Aissaoui et al. 2007; De

Boer et al. 2001. From a point of view of reflecting procurement’s significance in sectors

rather than manufacturing, e.g. service industry, it would be worthwhile to investigate and

illustrate the specifics of using decision methods in supplier selection in those areas as well.

More specifically, further research on the suitability of decision methods for supplier

selection in Government procurement seems at place given the relatively higher need for

justifying public procurement decision (De Boer et al. 2001).

Sarkar and Mohapatra (2006) proceed to observe that much of the information on unknown

suppliers collected through internet, peer feedback and onsite visit lacked quantitative

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measurement. Even information on unknown supplier may not have been stored in a form

that lends itself to quantitative conversion. To these suppliers against the factors, the buyer

team has to report subjective, qualitative assessment using their mental perceptions. That

rather than leave out the suppliers with such incomplete qualitative information, they propose

experts opinion for a subjective evaluation of suppliers followed by a fuzzy set theoretical

analysis to take care of the fuzzy nature of these evaluations.

2.4 Awarding of Contract

Contracting is the stage entered into once the supplier (or in case of multiple sourcing,

suppliers) has been selected and a contract is going to be signed. The contract includes the

programme of requirements, the terms and conditions and the agreed pricing. Once the

contract has been concluded its content has to be communicated to the parties in the

organization that will be affected by the new contract. These will include the legal

department, account payable, End users and depending on the product or service purchased:

logistic service, technical maintenance and facility management (UNRA PDU report 2012).

According to Obanda, (2010) awarding contract is the stage entered into once the supplier

(or in case of multiple sourcing, suppliers) has been selected and a contract is going to be

signed. The contract includes the programme of requirements, the terms and conditions and

the agreed pricing. The programme of the requirements is the result of specification stage and

may be altered during the selection stage. Once a contract has been concluded its contents

have to be communicated to the parties in the organization that was affected by the new

contract. These included the legal department, Accounts payable. End users and depending

on the product or service purchased; logistic service, technical, maintenance and facility

management. This according to Telgen et al,. (2005) is due to unfamiliarity with the

importance of step. Organizations do not realize the most important decisions are made

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during the specification and selection stage and tend to put a lot of effort on negotiating

(because it is ‘fun’) or in discussing operational problems with the supplier that should have

been dealt with before the contract was signed.

Despite the fact that the PPDA calls for transparency and integrity, Mbabazi, Karuhanga and

Mukokoma (2009) in a study on compliance and service delivery in Ugandan local

government procurement units observe that in Uganda, procurement practices like contract

award at the local government level are non-transparent and not economic. The poor

procurement practices are attributed to the procurement culture of “kick-backs” where a

contractor is selected because they bribed procurement officers, not because they are the best.

Mbabazi et al’s view is supported by CIPS (2003) who attributed poor procurement practices

to poor remuneration of procurement officers and the procurement culture of kickbacks.

According to the PPDA Act, all procurement and disposal shall be conducted in a manner

which promotes transparency, accountability & fairness. However, Kato (2006) as cited in

Mbabazi et al, 2009) identified tenders as one of the leading causes of corruption at local

councils, districts and sub-counties. According to the Local Government Act 2006, district

leaders, including councillors, civil servants are not supposed to be awarded tenders;

however, Kato notes that many of them establish companies which they use to get tenders.

Mbabazi et al (2009) contends that on many occasions companies are not checked thoroughly

before being awarded tenders as it is supposed to be, sometimes a tender is awarded to two

companies.

Under the PPDA Act, promotion of local businesses may be achieved by application of

domestic preference schemes which are supposed to give competitive advantage to local

businesses over foreign business in the award of tenders (Kyakula, et al, (2009). Under this

scheme priority is supposed to be given to local businesses; however, Kyakula et al (2009)

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observe that organizations that are looking for value for money find it difficult to award a

local contractor a higher contract sum yet there is an equally cheaper and competent foreign

contractor. The Task Force on Public Procurement Reform (1999) found that local traders,

suppliers, consultants, contractors, architects and engineers have not built enough capacity to

participate in tenders advertised internationally and locally particularly when the values are

large. Local suppliers and contractors often do not have the capacity to raise credit, bonds

and securities from local banks and insurance companies, in part due to the high rates of

interest charged.

2.5 Conclusion

From the above context of literature, different authors gave different aspects of compliance

with public procurement basing on the requests for Quotation, selection of Bidders and

awarding of Contracts. However, little has been documented with UNRA which explain the

compliance with PPDA act 2003. This study therefore, aimed at investigating the degree of

UNRA’s compliance with PPDA act in its procurement processes.

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CHAPTER THREE

METHODOLOGY

3.0 Introduction

This chapter covered the research design, study population, study sample size, data

collection method, types and sources of data, data collection procedure and measurement of

variables that are to be used in research.

3.1 Research design

This research study used cross-sectional descriptive survey design was both qualitative and

quantitative approach was used. Cross-sectional is use because they are spot on approach that

gave people’s interpretation, in-depth and comprehensive information, giving a wider

understanding of the entire situation related to the topic of the study. The study also used

evaluative approach because it involved assessing the level of compliance as study method.

3.2 Study populations

The study population comprised 99 individuals of which 63 was from UNRA (PDU) and

Contract Committee (UNRA) and 36 from PPDA (auditors) and PPDA (Top Managers)

3.3 Sampling Size and Sampling Technique

A sample size of 50 respondents out of 99 of the population was selected and approached by

the use of purposive sampling method because it permit the researcher to use in people, who

have good grounds in what they trust in and the sample size involved is very small and it is

unlikely to be known with exactness. The table 3.1: below shows the sample size in different

categories of respondents.

18

Table 1: Study population and sample size

Category Population Size Sample Size Sampling procedure

PDU (UNRA) 40 18 Purposive Sampling

Contract Committee (UNRA) 23 11 Purposive Sampling

PPDA (Auditors) 15 9 Purposive Sampling

PPDA (Top Managers) 21 12 Purposive Sampling

TOTAL 99 50

Source: Primary Data

3.4 Types and sources of data

The study used both primary and secondary data. Secondary data was got from published

records such as text books, journals, magazines, manual, internets and newspapers. Primary

data was collected from the respondents by use of questionnaires schedules and interview

guides in the field.

3.5 Data collection methods

Data was collected using structured questionnaires, documentary analysis and interview

guide.

Questionnaire

The researcher used structured questionnaire to gather more data as this is a cheaper and

quicker means of data collection. The researcher used structured questionnaires to gather

information from the respondents who did not have time for face to face interview with the

researcher.

19

Document review

This is another method that was considered were reviewing of report, dissertations, and

presentations during forum and policies which provided relevant data to the study. This was a

secondary data collection tool that provided additional information for the study. Such

information was supplement the results from questionnaires and interview guides

Interview

The researcher used interview to gather data from the respondents who did not have time to

fill in the questionnaires. Interview guide in research is useful to obtain direct information

about personal feeling, perceptions and opinions. It also allows more direct questions to be

asked.

3.6 Data Collection Tools

During research collection, the researcher gathered relevant information from the target

respondents using the following tools;

Self-administered questionnaires

Self-administered questionnaires was used to collect data from UNRA’s, PDU staffs to

gather relevant information on how UNRA awards contracts to contractors, when the

selection of bidders done at UNRA and when to request for quotations. The questionnaires

was closed ended questions. Where closed ended questions was set to restrict the respondents

to a fixed set of answers from which to choose from the alternative. The researcher chose to

use closed ended questions because they are cheaper and quicker means of data collection

from a wide range of respondents in the shortest time possible (Mugenda & Mugenda, 1999).

20

Structured Interview

The researcher applied interview guide which comprised of closed-ended questions raised in

the course of conducting interviews. The interview was directed to the PDU of UNRA, and

PPDA Auditor department. Using interview guide the researcher gathered direct information

about awarding contracts to contractors, the selection of bidders and request for quotations.

3.7 Validity and Reliability of research instrument

Validity of the instrument was considered in this study because it emphasized the extent to

which the instrument measure what it claims to measure. Validity test was conducted to

measure the validity of the questions. A pilot study was conducted on a few selected

questions in order to find out whether the statements can be fairly interpreted by the

respondents. This helped the researcher to eliminate questions that are vague, ambiguous and

misleading and then improve on presentation and content of the questions/items in the

instrument using the Content Validity Index (CVI). The reliability of the questionnaires was

improved through pre-testing to help avail suggestions on how suitable the proposed

questions were. This enabled the researcher to re-phrase some questions before the actual

field findings. Furthermore, reliability of the scales was done with the application of the

Cronbach Coefficient Alpha for the computations so as to check for the internal consistency

of the scales.

3.8 Data Collection Procedure

The researcher obtained a letter of introduction from Makerere University. Instruments were

constructed and piloted tasted. The researcher distributed the questionnaires to the

respondents to ensure that they are fully filled.

21

3.9 Data Analysis

Data was analysed using qualitative and quantitative methods

Quantitative data analysis

The quantitative data collected was edited, classified and coded so as to make it ready for

analysis. The data collected from questionnaires were entered in a computer and analysed

using the Statistical Package for Social Scientists (SPSS) to derive descriptive statistics

because it is the most recommended package for analysing social science research data

(Sekaran, 2003).

Qualitative analysis

For qualitative analysis, the researcher organized statements and responses to generate useful

conclusions and interpretations on the research objectives (Sekaran, 2003). Qualitative

analysis involved identifying categories and patterns that emerged in the responses on

compliance of procurement processes at UNRA with PPDA Act as was outlined in the

questionnaire and reported in a narrative form.

3.10 Limitation of the Study

The researcher is unlikely to obtain genuine information from the respondents as most of

them feared to release confidential information. However, the researcher applied good

interpersonal skills and sensitize the respondents on the purpose of this study. This enabled

him acquire information from the respondents necessary for this study.

The researcher is also likely to face the problem of unresponsive respondents in conducting

the research. This was dealt with by giving them ample time to fill the questionnaires during

their free time.

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CHAPTER FOUR

PRESENTATION AND INTERPRETATION OF RESEARCH FINDINGS

4.1 Introduction

This chapter contains results from the data analysis phase. The results were obtained from the

questionnaires which was administered at UNRA and PPDA Offices

This chapter was guided by the following research objectives;

i. To evaluate how compliant UNRA’s Request for Quotation is with the PPDA Act.

ii. To find out how compliant UNRA’s selection of bidders is with the PPDA Act.

iii. To find out how compliant UNRA’s awarding of contract is with the PPDA Act

4.2 General information of respondents

Table 2 summarizes the highest academic quantification attained, position of the respondents

and the period spent working with UNRA and PPDA offices holding the same position.

23

Table 2: General information about the respondents

VARIABLES Attributes Frequency Percentage %

Highest Academic Quantification

Attained.

PhD 7 14.0

Masters 16 32.0

First Degree 23 46.0

Diploma 4 8.0

Total 50 100.0

Position of the Respondents

Chairman of the Board 1 2.0

Non Executive Director 14 28.0

Secretary to the Board 2 4.0

Member of the Top

Management

33 66.0

Total 50 100.0

How long have you worked in this

position (job)

1-2 years 3 6.0

3-5 years 10 20.0

6-7 years 15 30.0

over 7 years 22 44.0

Total 50 100.0

Results in table 2: show that majority of the staff that dominated in the study had attained

first degree with 46% and followed by masters with 32%. The researcher during the study

interacted with many respondents with different position which included the Chairman of the

24

Board, Non Executive Director, Secretary to the Board and Member of the Top Management.

From the study it was revealed that, there was more Member of the Top Management 66%

and 285 were the Non Executive Director compared to other as stipulated in table 2 above

and in the result table 1 in Appendix iii. Finally the study also involved respondents of whom

most had spent over 7 years (44%) followed by 44% had served at UNRA for 6-7 years and

the least percentage (6%) had spent 1-2 years.

4.3 How compliant UNRA’s Request for Quotation is with the PPDA Act.

This sub-section consisted of 17 questions which are aimed at achieving the compliance of

UNRA’s request for quotation with the PPDA Act. The results were presented in appendix iii

in tables 4, 5, 6, 7, 8, 9, 10, 11, 12,13,14,15,16,17,18 and 19. The question were in form of

linkert scale of 1 Strongly Agree (SA), 2 Agree (A), 3 Neutral (N), 4 Disagree (D),

5 strongly Disagree (SD).

Table 3: response on how compliant UNRA’s Request for Quotation is with the PPDA

Act

Items SA A N D SD

UNRA holds pre-bid meetings with service providers. 10.0 8.0 10.0 34.0 38.0

Bid documents have clear specifications. 40.0 36. 6.0 10.0 08.0

Solicitation documents state the period within which a bid

document is to remain open.

34.0 42.0 10.0 8.0 6.0

Bid security provisions are included in the solicitation

documents.

8.0 10.0 6.0 32.0 44.0

Conditions for forfeiture of bid security are specified in the 6.0 14.0 4.0 34.0 42.0

25

bid documents.

The bidding currency is stipulated in the bid documents. 6.0 14.0 4.0 34.0 42.0

Instructions on the method of submission are stated in the bid

documents.

48.0 32.0 4.0 8.0 8.0

The instructions for withdrawal, replacement and

modification of bids are included.

4.0 8.0 4.0 44.0 40.0

The methods for receipt of bids and bid closing are included. 36.0 32.0 10.0 16.0 6.0

The bid closing period is clearly stated. 8.0 6.0 6.0 42.0 38.0

There are provisions that the bidder has access to the bid box

at all times during working hours until the closing deadline.

12.0

10.0 4.0 38.0

36.0

Notification to bidders of bid opening is provided for. 50.0 34.0 4.0 6.0 6.0

The information to be read out during bid opening is clear. 10.0 8.0 6.0 42.0 34.0

The procedure for bid opening ensures provision of a required

room; sufficient staff; a member of the Contracts Committee

present; forms and check list.

16.0

12.0

8.0

36.0

28.0

The process of bid opening is conducted in full view of the

representatives of bidders.

52.0

30.0

4.0

10.0

4.0

Bids are kept in a secure place after they are opened 22.0 44.0 8.0 12.0 14.0

A mechanism for receiving complaints of the bidding process

is provided for.

12.0

8.0

4.0

46.0

30.0

26

From the study, 72% of the majority of the respondents disclosed that UNRA do not holds

pre-bid meetings with service providers. This implies that, the organisation do not follow the

PPDA act procedures when requesting for quotation in accordance with the PPDA Act due

to poor pre-bid meetings with service providers. The study also revealed that, 76% of the

respondents agreed with that Bid documents have clear specifications to the people who may

want to Request for Quotation in accordance with PPDA Act.

The study further revealed that, 76% of the respondents agreed that in many occasions,

solicitation of documents in UNRA state the period within which a bid document is to remain

open to allow people who are interested in request for quotation as per the PPDA Act to do so

within the specified time period. 72% of the respondents disagreed that, the bid security

provisions are not included in the solicitation documents this was evidenced in table 3 above

and table 7 in appendix iii. The study further revealed that, 76 % of the respondents disagreed

that, conditions for forfeiture of bid security are not specified in the bid documents. This

implies that people who are interested in requesting for quotations in UNRA get problems

because bid security are not specified in the bid documents for people interested to do so. The

study also gave negative response on the bidding currency as stipulated in the bid documents

and instructions on the methods of submission are stated in the bid documents as reflected in

table 3 above and in tables 9 and 10 in appendix iii.

The study involved information interview schedule about UNRA’s Request for Quotation is

with the PPDA Act. The researcher found out that when two or more responsive bids are

received in response to a competitive bid solicitation and if no responsive bid represents fair

value, contracting officers should examine the solicitation to determine possible causes why

request for quotation is delayed in UNRA.

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According to procurement officer in PPDA office, disclosed that UNRA hold pre-bid meeting

with potential Suppliers to sensitise them on how to request for quotations. The ability to

prove that the same bidder may be selected, regardless of whether negotiations are conducted

with all responsive bidders, presupposes that the requirement (for example, technical

specifications) may not change during negotiations. Therefore, other bidders are given the

same opportunity could not submit different or better offers.

He further added that, when an Invitation to Tender was used and there is more than one

responsive bid, but neither the lowest bid nor the other bids represent fair value, the

contracting officer must have determined, before considering entering into negotiations, that

it would not be more effective to cancel the solicitation and meet the requirement using

another method of supply. When urgency is a major factor, the results of the original

International Trade Tribunal (ITT) might be capable of being used as the basis for entering

into negotiations with bidders; and when a Request For Quotation was used, negotiations

should be avoided.

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4.4 How compliant UNRA’s selection of bidders with the PPDA Act.

This sub-section consisted of 11 questions which are aimed at achieving the Compliance of

UNRA’s selection of bidders with the PPDA Act. The results were presented in appendix iii

in tables 20, 21, 22, 23, 24, 25, 26, 27, 28, 29 and 30. The abbreviations in caps represent 1.

(SA) - Strongly Agree, 2. (A)-Agree, 3. (N)-Neutral, 4. (A)-Disagree and 5. (SD) - Strongly

Disagree as tabulated in the below;

Table 4: How compliant UNRA’s selection of bidders with the PPDA Act

item SA A N D SD

An Evaluation Committee is appropriately constituted to conduct

each evaluation exercise.

30

44.0

4.0

10.0

12.0

The Chairperson of the Evaluation Committee is selected from

among the members.

10.0

20.0

4.0

36.0

30.0

Minutes of the Evaluation Committee are written to reflect a true

record of the proceedings.

8.0 16.0 6.0 26.0 44.0

Disagreements on any of the decisions taken during the

evaluation exercise are appropriately resolved.

16.0

14.0

6.0

36.0

28.0

Evaluation reports are signed by all members of the evaluation

committee.

44.0 36.0 6.0 8.0 6.0

The PDU is consulted on significant disagreements likely to

substantially affect the results of an evaluation.

8.0

12.0

4.0

58.0

18.0

The evaluation is conducted using the evaluation criteria stated

in the solicitation document without any amendments or

additions.

38.0

34.0

8.0

14.0

6.0

All the stages of the evaluation are clearly followed i.e.

preliminary examination; detailed evaluation and financial

comparison.

14.0

16.0

8.0

50.0

12.0

The evaluation is conducted in accordance with the methodology

stated in the solicitation documents

10.0 18.0 4.0 54.0 14.0

A written evaluation report is submitted to the PDU after the

process.

52.0 28.0 8.0 6.0 6.0

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From the study, 44% of the respondents agreed that, an evaluation committee is appropriately

constituted to conduct each evaluation exercise. The study also revealed that 36% of the

respondents disagreed that the chairperson of the evaluation committee is not selected from

among the member’s but instead by the minister of works. 44% of the respondents strongly

disagreed that minutes of the evaluation committee are not written to reflect a true record of

the proceedings this therefore, affects the UNRA’s selection of bidders with the PPDA Act.

The study further disclosed that 36%, 58%, 50% and 54% of the respondents disagreed

disagreements on any of the decisions taken during the evaluation exercise are not

appropriately resolved, The PDU is not consulted on significant disagreements likely to

substantially affect the results of an evaluation, All the stages of the evaluation are not clearly

followed i.e. preliminary examination; detailed evaluation and financial comparison and the

evaluation is not conducted in accordance with the methodology stated in the solicitation of

documents respectively as represented in tables 4.3 above and in tables 23, 25, 26, 27 and 28

in appendix iii of the study result.

From the study 44%, 38% and 52% of the respondents strongly agreed that evaluation reports

in UNRA are signed by all members of the evaluation committee, the evaluation is conducted

using the evaluation criteria stated in the solicitation document without any amendments or

additions and a written evaluation reports in UNRA are submitted to the PDU after the

process respectively as presented in table 4 above and in tables 24, 26 and 29 in appendix iii

in study result.

The findings involved several information collected using interview schedule on how bids are

conducted in accordance with the methodology and criteria stated in the solicitation

documents of UNRA.

30

According to the chairman contract committee said that, in some cases, third parties may be

invited to assist in evaluating bids, for example, experts. When third parties are involved,

bidders must be advised in the bid solicitation. In general, third parties participating in the

evaluation, or in the bid preparation, must sign a non-disclosure agreement and a conflict of

interest agreement before such participation. Bids must be evaluated in accordance with the

evaluation criteria established in the bid solicitation.

He further added that, even though the onus is on bidders to submit clear and well-organized

bids, bidders must be reviewed with diligence to ensure that no essential information is

covered. The evaluators must not use criteria or factors not included in the bid solicitation or

derive conclusions from information contained in bids that may prove wrong. Whenever

possible, the same evaluators should evaluate all bids. When evaluating bids, evaluators must

consider all vital information provided in the bid, and must not base their evaluation on

undisclosed criteria.

4.4 How compliant UNRA’s awarding of contract with the PPDA Act

This sub-section consisted of 6 questions which are aimed at achieving the compliant

UNRA’s awarding of contract is with the PPDA Act. The results were presented in appendix

iii in tables 30, 31,32,33,34 and 35. The abbreviations in caps represent 1. (SA) - Strongly

Agree, 2. (A)-Agree, 3. (N)-Neutral, 4. (A)-Disagree and 5. (SD) - Strongly disagree as

tabulated in table 5 below;

31

Table 5: how compliant UNRA’s awarding of contract with the PPDA Act

Item SA A N D SD

UNRA undertakes a post-qualification to determine whether the

best evaluated bidders has the capability and resources to

effectively carryout the contract.

34.0 00 8.0 54.0 4.0

In case of negotiations, UNRA conducts them in accordance with

the PPDA regulations.

10.0 8.0 8.0 36.0 38.0

Membership of the negotiation team is recommended by the PDU. 10.0 12.0 10.0 20.0 48.0

The Chairperson of the negotiation team is selected from among

the members.

8.0 10.0 10.0 36.0 36.0

The recommendation for award of a contract is submitted to the

Contracts Committee after completion of the evaluation process

and any post qualification and negotiation process.

12.0 16.0 10.0 36.0 26.0

UNRA within 5 working days of the decision of the Contracts

Committee to award a contract display a notice of best evaluated

bidder using a format provided for by the PPDA Act.

16.0 10.0 10.0 38.0 26.0

From the table 5 above on compliant is UNRA’s awarding of contract with the PPDA Act

results indicate that the majority of the respondents (54%) strongly disagreed that UNRA do

not award contracts to the qualified contractors because they do not undertake a post-

qualification to determine whether the best evaluated bidders has the capability and resources

to effectively carryout the contracts. 38% and 36% of the respondents also disagreed and

strongly disagreed that, in case of negotiations, UNRA do not conduct them in accordance

32

with the PPDA regulations. This has been evidenced in table 5 above and in tables 30 and 31

in appendix iii.

Field result further revealed that, 48% and 36% of the respondents strongly disagreed and

disagreed that memberships of the negotiation team in UNRA are not recommended by the

PDU and the chairpersons of the negotiation team are not selected from among the members

respectively as present table 5 above. Despite the lowest percentages of 10% and equivalent

10% of the respondents were neutral to the statements as presented in tables 32 and 33 of the

study result in appendix iii.

From the finding there were various information collected from the respondents through

interview schedule for example, the information on how UNRA undertake a post-

qualification to determine whether the best evaluated bidder has the capacity and resources to

effectively carry out the contract.

According to UNRA contract officer he said that, negotiations of awarding of Contract, in

UNRA are conducted in accordance with the PPDA regulation. He further said that awarding

of contract is done to members and none members. During the period of the contract, the

clients must ensure that all contractors or subcontractor personnels who may have access to

any classified or protected information, assets or sensitive work sites, or to government

systems are identified as working under the contract and that their security status has been

verified . The contracting officer assist in this process as required. Recommendation for

award of a contract submitted to the contract committee after completion of the evaluation

process and any post-qualification and negotiation process. UNRA within 5 working days of

the decision of the contract committee to award a contract, display a notice of the best bidder

using a format provide for in the PPDA Act’’.

33

CHAPTER FIVE: DISCUSSION OF RESULTS, CONCLUSIONS AND

RECOMMENDATIONS

5.1 Introduction

This chapter presents the discussion of the findings and conclusions from the study. It

attempts to compare and contrast the findings and what scholarly works have said before

5.2 Discussions on how ccompliant UNRA’s Request for Quotation is with the PPDA

Act.

According to UNRA, bids must be evaluated in accordance with the evaluation criteria

established in the bid solicitation. Even though the onus is on bidders to submit clear and

well-organized bids, they must be reviewed with diligence and thoroughly to ensure that all

essential information is covered. 76% of the respondents agreed that in many occasions,

solicitation of documents in UNRA state the period within which a bid document is to remain

open to allow those particularly interested in request for quotation with UNRA to do so

within the specified time period. 72% of the respondents disagreed that, the bid security

provisions are not included in the solicitation document. These findings are in line with that

of Duncombe (2007) who pointed out that, Request for Quotation (RFQ) is the term which

commonly used by purchasers when inviting suppliers and subcontractors to bid on projects

or products. Normally the RFQ is a document containing all necessary information for the

suppliers to give their quote. The document makes it obvious that several suppliers are

invited to bid on the products and in that way create potential for competitive bids. RFQs are

especially suitable for products that are standardized or produced in repetitive quantities.

Therefore, it is wise to include all the technical and commercial demands that are possible in

the documents. It is also important to note that, evaluators in UNRA must not use criteria or

34

factors not included in the bid solicitation or derive conclusions from information contained

in bids that may prove wrong. Whenever possible, the same evaluators should evaluate all

bids. When evaluating bids, evaluators must consider all vital information provided in the

bid, and must not base their evaluation on undisclosed criteria.

5.3 Discussion on how compliant UNRA’s selection of bidders is with the PPDA Act.

Some scholars have argued that for procurement process especially in UNRA to be effective

there is need for the authority to reject a bid/offer/arrangement, under the applicable

section entitled Rejection of Bid for evaluating the bids/offers/arrangements, except that in

the case of bids/offers/arrangements being considered for rejection in accordance with PPDA

act where the authority to reject a bid/offer/arrangement rests with the appropriate director

general. The findings is similar with that of Cerbi & Bayraktar (2003) noted that, the supplier

is one of the most important decision making problems since selecting the right suppliers

significantly reduces the purchasing costs and improves corporate competitiveness.

The study revealed that, the bidder must have the financial capability to fulfil the

requirements of the contracts. Treasury Board (TB) Policy states "firms considered qualified

are those which have the technical, financial and managerial competence to discharge the

contract. Contracting officers are responsible for verifying this information, prior to entering

into a contract" and contracting officers must consult with the Cost and Price Analysis Group

in the Policy, Risk, Integrity and Strategic Management Sector, during the evaluation of

bids/offers/arrangements, to determine what financial information may be required from the

Bidder/Offer/Supplier. This is in line with that of Aissaoui et al (2007) who compliments this

view when they assert that, overall, there are two salient viewpoints in literature: The most

important procurement decision is undoubtedly selecting maintaining close relationship with

35

a few, albeit reliable and high quality vendors to reduce product costs while maintaining

excellent product quality and consumer services.

Worthwhile to note is that at the same UNRA, results showed that majority of respondents

disagreed with most of the statements in attempt to evaluate the procurement process in

UNRA. Therefore, supply arrangement authorities should note that since the statement of

work or requirement cannot be adequately defined in advance, only a preliminary review of

the supplier's financial viability will be conducted for the sole purpose of pre-qualifying

suppliers for supply arrangements. The findings are in line with that of Aissaouni et al (2007)

who observe that, decision makers are facing different procurement situations that lead to

different decision. Consequently, in order to make the right choice, the procurement process

should start with finding out exactly what who want to achieve by selecting a supplier.

However, a complete review of the bidder's financial capability may be required for

subsequent requirements issued under the supply arrangement; therefore, supply arrangement

authorities must include clauses of the PPDA act in all bid solicitation of documents.

5.4 Discussions on how compliant UNRA’s awarding of contract is with the PPDA Act

Results from the research indicate that UNRA undertakes a strategic decision in accordance

with PPDA act that before contract award, contracting officers must advise suppliers that, if

they are non compliant to the requirements of the Federal Contractors Program for

employment equity, they will not be awarded a contract except under limited circumstances.

Particular care is required where bid validity period may require extension. This is in line

with that of UNRA report, (2012), which revealed that, the contract includes the programme

of requirements, the terms and conditions and the agreed pricing. Once the contract has been

concluded its content has to be communicated to the parties in the organization that will be

affected by the new contract.

36

The finding revealed that, the time of contract award/issuing of a Standing Offer, the

Contracting/Standing Offer Authority is to verify the accuracy of such certification using

Federal Contractors Program. If the name of the bidder/offer or, or even only one name

within a bidder’s/offer’s or list of members of the bidder/offer is a joint venture, appears on

the list then the bid/offer is non-responsive. The Policy, Risk, Integrity and Strategic

Management Sector need to inform Standing Offer Authorities if any offer or gets added to

the "FCP Limited Eligibility to Bid" list.

5.5 Conclusion

In reference to the research objectives set, the researcher concludes that the client is

responsible for the evaluation of the technical portion of the bids, where applicable, the

management portion. Board members are responsible for the evaluation of the contractual

terms and conditions and the financial portion of the bids. The Bids must meet all the

mandatory requirements and criteria set out in the bid solicitation. That Bids that fail to meet

a mandatory requirement (such as a bid bond or any information or document) or any other

mandatory evaluation criteria (technical, financial or other) will be declared non-responsive.

Findings revealed that the contracting officers need to take advantage of the knowledge of

specialists or subject matter experts. In some cases, third parties may be invited to assist in

evaluating bids, for example, scholars and other experts. When third parties will be involved,

bidders must be advised in the bid solicitation. In general, third parties participating in the

evaluation, or in the bid preparation, must sign a non-disclosure agreement and a conflict of

interest agreement before such participation.

There is need for awarding contracts committee UNRA to be available to provide guidance

in their areas of expertise, whenever it would be helpful and/or appropriate in making a

recommendation or confirming a decision. From the study it was revealed that subject matter

37

experts/specialists include: legal services, Access to Information and Privacy officers,

contract quality control officers, cost analysts and risk management advisors, auditors, policy

authorities, green procurement specialists, ethics officers, Human Resources authorities,

commodity team leaders, client engagement officers, experienced contracting officers,

industry/association representatives, etc.

Whereas the above findings on UNRA’s selection of bidders with the PPDA Act were

evident, the research also found out that if bid security is obtained, it must be held until the

terms of the security are fulfilled, including award of a contract and/or expiration of the bid

validity period. The study revealed that a bidder submits a bid, which includes insufficient

security, that is, less than the exact financial security stipulated, or none at all, the bid will be

considered non-responsive and security deposits in the form of government guaranteed bonds

with coupons are not acceptable unless all coupons that are not matured at the time the

security deposit is provided and attached to the bonds.

Board committee will hold any government guaranteed bonds, bills of exchange, irrevocable

standby letters of credit until the terms of the security are fulfilled. This is compounded by

the fact that there is no enabling law governing procurement process. UNRA uses the Public

Procurement Disposal of Public Assets Act (PPDA Report 2003) where it’s a requirement for

signatures on many documents as they move from one level to another,

5.6 Recommendations

Due to the processes, competencies and resources needed, and to avoid previous experiences,

UNRA should adopt new strategic means of awarding contracts and selection of bidders in

the organisation. This will help to minimize risk associated with adopting a new measure at

full scale and will facilitate acquiring of new expertise which will enable UNRA to operate a

fully fledged procurement process system.

38

Procurement process systems should be made part and partial of the decision making as a

way of availing reliable information in the organizations. Where top managers,

commissioners and department heads should seek to adopt the most appropriate technology

that will aid the whole organization to achieve its objectives.

Awarding of contacts and recognition systems for staff and suppliers who have embraced

procurement process to encourage innovations. Therefore, UNRA should ensure that the

embracement of Procurement process assists in establishing better working relationships

between employees, employers and suppliers.

The benefits that accrue from application of requesting for quotation process should be

adequately analyzed and communicated across the PDU departments and other board

members.

The supplier’s performance should be assessed and reported to the performance management

system that supports any contractor/consultant prequalification schemes. Selection of bidders

and the service provided in UNRA should be assessed to determine whether contracts are

given to rightful people.

There is need for evaluating and awarding contracts to bidders in accordance with the

requirements of the Bidding Document especially where matters have been drawn to their

attention of the non compliance of a bid to a material requirement such as bid validity.

There is need to ensure that, any extension of the period of bid validity should complies with

PPDA Regulation to avoid contradiction in the system.

39

5.7 Areas for Further Research

The researcher suggests that future researcher could exploit the following areas for a more

generalized study;

The effect of evaluation in awarding contracts in Uganda National Road Authority.

The impact of procurement process in adopting the relationship between UNRA PPDA act

and bidders.

40

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44

APPENDIX 1: Questionnaires

Dear Respondent,

I Obote Wesley Mosley, a final year student of Makerere University, pursuing a degree of

Master of Business Administration. I am hereby conducting a study on Evaluating

Procurement Processes at Uganda National Roads Authority (UNRA). Any information

provided will be treated with utmost confidentiality and shall be strictly used for academic

purposes.

Section A: Demographic Characteristics

1. Highest Academic Quantification Attained.

PhD Masters First Degree Diploma

2. Position of the Respondent

Chairman of the Board Non Executive Director

Secretary to the Board Member of the Top Management

Others please Specify……………………………………

3. How long have you worked in this position (job)

(a) 1-2 years (b) 3-5 years (c) 6-7 years (d) over 7 years

45

Please tick (√) appropriately your response with respect to the statements below

regarding Evaluating procurement processes at UNRA

1 2 3 4 5

Strongly agree Agree Not sure Disagree Strongly disagree

Section B: Compliance of UNRA’s request for quotation with

the PPDA Act

1 2 3 4 5

1. UNRA holds pre-bid meetings with service providers.

2. Bid documents have clear specifications.

3. Solicitation documents state the period within which a bid document is

to remain open.

4. Bid security provisions are included in the solicitation documents.

5. Conditions for forfeiture of bid security are specified in the bid

documents.

6. The bidding currency is stipulated in the bid documents.

7. Instructions on the method of submission are stated in the bid

documents.

8. The instructions for withdrawal, replacement and modification of bids

are included.

9. The methods for receipt of bids and bid closing are included.

10. The bid closing period is clearly stated.

11 There are provisions that the bidder has access to the bid box at all

times during working hours until the closing deadline.

12 Notification to bidders of bid opening is provided for.

46

13 The information to be read out during bid opening is clear.

14

The procedure for bid opening ensures provision of a required room;

sufficient staff; a member of the Contracts Committee present; forms

and check list.

15 The process of bid opening is conducted in full view of the

representatives of bidders.

17 Bids are kept in a secure place after they are opened.

18 A mechanism for receiving complaints of the bidding process is

provided for.

Section C: Compliance of UNRA’s selection of bidders with the PPDA

Act.

1 2 3 4 5

1 An Evaluation Committee is appropriately constituted to conduct each

evaluation exercise.

2 The Chairperson of the Evaluation Committee is selected from among the

members.

3 Minutes of the Evaluation Committee are written to reflect a true record

of the proceedings.

4 Disagreements on any of the decisions taken during the evaluation

exercise are appropriately resolved.

5 Evaluation reports are signed by all members of the evaluation committee.

6 The PDU is consulted on significant disagreements likely to substantially

affect the results of an evaluation.

7 The evaluation is conducted using the evaluation criteria stated in the

solicitation document without any amendments or additions.

8 All the stages of the evaluation are clearly followed i.e. preliminary

examination; detailed evaluation and financial comparison.

9 The evaluation is conducted in accordance with the methodology stated in

the solicitation documents.

10 A written evaluation report is submitted to the PDU after the process.

47

Section D. Compliance of UNRA’s award of contract with the

PPDA Act.

1 2 3 4 5

1 UNRA undertakes a post-qualification to determine whether the best

evaluated bidders has the capability and resources to effectively

carryout the contract.

2 In case of negotiations, UNRA conducts them in accordance with the

PPDA regulations.

3 Membership of the negotiation team is recommended by the PDU.

4 The Chairperson of the negotiation team is selected from among the

members.

5 The recommendation for award of a contract is submitted to the

Contracts Committee after completion of the evaluation process and

any post qualification and negotiation process.

6 UNRA within 5 working days of the decision of the Contracts

Committee to award a contract display a notice of best evaluated

bidder using a format provided for by the PPDA Act.

Thank you very much for your cooperation

48

APPENDIX 11: Interview Schedule for the Respondents

Request for Quotation

1. How does UNRA hold pre-bid meeting with potential Suppliers?

2. Briefly explain how the solicitation documents state the period within which a bid is

to remain open?

3. How does bidding currency stipulated in the request for quotation?

4. Describe how bid closing period stated in the request for quotation?

5. Briefly describe the provisions to ensure that a bidder has access to the bid box at all

time during working hours until the closing dateline?

6. Briefly show how notifications to bidders of bid opening provided for in the request

for quotation?

7. Briefly explain the mechanism for receiving complaints on the bidding process?

Selection of Bidders

8. Can you please evaluation of bids conducted in accordance with the methodology and

criteria stated in the solicitation document?

9. Briefly explain how evaluation committee appropriately constituted to conduct the

exercise?

10. Briefly describe how PDU consulted on significant disagreements likely to

substantially affect the results of an evaluation?

11. Can you please show how evaluation criteria used in selection of bidders stated in the

solicitation documents?

12. Briefly show how evaluation in selection of bidders conducted using evaluation

criteria stated in the solicitation documents without amendments or additions?

49

13. Describe how all the stages of the evaluation clearly followed i.e. preliminary

examination, detailed evaluation and financial comparison?

Awarding of Contract

14. Briefly describe how UNRA undertake a post-qualification to determine whether the

best evaluated bidder has the capacity and resources to effectively carry out the

contract?

15. Briefly explain whether negotiations of awarding of Contract, is conducted in

accordance with the PPDA regulation?

16. Briefly describe how membership of the negotiation team recommended by the PDU?

17. Explain how recommendation for award of a contract submitted to the contract

committee after completion of the evaluation process and any post-qualification and

negotiation process?

18. Briefly describe how UNRA within 5 working days of the decision of the contract

committee to award a contract, display a notice of the best bidder using a format

provide for in the PPDA Act?

Thank you very much for your cooperation

50

Appendix 1I1

Results of the findings

Section A: Demographic Characteristics

Table 1: Highest Academic Qualification Attained.

Frequency Percent Valid Percent Cumulative Percent

Valid PhD 7 14.0 14.0 14.0

Masters 16 32.0 32.0 46.0

First Degree 23 46.0 46.0 92.0

Diploma 4 8.0 8.0 100.0

Total 50 100.0 100.0

Table 2: Position of the Respondent

Frequency Percent Valid Percent Cumulative Percent

Valid Chairman of the Board 1 2.0 2.0 2.0

Non Executive Director 14 28.0 28.0 30.0

Secretary to the Board 2 4.0 4.0 34.0

Member of the Top

Management 33 66.0 66.0 100.0

Total 50 100.0 100.0

Table 3: How long have you worked in this position (job)

Frequency Percent Valid Percent Cumulative Percent

Valid 1-2 years 3 6.0 6.0 6.0

3-5 years 10 20.0 20.0 26.0

6-7 years 15 30.0 30.0 56.0

over 7 years 22 44.0 44.0 100.0

Total 50 100.0 100.0

51

Section B: Compliance of UNRA’s request for quotation with the PPDA Act

Table 4: UNRA holds pre-bid meetings with service providers.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 5 10.0 10.0 10.0

agree 4 8.0 8.0 18.0

Neutral 5 10.0 10.0 28.0

Disagree 17 34.0 34.0 62.0

Strongly Disagree 19 38.0 38.0 100.0

Total 50 100.0 100.0

Table 5: Bid documents have clear specifications.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly Agree 20 40.0 40.0 40.0

Agree 18 36.0 36.0 76.0

Neutral 3 6.0 6.0 82.0

Disagree 5 10.0 10.0 92.0

Strongly Disagree 4 8.0 8.0 100.0

Total 50 100.0 100.0

Table 6: Solicitation documents state the period within which a bid document is to

remain open.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly Agree 17 34.0 34.0 34.0

Agree 21 42.0 42.0 76.0

Neutral 5 10.0 10.0 86.0

Disagree 4 8.0 8.0 94.0

Strongly Disagree 3 6.0 6.0 100.0

Total 50 100.0 100.0

Table 7: Bid security provisions are included in the solicitation documents.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly Agree 4 8.0 8.0 8.0

Agree 5 10.0 10.0 18.0

Neutral 3 6.0 6.0 24.0

Disagree 16 32.0 32.0 56.0

Strongly disagree 22 44.0 44.0 100.0

52

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly Agree 4 8.0 8.0 8.0

Agree 5 10.0 10.0 18.0

Neutral 3 6.0 6.0 24.0

Disagree 16 32.0 32.0 56.0

Strongly disagree 22 44.0 44.0 100.0

Total 50 100.0 100.0

Table 8: Conditions for forfeiture of bid security are specified in the bid documents.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly Agree 3 6.0 6.0 6.0

Agree 7 14.0 14.0 20.0

Neutral 2 4.0 4.0 24.0

Disagree 17 34.0 34.0 58.0

Strongly Disagree 21 42.0 42.0 100.0

Total 50 100.0 100.0

Table 9: The bidding currency is stipulated in the bid documents.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 24 48.0 48.0 48.0

agree 17 34.0 34.0 82.0

Neutral 3 6.0 6.0 88.0

Disagree 4 8.0 8.0 96.0

Strongly Disagree 2 4.0 4.0 100.0

Total 50 100.0 100.0

Table 10: Instructions on the method of submission are stated in the bid documents

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 24 48.0 48.0 48.0

agree 16 32.0 32.0 80.0

Neutral 2 4.0 4.0 84.0

Disagree 4 8.0 8.0 92.0

Strongly Disagree 4 8.0 8.0 100.0

Total 50 100.0 100.0

53

Table 11: The instructions for withdrawal, replacement and modification of bids are

included.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 2 4.0 4.0 4.0

agree 4 8.0 8.0 12.0

Neutral 2 4.0 4.0 16.0

Disagree 22 44.0 44.0 60.0

Strongly Disagree 20 40.0 40.0 100.0

Total 50 100.0 100.0

Table 12: The methods for receipt of bids and bid closing are included.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 18 36.0 36.0 36.0

agree 16 32.0 32.0 68.0

Neutral 5 10.0 10.0 78.0

Disagree 8 16.0 16.0 94.0

Strongly Disagree 3 6.0 6.0 100.0

Total 50 100.0 100.0

Table 13: The bid closing period is clearly stated.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly Disagree 4 8.0 8.0 8.0

agree 3 6.0 6.0 14.0

Neutral 3 6.0 6.0 20.0

Disagree 21 42.0 42.0 62.0

Strongly Disagree 19 38.0 38.0 100.0

Total 50 100.0 100.0

Table 14: There are provisions that the bidder has access to the bid box at all times

during working hours until the closing deadline.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 6 12.0 12.0 12.0

agree 5 10.0 10.0 22.0

Neutral 2 4.0 4.0 26.0

Disagree 19 38.0 38.0 64.0

Strongly Disagree 18 36.0 36.0 100.0

Total 50 100.0 100.0

54

Table 15: Notification to bidders of bid opening is provided for.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 25 50.0 50.0 50.0

agree 17 34.0 34.0 84.0

Neutral 2 4.0 4.0 88.0

Disagree 3 6.0 6.0 94.0

Strongly Disagree 3 6.0 6.0 100.0

Total 50 100.0 100.0

Table 16: The information to be read out during bid opening is clear.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 5 10.0 10.0 10.0

agree 4 8.0 8.0 18.0

Neutral 3 6.0 6.0 24.0

Disagree 21 42.0 42.0 66.0

Strongly Disagree 17 34.0 34.0 100.0

Total 50 100.0 100.0

Table 17: The procedure for bid opening ensures provision of a required room;

sufficient staff; a member of the Contracts Committee present; forms and check list.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 8 16.0 16.0 16.0

agree 6 12.0 12.0 28.0

Neutral 4 8.0 8.0 36.0

Disagree 18 36.0 36.0 72.0

Strongly Disagree 14 28.0 28.0 100.0

Total 50 100.0 100.0

Table 18: The process of bid opening is conducted in full view of the representatives of

bidders.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 26 52.0 52.0 52.0

agree 15 30.0 30.0 82.0

Neutral 2 4.0 4.0 86.0

Disagree 5 10.0 10.0 96.0

Strongly Disagree 2 4.0 4.0 100.0

Total 50 100.0 100.0

55

Table 19: Bids are kept in a secure place after they are opened.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 11 22.0 22.0 22.0

agree 22 44.0 44.0 66.0

Neutral 4 8.0 8.0 74.0

Disagree 7 14.0 14.0 88.0

Strongly Disagree 6 12.0 12.0 100.0

Total 50 100.0 100.0

Table 20: A mechanism for receiving complaints of the bidding process is provided for.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 6 12.0 12.0 12.0

agree 4 8.0 8.0 20.0

Neutral 2 4.0 4.0 24.0

Disagree 23 46.0 46.0 70.0

Strongly Disagree 15 30.0 30.0 100.0

Total 50 100.0 100.0

Section C: Compliance of UNRA’s selection of bidders with the PPDA Act.

Table 21: An Evaluation Committee is appropriately constituted to conduct each evaluation exercise

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 15 30.0 30.0 30.0

agree 22 44.0 44.0 74.0

Neutral 2 4.0 4.0 78.0

Disagree 5 10.0 10.0 88.0

Strongly Disagree 6 12.0 12.0 100.0

Total 50 100.0 100.0

Table 22: The Chairperson of the Evaluation Committee is selected from among the

members.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 5 10.0 10.0 10.0

agree 10 20.0 20.0 30.0

Neutral 2 4.0 4.0 34.0

Disagree 18 36.0 36.0 70.0

Strongly disagree 15 30.0 30.0 100.0

Total 50 100.0 100.0

56

Table 23: Minutes of the Evaluation Committee are written to reflect a true record of

the proceedings.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 4 8.0 8.0 8.0

agree 8 16.0 16.0 24.0

Neutral 3 6.0 6.0 30.0

Disagree 13 26.0 26.0 56.0

Strongly Disagree 22 44.0 44.0 100.0

Total 50 100.0 100.0

Table 24: Disagreements on any of the decisions taken during the evaluation exercise

are appropriately resolved

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 8 16.0 16.0 16.0

agree 7 14.0 14.0 30.0

Neutral 3 6.0 6.0 36.0

Disagree 18 36.0 36.0 72.0

Strongly Disagree 14 28.0 28.0 100.0

Total 50 100.0 100.0

Table 25: Evaluation reports are signed by all members of the evaluation committee

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 22 44.0 44.0 44.0

agree 18 36.0 36.0 80.0

Neutral 3 6.0 6.0 86.0

Disagree 4 8.0 8.0 94.0

Strongly Disagree 3 6.0 6.0 100.0

Total 50 100.0 100.0

Table 26: The PDU is consulted on significant disagreements likely to substantially

affect the results of an evaluation.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 4 8.0 8.0 8.0

agree 6 12.0 12.0 20.0

Neutral 2 4.0 4.0 24.0

Disagree 29 58.0 58.0 82.0

Strongly Disagree 9 18.0 18.0 100.0

Total 50 100.0 100.0

57

Table 27: The evaluation is conducted using the evaluation criteria stated in the

solicitation document without any amendments or additions.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 17 34.0 34.0 34.0

agree 19 38.0 38.0 72.0

Neutral 4 8.0 8.0 80.0

Disagree 7 14.0 14.0 94.0

Strongly Disagree 3 6.0 6.0 100.0

Total 50 100.0 100.0

Table 28: All the stages of the evaluation are clearly followed i.e. preliminary

examination; detailed evaluation and financial comparison.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 7 14.0 14.0 14.0

agree 8 16.0 16.0 30.0

Neutral 4 8.0 8.0 38.0

Disagree 25 50.0 50.0 88.0

Strongly Disagree 6 12.0 12.0 100.0

Total 50 100.0 100.0

Table 29: The evaluation is conducted in accordance with the methodology stated in the

solicitation documents.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 5 10.0 10.0 10.0

agree 9 18.0 18.0 28.0

Neutral 2 4.0 4.0 32.0

Disagree 27 54.0 54.0 86.0

Strongly disagree 7 14.0 14.0 100.0

Total 50 100.0 100.0

Table 30: A written evaluation report is submitted to the PDU after the process.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 26 52.0 52.0 52.0

agree 14 28.0 28.0 80.0

Neutral 4 8.0 8.0 88.0

Disagree 3 6.0 6.0 94.0

Strongly Disagree 3 6.0 6.0 100.0

Total 50 100.0 100.0

58

Section D. Compliance of UNRA’s award of contract with the PPDA Act

Table 31: UNRA undertakes a post-qualification to determine whether the best

evaluated bidders has the capability and resources to effectively carryout the contract.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 2 4.0 4.0 4.0

Neutral 4 8.0 8.0 12.0

Disagree 27 54.0 54.0 66.0

Strongly Disagree 17 34.0 34.0 100.0

Total 50 100.0 100.0

Table 32: In case of negotiations, UNRA conducts them in accordance with the PPDA

regulations.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 5 10.0 10.0 10.0

Strongly agree 4 8.0 8.0 18.0

Neutral 4 8.0 8.0 26.0

Disagree 18 36.0 36.0 62.0

Strongly Disagree 19 38.0 38.0 100.0

Total 50 100.0 100.0

Table 33: Membership of the negotiation team is recommended by the PDU

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 5 10.0 10.0 10.0

agree 6 12.0 12.0 22.0

Neutral 5 10.0 10.0 32.0

disagree 10 20.0 20.0 52.0

Strongly disagree 24 48.0 48.0 100.0

Total 50 100.0 100.0

Table 34: The Chairperson of the negotiation team is selected from among the

members.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 4 8.0 8.0 8.0

agree 5 10.0 10.0 18.0

Neutral 5 10.0 10.0 28.0

59

disagree 18 36.0 36.0 64.0

Strongly disagree 18 36.0 36.0 100.0

Total 50 100.0 100.0

Table 35: The recommendation for award of a contract is submitted to the Contracts

Committee after completion of the evaluation process and any post qualification and

negotiation process.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 6 12.0 12.0 12.0

agree 8 16.0 16.0 28.0

Neutral 5 10.0 10.0 38.0

disagree 18 36.0 36.0 74.0

Strongly disagree 13 26.0 26.0 100.0

Total 50 100.0 100.0

Table 36: UNRA within 5 working days of the decision of the Contracts Committee to

award a contract display a notice of best evaluated bidder using a format provided for

by the PPDA Act.

Frequency Percent Valid Percent Cumulative Percent

Valid Strongly agree 8 16.0 16.0 16.0

agree 5 10.0 10.0 26.0

Neutral 5 10.0 10.0 36.0

disagree 19 38.0 38.0 74.0

Strongly disagree 13 26.0 26.0 100.0

Total 50 100.0 100.0