1. What are delays in the procurement process?
2. What causes delays in the procurement process?
Some common causes of delays in the procurement process are:
- Failure to properly plan all procurement events and to use the appropriate procurement method.
- Requesting entity fails to submit procurement requests on time consistent with the procurement plan and schedule.
- Technical specifications, scope of work or terms of reference prepared later than scheduled.
- Procuring Entity receives incomplete technical specifications, scope of work or terms of reference.
- Evaluation panel not formed in time to begin the evaluation process as scheduled.
- Evaluation Panel taking more time than allotted to evaluate bids or proposals.
- Protracted contract negotiations.
- Reviewing and approving authority taking more time that allotted to review and comment on documents sent for approval.
3. Why is it important to avoid delays in the procurement process?
Avoiding delays in the procurement process not only saves time and money, it also permits the timely award of contracts. A delayed contract award could cause a chain reaction of delays on other dependent procurements. This is especially important in project procurement management because it could delay the completion of the project.
4. Who is responsible for avoiding delays in the procurement process?
All stakeholders: the procuring entity, evaluation panel members, approving authority, requesting entity, etc., involved in the bidding, evaluation and selection phase are responsible for making every effort to avoid delays in the procurement process. No single department can do this. It has to be a collaborative effort.
5. What can be done to minimize delays in the procurement process?
To minimize delays in the procurement process it’s important to ensure:
- A realistic determination is made of the availability of a market to satisfy the need.
- The appropriate procurement method is assigned to the requirement because this is important for estimating the procurement lead-time.
- The need for external assistance to prepare the technical specifications, scope of work or terms of reference of the requirement has been considered.
- An evaluation panel with the proper technical skills is identified, selected and approved early enough and is available to begin the evaluation process on schedule.
- The approving authority will be available and is committed to reviewing and approving procurement documents within an agreed timeframe.
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