Framework for Assessing the Effectiveness of Competitive Tendering Process in Public Works Procurement at Pre-contract Stage in Chad

Competitive Tendering (CT) implementation in Chad is confronted by many challenges despite reforms put in place in 2003 resulting in a very poor performance of government procurement especially in works. Field survey reveals that the lack of effectiveness assessment and management of tendering processes is one of the root causes of this ineffectiveness. Therefore, the study aims at developing a framework for assessing the effectiveness of CT Process in public works procurement at a pre-contract stage with six specific objectives: to appraise the major challenges facing the implementation of CTP, to define the baseline of standard practices, to determine the relevant criteria, to establish Key Measurable Indicators (KMIs), to establish the contributions of critical phases of CTP, and to develop a framework. Designed as a survey, the study adopted deductive approach and a mixed-method (qualitative and quantitative) with questionnaire as primary data collection instrument and desk study. Data were collected from 60 structures including public procurement entities, consulting firms, contractors and sponsors purposively selected through census sampling technique. The simplified Analytic Hierarchy Process (AHP) scale of five points (1, 3, 5, 7 & 9) was used in designing the main part of the questionnaire. Out of the 60 questionnaires administered, 38 valid ones were returned representing 63.32%. The majority of respondents (60.52 %) are construction professionals, highly qualified and having more than 10 years of experience. Data analysis was done by an adapted AHP methodology involving nine steps. The study has established the following main findings: The major challenges confronting CT in Chad are delay, no respect for laws and regulations, corruption, lack of transparency and public accountability, poor performance of structures and staff, and a lengthy process. Thirty-eight (38) standard practices along the five critical phases were identified. The most relevant effectiveness criteria are Transparency and public accountability, Fairness and Equity, Competitiveness, and Compliance. The established KMIs are Time for tender preparation, Advertisement total duration, Number and Nationalities of Bidders, Publicity frequency, Time Performance Index, Number of complaints or requests generated, Cost Estimate Accuracy, Publicity extent, and Approvals Compliance Rate. Planning phase is the first with 0.363 followed by Tender Documentation and Tender Solicitation with 0.261 and 0.161 respectively. With the above findings, a framework was developed consisting of a systematic sequence of six (6) steps involving assessment of elementary effectiveness of the five phases and the overall effectiveness for the whole process. An assessment procedure and a scoring system are proposed and used in an illustrative example. The study concludes that the implementation of the developed framework, the monitoring of the relevant criteria and the mandatory use of defined standard practices at all levels of public works will certainly improve the effectiveness of CT in Chad. The study also demonstrates a practical and successful application of AHP in overall effectiveness assessment in construction project management. Above all, the developed framework has the potential for improving the Effectiveness of CTP in Chad as well as in developing countries. To address research limitations, the study recommends the full implementation of the developed tool by contracting authorities and construction projects managers in Chad as well as further investigations in new areas.

Source: KNUST