Topic: Public Procurement

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  • 8 Marks

PSAF – Nov 2016 – L2 – Q2a – Public Procurement.

Explain the stages involved in the national competitive tendering process for public procurement.

Competitive tendering is a method of public procurement that seeks tenders from all potential suppliers or contractors to achieve value for money in public procurement. Competitive tendering is carried out in accordance with the competitive tendering procedures under the public procurement law.

Required: Explain FOUR procedures involved in carrying out national competitive tendering for the procurement of goods, services, and works. (6 marks)

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  • 4 Marks

PSAF – Nov 2016 – L2 – Q4a – Public Procurement

Discuss four benefits for an MDA of following due process in public procurement.

Discuss FOUR benefits that an MDA will derive if it follows the due process in public procurement.
(4 marks)

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  • 20 Marks

PSAF – May 2021 – L2 – Q4 – Public Procurement

Outline the composition of the Public Procurement Board as per the Public Procurement (Amendment) Act, 2016.

a) A Procurement Board is established under the Provision of the Public Procurement (Amendment) Act, 2016 (Act 914) with the prime objective of harmonizing the process of Public Procurement in Public Services.

Required:
Outline the Composition of the Public Procurement Board. (4 marks)

b) The Entity Committee of the Social Department intends to acquire the following items:
i) 100 Pickups for offices at the department at the cost of GH¢120,000 each.
ii) Hire a Consultant to train Staff at all its units across the country for a period of 5 weeks at a cost of GH¢6,500,000.
iii) Undertake the construction of offices at a Value of GH¢13,700,000.
iv) Procure 20 Laptops at the cost of GH¢2,400 each.

Required:
Explain the appropriate Procurement methods that should be used to award these contracts (i – iv). (6 marks)

c) Fiscal constraints experienced by countries have resulted in developing new and innovative approaches to the provision and financing of public infrastructure and services. Public-Private Partnership (PPP) framework reflects the Government’s desire to improve the quality, cost-effectiveness, and timely provision of public infrastructure and services in Ghana.

Required:
i) Distinguish between Public Partnership and Public-Private Partnership. (2.5 marks)
ii) Explain FIVE (5) reasons why you would discourage the Government from embarking on Public-Private Partnership. (7.5 marks)

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  • 10 Marks

PSAF – July 2023 – L2 – Q4a – Public procurement

Explain the terms "Unserviceable" and "Surplus" and outline the methods of disposal of public stores and equipment as per the Public Procurement Amendment Act, 2016 (Act 914).

A public sector entity may not dispose of a store item, an equipment, or a plant unless such an item is certified as Obsolete, Unserviceable, or Surplus (Redundant). Disposal of store items can be effected using one of the four methods prescribed by the Public Procurement Amendment Act, 2016 (Act 914).

Required:

i) Explain the terms “Unserviceable” and “Surplus” as contextualized above. (4 marks)

ii) Explain each of the FOUR (4) methods of disposal of public stores and equipment prescribed by the Public Procurement Amendment Act, 2016 (Act 914). (6 marks)

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  • 20 Marks

PSAF – Nov 2020 – L2 – Q4 – Public Procurement | International public sector accounting standards

Explain principles of public procurement and risks associated with procurement in Ghana's public sector. Discuss service concession arrangements under IPSAS 32.

a) Using public money to procure goods, works, and services to provide public services is a frequent but complicated decision of the Head of Procurement entities. It is required that such decisions should go through due process to attain value for money for the public. The Public Procurement laws are embodiments of core principles that govern the entire process. Procurement entities are therefore entreated to promote and secure these core principles in the conduct of public procurements. Non-compliance with these principles embedded in the law increases the risk associated with public procurement.

Required:

i) Explain SIX (6) general principles of public procurement that an officer in charge of procurement of goods, services, and works should consider in line with the Public Procurement Act 2016 (Amendment) Act 914. (6 marks)

ii) Discuss FOUR (4) risks associated with public procurement in the Ghanaian Public Sector. (4 marks)

b) IPSAS 32: Service Concession Arrangements: Grantor establishes the accounting and reporting requirements for the grantor in a service concession arrangement. In these kinds of arrangements, the grantor is a public sector entity. Service Concession arrangements in the public sector are characterized by binding arrangements that involve private sector participation in the development, financing, operation, and/or maintenance of assets used to provide public services. IPSAS 32’s intention is to create symmetry with IFRIC 12: Service Concession Arrangements on relevant accounting issues (that is, liabilities, revenue, and expenses) from the grantor’s point of view.

Required:
i) State and Explain TWO (2) conditions under which a grantor can recognize a Service Concession Asset. (4 marks)

ii) Explain any THREE (3) pieces of information that the grantor shall present and disclose in its Financial Statements. (6 marks)

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  • 10 Marks

PSAF – May 2017 – L2 – Q2b – Public procurement

This question discusses the extent to which procurement entities can choose their procurement methods and evaluates the appropriateness of single sourcing in public procurement.

The Procurement Unit of a government department has drawn up a procurement plan for the current financial year and has submitted it to the entity tender committee. A review of the plan revealed that single sourcing method of procurement is recommended for most of the procurement packages. This raises serious concern from the Entity Tender Committee members, however, the head of procurement entity and the chairman of the entity committee hold a different view. He states that every procurement entity has the liberty to use any method of procurement it deems fit and so the decision to use single sourcing in most of the procurements of the department cannot be challenged by the Entity Tender Committee.

According to the head of procurement entity, the entity tender committee has a limited role in public procurement and therefore the committee should work within its restricted powers and responsibilities. The role of the committee is to approve the selection of suppliers or contractors.

Required:

i) To what extent do you agree with the assertion of the head of procurement that “every procurement entity has the liberty to use any method of procurement it deems fit” in light of the public procurement law. (6 marks)

ii) Explain TWO conditions under which single sourcing may not be an appropriate method of procurement. (4 marks)

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  • 4 Marks

PSAF – May 2016 – L2 – Q3e – Public procurement

This question addresses the procedures established by Local Authorities to control revenue.

Revenue control describes the various checks put in place to ensure that all moneys due are received and accounted for.

Required: Explain FOUR procedures established by Local Authorities to control revenue.

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  • 3 Marks

PSAF – May 2016 – L2 – Q3c – Public procurement

This question asks for the explanation of objectives behind the Public Procurement Reform Programme in Ghana.

The objective of the system of procurement and usage of public supplies and equipment in Ghana is to ensure economy, efficiency, transparency, accountability, and consistency.

Required: Explain THREE other objectives of the Public Procurement Reform Programme.

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  • 6 Marks

PSAF – Nov 2023 – L2 – Q4b – Public procurement

Outlining conditions relevant to the methods for selecting a consultant based on the Public Procurement Act.

Section 72 of Public Procurement Act 2003, Act 663 as amended by section 16 of Act 914 has specified the conditions to be satisfied in choosing a method of selecting a consultant.

Required:
Outline the conditions relevant to the use of the following methods for a consultancy contract:
i) Least Cost
ii) Quality Based
iii) Qualification of Consultants

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  • 4 Marks

PSAF- Nov 2023 – L2 – Q4a -Public procurement

Outline records that a Procurement Entity is required to keep in procurement proceedings.

Section 28 of the Public Procurement Act 2003, Act 663 as amended by Act 914, requires every Procurement Entity to maintain certain basic records of proceedings.
Required:
Outline FOUR (4) records that a Procurement Entity is required to keep in the course of procurement proceedings. (4 marks)

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  • 4 Marks

PSAF – Nov 2019 – L2 – Q4b – Public procurement

Write a memo justifying the use of single source procurement for an X-ray machine component in a public hospital.

You are the Head of Accounts of a large public hospital. A major component of a critical X-Ray machine is damaged and requires immediate replacement. However, the Head of the Procurement Entity who doubles as the Director of the Hospital is insisting that the procurement should be carried through competitive tendering so as not to incur the wrath of the Auditor General. He lamented, “I hate single sourcing because it has too much issues, I don’t want any problem.” Nevertheless, you feel strongly that single sourcing is the most appropriate method of procurement given that the amount involved falls within the threshold authorized by the Public Procurement Act, 2003 (Act 663) as amended by the Public Procurement Amendment Act, 2016 (Act 914).
Required:
As the Chief Accountant, write a memo to the Head of the Entity, justifying the appropriateness of the use of single source method to procure the component of the X-Ray Machine based on the Public Procurement Act, 2003 (Act 663) as amended by the Public Procurement Amendment Act, 2016 (Act 914). 4 marks

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  • 6 Marks

PSAF – Nov 2019 – L2 – Q4a – Public Procurement

Explain the procedure for disposing of vehicles under the Public Procurement Act.

In the recent Auditor General’s Report, your organization has been indicted for mismanagement of public assets contrary to public financial management rules. The auditors found that three (3) Toyota vehicles which have no service potential to the entity (all exceeding 12 years in age) are left at the mercy of the weather without disposing them. At the Public Accounts Committee hearing, members were unhappy with the development and recommended that the entity disposes of the assets immediately in accordance with the provisions of the Public Procurement Act, 2003 (Act 663) as amended by the Public Procurement Amendment Act, 2016 (Act 914). Unfortunately, the Head of the entity seems not to have any clue of how this should be done.

Required:

Write a memo to the Head of the Entity explaining the procedures involved in disposing of the vehicles under the Public Procurement Act 2003 as amended.
(6 marks)

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  • 8 Marks

PSAF – Nov 2019 – L2 – Q3a -Public procurement

Identify and explain four mechanisms to achieve value for money in public sector management.

a) Value for Money (VFM) is derived from the optimal balance of benefits and costs on the basis of total cost of ownership. The nature of public financial management is such that it involves discretionary decision taking on behalf of government at all levels. Value for Money is therefore not a choice of goods or services which is based on the lowest bid price but a choice based on the whole life costs of the project or service.

Required:
Identify and explain FOUR (4) mechanisms that can be used to achieve “value for money” in public sector management. (8 marks)

 

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  • 5 Marks

PSAF – Nov 2017 – L2 – Q2d – Public Procurement

Identify and explain circumstances under which public entities can use private sector procurement practices.

The Ministry of Information has proposed in its annual procurement plan for 2015 to procure some of its goods, works, and services using established private sector or commercial practices permitted by the Public Financial Management (PFM) regulations and laws.

Required:

i) Identify TWO circumstances under which the Ministry can use established private sector or commercial practices to procure goods, works, and services under their budget. (2 marks)

ii) Explain TWO advantages of using established private sector or commercial practices to procure goods, works, and services by a public sector institution. (3 marks)

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  • 5 Marks

PSAF – Nov 2017 – L2 – Q2b – Public Procurement

Recommend steps required for disposing of unneeded stores identified in an audit by the Ministry of Public Works.

The Ministry of Public Works has in a recent audit report identified that the majority of their stores (including vehicles) are no more needed and must be disposed of.

Required: Recommend FIVE steps required to be followed by the Ministry to dispose of their stores. (5 marks)

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  • 6 Marks

PSAF – Nov 2017 – L2 – Q2c – Public Procurement

Explain circumstances where competitive tendering may not be appropriate and suggest alternative procurement methods.

The District Chief Executive (DCE) of Coaltar District Assembly on his appointment has no knowledge in public financial management, including public procurement. Prior to his appointment, he was an ardent listener of the proceedings of the Public Accounts Committee (PAC) of Parliament, and he realized that most heads of departments were often blamed for not using the competitive tendering process in procurement.

On assumption of office, he gave a strong directive that all procurements in the Assembly should go through a competitive tendering process and that not even a pesewa purchase should take place outside this directive. He insisted that public procurement should produce value for money.

Required:
As the District Finance Officer (DFO) of Coaltar District Assembly,
i) Write a memorandum to the new District Chief Executive explaining THREE circumstances under which the directive will not be appropriate. (3 marks)
ii) Suggest any other THREE methods of procurement that may be appropriate and lawful in the absence of a competitive tendering process. (3 marks)

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  • 10 Marks

PSAF – Mar 2023 – L2 – Q4a – Public procurement

Outlines the functions of the Entity Tender Review Committee and discusses the procedure for reviewing its decisions.

Section 20F (7) of the Procurement Act 2003, (Act 663) as amended with (Act 914), provides for the functions of an Entity Tender Review Committee.

Required:
i) Outline FOUR (4) functions of an Entity Tender Review Committee.
(6 marks)

ii) Discuss the basis and the procedure for a review of an Entity Tender Review Committee’s decision.
(4 marks)

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  • 20 Marks

PSAF – March 2024 – L2 – Q4a – Public Financial Management, Public Procurement

Explain procurement irregularities and conditions under which procurement processes can be canceled; discuss PPP risks.

a) In a recent Auditor General’s Report to Parliament, several Ministries Departments and Agencies were cited for various financial management irregularities. Included in the report were Stores and Procurement irregularities covering the following:
i) Uncompetitive Tendering
ii) Unplanned Procurement
iii) Contract splitting

Required:
Explain the above irregularities in the context of the Public Procurement Amendment Act, 2016 (Act 914). (6 marks)

b) Under the procurement laws of Ghana, a procurement entity may for specific and justifiable reasons, cancel the procurement proceedings before the expiry of the deadline for the submission of the tenders.
Required:
Outline FOUR (4) conditions under which a procurement entity may activate this provision under the Public Procurement Amendment Act, 2016 (Act 914). (4 marks)

c) University of Communication is a Public University in Ghana. The University has a student population of about Forty Thousand (40,000). The University is located in a very populous environment, and the community lacks a modern Hospital that could provide good health care for the students and the community at large. Due to financial constraints, the University can currently boast of only one clinic that barely serves the full health needs of the students. The University intends to use the Public-Private Partnership (PPP) arrangement to construct an ultra-modern hospital in the University to provide the full health care of the University community.

In addition to the internally generated fund from the operations of the new hospital, it will also serve as a practical learning centre for the University. In this regard, the University has been approached by Trust Investors Ltd, a private company that intends to construct the ultra-modern hospital in the University to serve these purposes using a Build Operate and Transfer (BOT) arrangement. Negotiations are just at the preliminary stage, and you have been contracted as the consultant to assist the parties to enter into a successful PPP arrangement. The parties are eager to know the inherent risks they are exposed to under such an arrangement.

Required:
Write a report to the parties, outlining THREE (3) risks each that the two parties are exposed to. (10 marks)

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  • 10 Marks

PSAF – Dec 2023 – L2 – Q4a – Public Procurement

Outline the functions of the Head of a Procurement Entity and the Entity Tender Committee of a Municipal Assembly.

or effective management of the procurement process in the public sector of the Republic of Ghana, the Public Procurement (Amendment) Act, 2016 (Act 941) has provided for specific roles of identified procurement structures.

Required:
Outline FIVE (5) functions each of the following identified procurement structures:
i) The Head of a Procurement Entity. (5 marks)
ii) Entity Tender Committee of a Municipal Assembly. (5 marks)

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  • 20 Marks

PSAF – Nov 2018 – L2 – Q5 – Public Procurement

Discuss corporate governance issues in the public sector and best practices for PPP arrangements.

a) Good corporate governance is an important way of ensuring accountability and value for money in the public sector.

Required:
i) State and explain FOUR (4) corporate governance problems in the public sector of Ghana. (6 marks)

ii) Discuss FOUR (4) principles of corporate governance that ensure effective accountability and value for money in the public sector. (6 marks)

b) Public-Private Partnership (PPP) is one of the strategies governments can adopt to bridge the infrastructure gap in developing countries. To account effectively for a PPP arrangement, best practices are recommended in executing the arrangements.

Required:
Discuss FOUR (4) best practices that ensure effective PPP arrangements in the public sector. (8 marks)

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