Procurement Services

This Procurement  Services Department is meant to transform Procurement to support the Ministry of Health and Child Care National Health  Strategic plan whilst operating within a challenging economic, legislative and regulatory environment in line with the Public Procurement and Disposal of Public Assets Act [Chapter 22:23] and its related regulations as amended from time to time. 

Procurement Mission Statement : 

To provide professional, transparent, auditable, efficient, legally acceptable and timely procurement services to clients in a manner that ensures value for money which in turn supports the strategic aims of the Ministry of Health and Child Care and its state enterprises including related organisations.

VISION

To be an excellent provider of procurement services to MOHCC and related entities.

MISSION

To provide professional, transparent, auditable, efficient, legally acceptable and timely procurement services to clients in a manner ensures value for money which in turn supports the strategic aims of the Ministry of Health and Child Care and its state enterprises including related organisations.

MAIN OBJECTIVES OF THE PROCUREMENT SERVICES DIRECTORATE

The Directorate’s aim is to:

1. Provide the best value for money in the timely delivery of goods, service and capacity to enable our programmes/departments/units to execute their duties and achieve their objectives.
2. Develop and implement Procurement Policies, Procedures and Guidelines to ensure fairness, transparency, efficiency and economy in MOHCC procurement undertakings.
3. Instigate effective procurement planning and preparation of adequate specifications; tendering, evaluation of bids and contract award for the procurement of standard and non-standard materials
4. Administer and manage Procurement related contracts and ensure compliance to the same by suppliers and vendors.
5. Coordinate procurement of works, services and goods for purposes of ensuring compliance with the Public Procurement and Disposal of Public Assets Act [Chapter 22:23].
6. Facilitate the disposal of Public Assets by ensuring that the evaluation process and approval of the commodities to be disposed of are done on time

GENERAL PROCUREMENT PRINCIPLES (ACT AND OTHER INTERNATIONAL BEST PRACTICES) 

1. Professionalism
2. Competition
3. Accountability
4. Transparency
5. Value for Money
6. Efficiency & Effectiveness
7. Fairness
8. Integrity

Competition – Competition among suppliers should be encouraged in the most efficient and effective way.

Efficiency & Effectiveness– Efficiency and effectiveness should be sought in the procurement process to secure value for money for the procurement entity.

Fairness/ Non Discrimination – Act fairly during the whole procurement lifecycle without imposing unnecessary burdens or constraints on suppliers or potential suppliers. Avoid any preferential treatment to the specific supplier or potential supplier.

Objectivity/Integrity/ Honesty – Declare any conflict of interest that affects or appears to affect their judgment; Reject gifts, hospitality and benefits of any kind from a supplier or a potential supplier, which might be reasonably seen to compromise objectivity or integrity.

Transparency – Ensure equal conditions and accessibility to all economic operators, by informing them in an open and transparent way.

Accountability – Be accountable for the responsibilities assigned to procurement officers, as well as for the decisions made, mantaining the appropriate records.

Confidentiality/ Accuracy of Information/ Protection of Intellectual Property – Respect the confidentially of information acquired in the course of performing their duties and not disclose any such information without having proper and legitimate authority to do so.

Conformity to the Laws Serving the Public Interest/ Responsiveness – Conform to the national legislation, as well as to other requirements and commitments regarding public procurement. Serve the public interest and act with responsiveness in using the taxpayers’ money.

Professionalism – Work to a high standard of professionalism by complying with the legislation in force and applying the best practices and abiding by the code of ethics

“Green Procurement (Sustainable Procurement)”- Exploit the opportunities to incorporate environmental considerations and issues in each stage of the procurement lifecycle. 

 SCOPE OF MOHCC PROCUREMENTS

1. Procurement financed from public funds – wholly or partly (Treasury funds)
2. Procurement of goods, works and services
3. Disposal of public assets
4. Procurement financed by funds or loans taken by the Government of Zimbabwe, including foreign aid funds.
5. Donor funds
6. Grants, gratuities

OBJECTIVES OF PERSONNEL IN PUBLIC PROCUREMENT

1. Ensure an open, transparent and compliant process;
2. Achieve continuous improvement on all categories of expenditure through a transparent and fair procurement process;
3. Achieve Value for Money in all procurement activities;
4. Promote equality of opportunity for all businesses and in particular domestic suppliers, Manufacturers and Women-owned businesses
5. Work in partnership with the private sector and other organisations to achieve value for money, quality and effective service delivery;
6. Promote innovation;
7. Encourage environmental and social sustainability through effective procurement policies and practices

MAIN DUTIES/ RESPONSIBILITIES/FUNCTIONS

The Mandate of the directorate is as per the Public Procurement and Disposal of Public Assets Act [Chapter 22:23]

In terms of Section 17 (3) of the Act, the functions of a procurement management unit shall be: –

1. planning the procurement activities of its procuring entity; and
2. securing the adoption of the appropriate method of procurement; and
3. preparing bidding documents in compliance with provisions in or under the Act for the design of contract specifications and the evaluation criteria; and
4. preparing bid notices and short-lists; and
5. managing bidding processes, including pre-bid meetings, clarifications and the receipt and opening of bids; and
6. managing the evaluation of bids and any post-qualification negotiations required; and
7. supervising its procuring entity’s evaluation committee and receiving evaluation reports from the committee and ensuring that they are correct and have been prepared in accordance with the Act; and
8. preparing evaluation reports, including contract award recommendations, where the value of the procurement is less than the prescribed threshold; and
9. submitting all evaluations to its procuring entity’s accounting officer, with confirmation that the procedure followed has complied with the Act; and
10. preparing contract documents and amendments; and
11. managing procurement contracts or overseeing their management; and
12. preparing such procurement reports as may be required by the procuring entity’s accounting officer or the Authority, and exercising any other function conferred or imposed on the unit by or under this Act or by its accounting officer or procuring entity which includes
13. Disposal of Public Assets

In order to do the aforementioned functions, the Directorate will: – 

1. Develop of long, medium and annual procurement plan consistent with National health strategic plan and plans by various Programmes and departments.
2. Serve as the liaison office with the Ministry, its partners and international procurement agencies for the purpose of procuring health and non-health commodities for the MOHCC consistent national and international procurement legislation, aimed at operating within the Public procurement legislation and the MOHCC Procurement Policy and the same time contributing towards the achievement of the corporate objectives of the Ministry.
3. provide and manage quality, fit for purpose, professional purchasing and supplies service to support MOHCC
4. Promote strategic procurement issues across the MOHCC with a view of maximising savings potential by efficient and effective procurement arrangements to reduce costs and make significant contributions to value for money releasing resources to help improve patient care.
5. Plan, coordinate and manage specific supplies related projects by securing best prices/contractual arrangements in the most efficient and cost-effective and quality compliant manner.
6. Investigate, coordinate and manage complex procurement enquiries/projects, provides advice and contributes to corporate reporting as required.
7. Lead and advise project groups on the tender launching process, ensuring tender evaluation and award criteria are robust and followed avoiding the need for a challenge from unsuccessful vendors.

 SERVICES PROVIDED:

1. Managing the bidding processes for formal, informal, competitive, limited special, emergency tenders and direct purchases;
2. Screen and certify suppliers, contractors and consultants for the Ministry of Health and Child Care at all levels;
3. Source and expedite orders;
4. Ensure compliance with the government of Zimbabwe procurement legislation and MOHCC Policy;
5. Develop and manage supplier relationships;
6. Provide contract negotiation, administration and consultation services;
7. Lead the development of Strategic Sourcing relationships;
8. Provide purchasing performance evaluation, benchmarking & reporting;
9. Client Resource – managing and reporting on procurement expenditures;
10. Coordination of cross-functional requirements to leverage the Ministry`s spend;
11. Develop, review and updating procurement process and documentation;
12. Implementation of appropriate procurement tools – PFMS –Material Management, Procurement planning and tracking tool.
13. Facilitation of Establishing and deployment of product standards with the user departments;

KEY RESULTS AREAS

1. Procurement planning
2. Material Management/Actual Procurement
3. Contract Management
4. Disposal of Public Assets 

BENEFITS OF THE PROCUREMENT SERVICES DIRECTORATE

1. Protects the legal interests of the Ministry by understanding the terms and conditions of the purchase order contract and working with suppliers to gain agreement and ensure that all issues related to procurement are handled
2. Works with departments/programme/units in providing accurate material and service costs so that budgets are based on sound numbers and information
3. Works closely with departments/programmes/units/facilities to purchase their requirements legally, ethically, timely, and at the lowest ultimate cost
4. Recommends when, from whom, how much, and the timing of purchases to minimize costs, beat price increases, prevent shortages, and minimize inventory levels
5. Develops requests for bids and proposals that foster the opportunity for qualified suppliers to gain business in a competitive and transparent manner
6. Analyzes volume purchase decisions to ensure inventory carrying costs, transportation expenses, and transaction fees don’t eat up the volume savings.
7. Suggests standardization, consolidation, vertical and horizontal integration, and outsourcing opportunities that improve the organization’s management of goods and services
8.  Conditions suppliers to set up cost-containment efforts and to justify all requests for price increases with documentation
9. Works to ensure that the best suppliers are selected, evaluated, developed, and managed so that the organization also gains value-added opportunities
10. Recommends the right number of suppliers, their locations, and relationship type to best support the success of the Ministry after using market intelligence
11. Aligns supply decisions to support the core competency, critical success factors, business model, vision, mission, objectives, and goals of the ministry while working within the confirms of the Government of Zimbabwe laws 

STRUCTURE OF THE PROCUREMENT DIRECTORATE  

The PMU facilities of the Ministry are in line with the Ministry of Health and Child Care decentralisation of health services. The PMUs operate as independent units reporting to the immediate designate accounting officer but for the purpose of technical procurement issues reports to the Head office -Procurement Services directorate .All MOHCC state enterprise or companies related to MOHCC are answerable to the Permanent seceratary and can refer all procuremet issue through the Directorate . The Permanent seceratary has designated the subnational levels sub accounting responsibilities in line with the decentalisation of health services and devolution agenda. The state enterprise as they have their own CEOs are independent units however and have their own Procurement Management Units.The sub national levels in terms of procurements will be accounting officers but with Regards to Disposal of Public Assets ONLY the Permanent Secretary is responsible for approval.

Figure 1: PMU facilities in MOHCC and Relationships with each other 

PROCUREMENT AT MOHCC SUBNATIONAL LEVEL

There are separate  and independent structures at subnational levels which are informed by the accounting officers at that level.The Sub national levels include the Central  Hospitals , Provincial Hospitals ,District Hosppitals , Mission Hospitals , General Hispitals ,PMD office and DMO office .All these levels are independent PE for all procurement issues except the disposal of Public Assets -which is the sole responsibilities of the Permanent Secretary