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ADAMAWA STATE BUREAU OF PUBLIC PROCUREMENT

COMPREHENSIVE PERFORMANCE REPORT FROM INCEPTION TO DATE (IN THE LAST FOUR (4) YEARS),

TABLE OF CONTENT

Page

Cover Page---------i

Table of Content--------ii

1.0Introduction:--------1

1.1Mission Statement: ------1

1.2Vision Statement:-------2

1.3Core Values--------2

2.0Management/Administration-----2

2.1Bureau’s Organizational Chart----3

2.2Board Members -------4

2.3The Bureau’s Staff Disposition----5

2.4Bureau’s Staff List-------6

3.0Procurement Department-----7

3.1Ministries, Departments & Agencies (MDAs) Organizational Chart-----8

3.2Circular for Domestication of the Establishment of Procurement Cadre in the State----9

3.3Essential Steps in Public Procurement---10

3.4Criteria for Lowest Evaluation Bidder---12

4.0Registration/Classification and Categorization of Contractors--------12

4.1Categorization--------13

4.2Method of Payment-------13

Page

5.0Applicable Thresholds for State LGAs ---14

6.0Legal Department -------16

7.0Account Department------17

8.0Store Unit of the Bureau-----18

8.1General Office Inventory List as from 2014 to date 18

8.1.1 Director General’s Office-----18

8.1.2 Secretary/Legal Office------19

8.1.3 Director Procurement Office-----20

8.1.4 Director Corporate Services/Admin Office--21

8.1.5 Director/Head of Media Office----21

8.1.6 Board Room--------22

8.1.7 Senior Admin Officer’s Office----22

8.1.8 Confidential Secretary Office-----23

8.1.9 Data Processing Office------23

8.1.10 Open Registry-------24

8.1.11 General Parlor/Waiting Room----24

8.1.12 ICT/MIS Office-------25

8.1.13 Accountant Office------26

8.1.14 Stores/Audit Office------26

8.1.15 Outside Premises of the Bureau----27

9.0Media/Public Relation Department---27

10.0 Information & Communication Technology--28

Page

11.0 Training/Capacity Building-----28

12.0Achievement --------30

13.0Awards/Honors-------33

14.0Challenges --------34

15.0Prospects---------35

1.0INTRODUCTION

It could be recalled that the Adamawa State Bureau of Public Procurement (ADSPP), was established by Law No. 7 of 2013 of the Adamawa State House of Assembly with Abba Bello Umar as its pioneer Director General.

This was immediately followed by the inauguration of the State Board on Public Procurement; the body charged with all public procurement policy formulation for the State, selection and recommendation for the appointment of Director General (DG), other Principal Officers, employment, promotion/discipline, remuneration, general condition of service and policy for the day to day administration of the Bureau, on 20th January, 2014.

As a new outfit, the Bureau had only the Director General as head of the secretariat to kick start its operations as enshrined in the law establishing it, this means initiating, organizing and developing the appropriate blocks for a solid structure that will make the Bureau stand the test of time and make it result oriented in line with best global practices of Public Procurement Process and Procedures for the overall benefits of the state and its citizens.

Mindful of the enormity of the task ahead and the vulnerability of the environment with which the Bureau will operate, especially with the new concept of due process as opposed to old tradition of transacting Public Procurement/financial businesses of government, amidst glaring and unavoidable challenges such as, securing the right and competent workforce to hit the ground running among others, it was indeed a herculean task to begin with, hence the resolved by the Board and the Management to come up with comprehensive Mission, Vision and Core Values for attainment of the objectives of the Bureau.

1.1MISSION STATEMENT

It is favorable that goods, works and services should be appropriated and procured at the best cost to meet the needs of the acquirers in terms of quality, quantity, time and locations. Those investments, both in physical infrastructures and in strengthening institutions and human capacities, lay solid foundations for state and National development.

1.2VISION STATEMENT

Based on the feedback received from both internal and external stakeholders as well as the new mission statement, the BPP's Board, Management and staff were unanimous about the "future desired state" that they would like to realize. The Vision acknowledges and portrays the future impact the Bureau would like to create.

1.3CORE VALUES

To achieve the vision, mission and meet the mandate of the Adamawa State Bureau of Public Procurement (ADSBPP), it was recognized that there was the need to promote positive beliefs, behaviors and attitudes among staff and stakeholders, hence the need to reach an agreement on a set of values that will be the standard behavior to guide everybody within the institution as well as the stakeholders.

Therefore, the Adamawa State Bureau of Public Procurement (ADSBPP), in its endeavor to realize its mission and vision, upholds the following;

· Accountability

· Culture of Excellence

· Honesty and Integrity

· Innovation and Creativity

· Professionalism

· Reliability

· Responsiveness to Change

· Team Work spirit and commitment

· Timeliness, Stakeholders Satisfaction and good corporate image

· Transparency and

· Good Governance.

2.0MANAGEMENT/ADMINISTRATION

Given the above scenario, it was incumbent for us to be painstakingly honest and dispassionate in the selection of pioneer principal officers of the Bureau as stipulated in Part 2 Section 10 Sub-section 1, 2 & 3 of the Adamawa State Procurement Law and the new organogram which was formulated, designed and approved by the Board for implementation (See below is the organogram).

([Year])ADAMAWA STATE BUREAU OF PUBLIC PROCUREMENT

Comprehensive Performance Report of the Bureau from inception to datePage 3

GOVERNMENT OF ADAMAWA STATE OF NIGERIA

2.1 “ADAMAWA STATE BUREAU OF PUBLIC PROCUREMENT

ORGANIZATIONAL CHART”

BOARD

(CORPORATE SERVICES/ ADMIN DEPARTMENTFINANCE & ACCOUNTSHUMAN RESOURCES & ADMINSTORES UNITBUREAU SECRETARIATLEGAL SERVICESSECRETARY/LEGAL ADVISERPROCUREMENT DEPARTMENTWORKS UNITRESEARCH & PRICE INTELLIGENCE MONITORING EVALUATION & ASSURANCEGOODS/EQUIPMENT UNITCONSULTANCY/ CAPACITY BUILDINGTECHNICAL SERVISENON TECNICAL SERVICESINTERNAL AUDITOR DEPT.MEDIA / PUBLIC RELATION DEPT.SERVICES UNIT)

DIRECTOR GENERAL

CONFIDENTIAL SECRETARY

PERSONAL ASSISTANT

(I C T & MS)

2.2BOARD MEMBERS

S/N

Name

Rank

Local Government Area

1.

CLEMENT TALDAVA

CHAIRMAN

MICHIKA

2.

IBRAHIM Y. ZAKARI

MEMBER

SHELLENG

3.

BASHIRU HAMIDU AMINU

MEMBER

YOLA-SOUTH

4.

YAUTAMA F. TARFA

MEMBER

GOMBI

5.

AYUBA T. KWAHA

MEMBER

MICHIKA

6.

NELSON NIXSON

MEMBER

DEMSA

7.

EMMANUEL WAZIRI

MEMBER

HONG

8.

SULE A. MUHAMMAD

Attorney General Chambers (Permanent Secretary Ministry of Justice) representing Attorney General Chamber (MEMBER)

9.

ABBA BELLO UMAR

SECRETARY/DIRECTOR GENERAL

MAYO-BELWA

By the approval of the Board, we carefully selected and pulled out five (5) highly qualified, experienced and disciplined officers from the MDAs to perform the functions of their respective departments and the Bureau as specified in the Law.

These departments are; Procurement, Legal, Administration/ Human Resources, Account, Media/Public Relations, Information and Communication Technology (ICT), Audit and Consultancy Units.

In the same vein, additional nine (9) staff were also absorbed from the MDAs while a total of nine (9) were recruited making the current total number of staff 23.

At the moment, waiver had also been secured from His Excellency the Governor to pull out 43 Procurement Officers from MDAs in to the Bureau, while approval had also been granted for recruitment of additional 35 new staff in to the Bureau, those to be pull out have received various trainings in procurement process and procedures.

It is our sincere hope that soon as this is done, the Bureau will perform its duties more effectively.

The Bureau is also pleased to put on record, that its efforts in institutionalizing the Bureau, has been further strengthened with the domestication of Procurement Cadre by the State government, thus making the Adamawa State Bureau of Public Procurement the first to record such feet in the Northern part of the Country, particularly in the Northeast.

2.3THE BUREAU’S STAFF DISPOSITION

The disposition of the Bureau consist of Twenty Three (23no) of staff. It has the Director General as the Chief Executive and Accounting Officer, with a consolidated salary scale. He was appointed as a Director General on the 20th January, 2014 with a tenure of Four (4) Years which is renewable, and which the first tenure will expire on the 20th January, 2018, in line with Section 7 Sub-section 1 - 3 of the Public Procurement Law.

Following the consequentiality of the Procurement Law, the Bureau has also some Principal and Junior Officers as staff, whose list is attached in accordance with their progression, indicating their names, sex, rank, grade levels, date of first and present appointments, qualification, religion and their local government areas.

Below is the staff list of the Bureau:-

2.4ADAMAWA STATE BUREAU OF PUBLIC PROCUREMENT

STAFF LIST FOR 2017

S/N

NAME

SEX

RANK

GRADE LEVEL

DATE OF BIRTH

DATE OF FIRST APPT

DATE OF PREST APPT

QUALIFIC- ATION

LOCAL GOVT.

1.

ALH. ABBA BELLO UMAR

M

D.G

Consol.

15/8/1967

20/1/2014 – 20/1/2018

To date (4) Years

B.Sc/MBA

M/BELWA

2.

MR. OZIEL D. KANYE

M

DP

16

12/12/1960

8/9/1988

1/10/2012

B.Sc/MBA

LAMURDE

3.

MR. GEORGE K. FARAUTA

M

DCS/ADMIN

16

7/12/1964

16/12/1987

1/1/2017

BA/MPA

NUMAN

4.

MR. ZARE BABA

M

HM/PR

14

5/5/1965

1/4/1992

1/4/2013

DIPLOMA

DEMSA

5.

BARR. MUSA B. KHALID

M

SEC/LEGAL

14

28/8/1975

9/2/2007

1/1/2016

LLB,BL,LLM

HONG

6.

MR. JACKSON B. SENDA

M

PEO I (ACCT)

13

27/7/1972

1/9/1992

1/1/2017

DIPLOMA

GOMBI

7.

MR. GODWIN JELANI

M

PSO I

13

23/11/1966

19/3/1990

1/1/2017

DIPLOMA

JADA

8.

MRS. EMILY S. ESBOND

F

AUDITOR

10

27/1/1972

9/11/1991

1/1/2016

DIPLOMA

HONG

9.

ENGR. YUSUF S. LIMAN

M

PPO I

10

24/4/1972

15/2/2002

1/1/2008

B.ENG (CIVIL)

NUMAN

10.

HUSSEINI MUSA

M

PPA

10

16/2/1984

1/1/2007

1/1/2016

B. TECH/ COMP. SCI.

SHELLENG

11.

FATIMA USMAN KOJOLI

F

AOI

10

26/10/1984

5/7/2011

1/1/2017

B.sc MANAGEMENT

JADA

12.

FATIMA HAYATU MAJIDADI

F

ACCT I

09

23/8/1983

30/3/2010

1/1/2013

B.sc B/FINANCE

JADA

13.

YAKUBU S. ILIYA

M

PO II

08

11/7/1975

1/1/2016

1/1/2016

HND

Y/NORTH

14.

THOMAS INDI

M

HDPO

09

25/4/1988

3/2/2011

1/1/2017

N.C.E/B.Sc ECONS

LAMURDE

15.

ADAMU FAISAL

M

PO II

08

18/7/1989

1/1/2016

1/1/2016

B.sc ECONS.

M/BELWA

16.

JAMILAT AHMED

F

CON. SEC

07

19/10/1979

1/1/2016

1/1/2016

DIPLOMA

M/NORTH

17.

AMINA JAMES HAMMAN

F

CCO

07

15/12/1964

30/12/1985

1/1/1999

CERT.

SONG

18.

YAKUBU P. BELLO

M

DATA P.O.

06

7/5/1995

1/1/2016

1/1/2016

DIPLOMA

MICHIKA

19.

DONALD JOHN

M

DRIVER

03

14/9/1989

1/1/2016

1/1/2016

SSCE

GUYUK

20.

PAUL HABAKKUK

M

SECURITY

03

3/9/1973

1/1/2016

1/1/2016

SSCE

GOMBI

21.

LAWISA MUSA

F

CLEANER

03

16/11/1989

1/1/2016

1/1/2016

DIPLOMA

SHELLENG

22.

DIAFOLO SALMUNA

M

CLEANER

03

10/2/1983

1/1/2016

1/1/2016

SSCE

NUMAN

23.

JULIUS NELSON

M

SECURITY

03

31/12/1979

1/1/2016

1/1/2016

SSCE

DEMSA

3.0PROCUREMENT DEPARTMENT

Upon inauguration of the Bureau, we discovered the urgent need to design and produce more copies of the Procurement Law and other relevant Procurement documents to serve as User Guide for public officials involved in procurement to perform their work and for enlightenment, sensitization and guidance for Ministries, Departments and Agencies (MDAs) and the Local Government Councils (LGCs) in the State. These documents were produced and distributed to all the MDAs and the 21 Local Government Councils.

The department also designed a Template for Procurement Planning for goods, works and services as well as Procurement Records for use by the MDAs, this is the first of its kind and has been adjudged to be the best by our sister organizations across the Country.

In line with the mandate of the Bureau, all MDAs/LGCs were encouraged to establish their own Procurement Departments/Units and Ministerial Tender Boards (MTB)/Local Government Tenders Board (LGTB), this is in line with the Procurement Procedure Manual for MDAs/LGCs on page 12 Section 12.1 to 12.1.3 and 13.1 to 13.5 and the circular issued by the Office of the Head of Service (HOS) dated 12th April, 2017 (See below MDAs Organizational Chart for Procurement Department and the circular).

3.1 ADAMAWA STATE PROCUREMENT DEPARTMENT ORGANIZATIONAL CHART FOR MINISTRIES, DEPARTMENT AND AGENCIES

(WORKS UNITGOODS/ EQUIPMENT UNITPROCUREMENT DEPARTMENTDIRECTOR PROCUREMENT (DP)SERVICES UNITRESEARCH & PRICE INTELLIGENCE, MONITORING & EVALUATION, & ASSURANCEPERMANENT SECRETARYHON. COMMISSIONERDEPUTY DIRECTOR PROCUREMENT (DDP)ASSISTANT DIRECTOR PROCUREMENT (ADP)CHIEF PROCUREMENT OFFICER (CPO)ASSISTANT CHIEF PROCUREMENT OFFICER (ACPO)PRINCIPAL PROCUREMENT OFFICER (PPO)SENIOR PROCUREMENT OFFICER (SPO)PROCUREMENT OFFICER IPROCUREMENT OFFICER IIMINISTERIAL TENDERS BOARD (MTB/PTB)(It is a Permanent Board that organized/ approving authority for the conduct of all procurement for each MDAs Tenders Board in line with Section 19 of the State Procurement Law of 2013). PROCUREMENT PLANNING COMMITTEE(It is an Ad-hoc Committee to perform yearly Budgeting process for each MDAs). )

3.2Circular for Domestication of the Establishment Of Procurement Cadre in the State

The Bureau is proud to inform you that the departments and the Tenders board are fully functional in all the MDAs/LGCs. These also signify the strict compliance to Procurement Law, Procurement Process and Procedures by the MDAs/LGCs in the State in line with Procurement Method and Threshold of Application for compliance by MDAs/LGCs dated September, 2014. Similarly, the Bureau had designed essential steps in Public Procurement process and procedures in MDAs/LGCs and institutions in the State to ease their procurement implementation (see below details).

3.3Essential Steps in Public Procurements Process and Procedures in MDAs/Institutions

(a) (To be prepared and taking care of by the Procurement Planning Committee of the Tenders Board, annually (see Section 23 of the State Procurement Law of 2013). )Procurement Plan

(b) Budgeting

(c) Advertisement/soliciting for bid/request for proposals.

(d) Transparent pre-qualification.

(To be prepared and taking care of by the Procurement Department/Head of Procurement and Procurement Committee set up by the individual MDAs/Tenders Board.)

(e) Bid submission

(f) (To be undertaking by technical/financial evaluation sub-committee of the tenders board (See Procurement procedure manual 2014 for MDAs/Local Government Councils for more details on page 14 )Bid opening

(g) Bid evaluation

(h) Recommendation for contract award

(1) Approval award within the threshold of the Accounting Officer.

(To be recommended by the Procurement DepartmentDirect contracting/single sourceShopping method.Low value contracting (see applicable threshold))

(2) Approval award within the Threshold of the Tenders Board

(To be recommended by the Technical/Financial Evaluation Sub-committee of the Tenders Board for contract award, having determined the lowest and responsive bidder. NCBRequest for quotationsExpression of interestMedium value contract. )

(3) Approval award above tenders board threshold

(To be recommended by the Technical/Financial Evaluation Sub-committee of the Tenders Board for Certificate of No Objection from BPP for contract award subject to availability of funds. National Competitive Bidding (NCB)/International Competitive Bidding (ICB) For high value contract above MTB threshold )

(Within their Threshold(No Certificate of No Objection Required) See section 18 Sub-section 12 states that “Copies of all procurement proceedings shall be transmitted to the Bureau not later than three months after end of the financial year and shall show”:- Information identifying procuring entity and the contractorsThe date of the contract awardThe value of the contract The detailed records of the procurement proceedings. )

(i) Tenders Board approval

(Above their Threshold(To the Bureau for Certificate of No Objection) for contract award with the supporting documents as contain in the procedures and documentation pre-requisite for the issuance of a certificate of No Objection to MDAs & LGCs and in line with Section 18 Sub-section 4 of the State Procurement Law of 2013. )

(j) Award of contract by the MDAs subject to the following:

(a) Availability of funds

(b) Not more than 30% mobilization fee were necessary.

(c) This is in line with section 35 (1) & (2) of the State Procurement Law of 2013 “Once a mobilization fee has been paid to any supplier or contractor, no further payment shall be made to the supplier or contractor without an interim performance certificate issued in accordance with the contract agreement” by the Monitoring and Evaluation Committee (M&E).

(k) Contract implementation/commencement i.e. Site clearance/ equipment, supplies & interim report.

(l) Monitoring/Evaluation and Performance (see section 36 of the State Procurement Law of 2013) to be perform by M&E committee headed by the head of procurement with his technical expertise.

3.4Criteria for Lowest Evaluation Bidder (Contractors, Suppliers or Service Providers).

(a) Price

(b) Capacity

(c) After sales services

(d) Technical capability

(e) Product reputation

(f) Financial resources

(g) Parts and services

(h) Past performance

(i) Plant visit were applicable.

4.0REGISTRATION/CLASSIFICATION AND CATEGORIZATION OF CONTRACTORS

The Bureau also under took the Registration/Classification and Categorization of Contractors/Service Providers who are willing to undertake any procurement of goods, works and services with MDAs/LGCs in the State, this is in pursuance to section 8(1)(f) of the Adamawa State Procurement Law.

The Registration/Categorization is a prerequisite for the award of any government contract in the state and it is renewable every year.

This exercise, apart from boosting internal revenue of the Bureau, also safeguard the State from awarding contract to non-performing or dubious contractors/service providers (See details below):

In pursuance of section 8(1) (f) of the Adamawa State Public Procurement Law of 2013, the Board on Public Procurement of Adamawa State, has approved the REGISTRATION of all Contractors/Suppliers and Service Providers willing to undertake any procurement of Works, Goods and Services with Ministries, Departments and Agencies(MDAs) of Adamawa State.

The registration of Contractors, Suppliers and Service Providers by the Adamawa State Bureau of Public Procurement (ADSBPP) is renewable every year, and it is prerequisite for the award of any Government contract in the State. Such Contractors/Companies must be duly registered with Cooperate Affairs Commission (CAC) as criteria for registration with the Bureau.

4.1CATEGORIZATION

S/N

DETAILS

RANGE N

FEES

1.

Contractors/Suppliers & Service Providers

Contract from N150,000.00 to N3 Million

N5,000

2.


- N3 Million to below N5 Million

N10,000

3.


- N5 Million to N20 Million

N20,000

4.



N25,000

5.



N30,000

6.



N40,000

7.


- N500 Million to N1 Billion

N50,000

8.


- N1 Billion to above

N100,000

4.2METHOD OF PAYMENT

In Compliance with the Circular from the Ministry of Finance Ref. No: F/S/716.S.3/97 dated 13th March, 2017 that, all payments for Registration/Categorization by Contractors should be made into the Adamawa State Pay Direct Integrated Revenue Collection Platform at any Bank and collect e-payment ticket and bring same to the Accountant Bureau of Public Procurement for receipting.

Interested Contractors/Suppliers and Service Providers are hereby notified that the registration has commenced and they can come to the Bureau office for the registration upon presentation of Bank e-ticket of registration fee paid.

Within the period under review, the Bureau ensured that no single aspect of the Procurement Law, Procurement Process and Procedures was violated by the MDAs/LGCs in the award of contract for goods, works and services, this became possible with the approval of domestication of Procurement Cadre by the Board on Procurement and subsequent approval by the State Government for implementation by Ministries Departments Agencies (MDAs) and Local Government Councils.

Through this process, the Bureau had issued a total number of One Hundred and Eighty Two (182no) Certificate of No-Objection for major capital project spread across the State valued at Ninety Billion, Nine Hundred and Eighty Six Million, Eight Hundred and Twenty Six Thousand, One Hundred and Twenty Three Naira, Fifty One Kobo (N90,986,826,123.51k) only, and saved a whooping sum of Five Billion, Six Hundred and Thirteen Million, Nine Hundred and Forty Thousand, Three Hundred and Six Naira, Sixty Three Kobo (N5,613,940,306.63k) only, from inception to date, this is in line with the applicable threshold approved by the Board for implementation by MDAs/LGCs....(See below the applicable threshold and the attached Certificate of No-Objections issued.

Below is the approved Applicable Threshold:

5.0 APPLICABLE THRESHOLDS FOR STATE AND LOCAL GOVERNMENTS AREAS

The Applicable Thresholds for and composition of Tenders Boards are as follows:-

State Level:

1. Permanent Secretary-From N1.00k - N3,000,000

2. Ministerial Tenders Board-From N3,000,000 - N50,000,000

3. State Executive Council approval

for release of funds to MDAs for

contract signing/award -above N50,000,000, N60,000,000 and N20,000,000 for procurement of goods, works & consultancy services each respectively.

Local Govt. Level:

1. Chairman-Not to exceed N1,000,000

2. F&GPC (replaced by Local

Government Tenders Board)-From N1,000,000 - N3,000,000.00

3. Min. for Local Govt. Affairs

Tenders Board for all procurement

by Local Government -From N3,000,000.00 and above

(a) Procurement Approval Thresholds for the Bureau of Public Procurement, Tenders Boards and Accounting Officers (PSs and CEOs) for All Ministries, Departments and Agencies for Goods, Works and Consultancy Services are detailed in the table below:

Approving

Authority/ “No Objection” to award

Goods

Works

Non-Consultant

Services

Consultant Services

BPP issues “No Objection” to contract award/SEC approval for release of funds to MDAs.

N50 million and above




Ministerial Tenders Board

N3 million and above but less

than N50 million


than N60 Million

N2.5 million and above but less

than N5 million

N2.5 million and above but less than

N5 million

Parastatal Tenders Board

N2.50 million and above but less than N5 million


than N50 million



Accounting Officer: Permanent Secretary

Less than N1 million




Accounting Officer: Director General/CEO

Less than N750 thousand




Local Govt. Areas?





(b) Procurement Methods and Thresholds of Application

Procurement/ Selection Method And Prequalification

Goods

Works (N)

Non-Consultant

Services (N)

Consultant

Services (N)

International/National Competitive Bidding




Not Applicable

National Competitive Bidding




Not Applicable

Shopping (Market Survey)

Less than N2.5 million



Not Applicable

Single Source/ Direct Contracting (Minor value procurements)





Prequalification




Not Applicable

Quality and Cost

Based

Not Applicable

Not Applicable

Not Applicable


Consultant Qualifications

Not Applicable

Not Applicable

Not Applicable


Least Cost

Not Applicable

Not Applicable

Not Applicable


The Bureau of Public Procurement wishes to observe that by these thresholds, greater procurement responsibilities have been placed on the Ministries, Departments and Agencies (MDAs) while the Bureau would be paying greater attention during post-procurement reviews in compliance with Clause 18(12), Part IV (Fundamental Principles for Procurements) of the 2013 Public Procurement Law, which states that:-

“Copies of all procurement records shall be transmitted to the Bureau not later than 3 months after the end of the financial year and shall show:-

(a) Information identifying the procuring entity and the contractors;

(b) The date of the Contract award;

(c) the value of the Contract, and,

(d) the detailed records of the procurement proceedings”,

NOTE:

ONLY PROJECTS in excess of N60M for Works andN50Mfor Goods & Services qualify for Pre-qualification.

In other words Ministries/Department/Agencies (MDAs) should go straight to invite Bids for Tender and for the projects costing less than N50M for Goods (Supply Items) and less than N60M for works (Construction).

6.0LEGAL DEPARTMENT

The Bureau is again glad to inform you that within the period under review, the Adamawa State Public Procurement Law was put to test before a Court of Competent jurisdiction, which tried and convicted a former Governor of the State on 6th March, 2017 for violation of various provisions of the Procurement Law while in office.

This judgement was historic as it was the first time in the history of this Country that a conviction was secured to jail a former Governor under the State Public Procurement Law, this is a land mark achievement for the Bureau, the entire Country applauded the Adamawa State Government and the painstaking effort of the EFCC and the support of the ADSBPP which saw to the timely considered judgement.

As you are aware, the case was put on appeal and the Appeal Court did not see any reason for the conviction of the accused at the trial Court even on the glaring facts before it that the accused was in clear contravention of the BPP Law and its Regulations and therefore queried the case.

While it is our believe that Court determines a case based on facts before it, and the reasons for its judgement may differ from the Lower Court to Superior Court, it is heartwarming to inform you that the EFCC and the State Ministry of Justice have since appealed against that decision in the Supreme Court.

7.0ACCOUNT DEPARTMENT

The Finance and Accounts Department of the Bureau commenced operations in the year, 2014, precisely on 16/6/2014 with its 1st Account opened at Access Bank, Yola.

The financial position of the Bureau for the periods ended 31st December, 2014, 31st December, 2015 and 31st December, 2016 have been drawn by External Auditors and the Financial Reports shows that the Bureau operated within budgetary provisions during these periods, account books and records were kept and maintained properly in line with best accounting policies and practices.

Furthermore, the audited accounts of the Accountant General and the report of the State Auditor General shows that the Bureau has no single pending query arising from all its financial transactions for the year ended 31st December, 2014 – 31st December, 2016 respectively.

However, the financial report for the year ended 31st December, 2017 shall be made ready on or before the end of June, 2018 as provided in the State Audit Law and Adamawa State Bureau of Public Procurement Law.

8.0STORE UNIT OF THE BUREAU

This unit is responsible for receiving and issuing items donated or procured by the Bureau for its operations.

9.0MEDIA/PUBLIC RELATIONS DEPARTMENT

Being a new outfit and the need for all round enlightenment and sensitization program to get our stakeholders involved in institutionalizing the Adamawa State Procurement Law, Procurement Process and Procedures in the State as encapsulated in our mandate, the Bureau through the department under took series of media activities such as; developed and produced Radio/TV jingles on the new Procurement Law and other activities which were aired consistently on Adamawa Television(ATV),Adamawa Broadcasting Cooperation(ABC), Fombina FM and published in The Scope Newspaper.

The newly installed Internet portal of the Bureau is also being effectively utilized by the department to roll out routine activities in both text, video and steel photos like, interface with stakeholders, trainings/workshops etc., thereby making it easier for our development partners, sister organizations and the outside world to access the Bureau.

Our sustained enlightenment and sensitization program using both the traditional media and social network such as, Facebook, Whatsapp, Twitter etc, has also helped greatly in changing the psyche of our people about the actual duties of the Bureau as well galvanized support from stakeholders and the Civil Society Organizations(CSOs) more than ever before.

Little wonder that within the last four years, the Adamawa State Bureau of Public Procurement has become a house hold name in the State.

10.0INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

Just as enumerated above, the establishment of a single Internet portal for the Bureau as encapsulated in part 2 Section 7 Sub-section 9 (i), (r), (s), (t), and Section 8 (1) Sub-section (f), (g) & (h) was a dream come true, this is so because in line with globalization, the Bureau now undertake its major activities online such as; registration/classification and categorization of contractors/service providers, while all our procurement documents can now be access online including advertisement for contract bidding. This service is available for all MDAs/LGCs in the State.

This is in compliance with the Bureau's approved Condition of Service page 76 Sub-no 17.3.2.1 and 17.3.3.

It will also interest you to know that the Bureau has successfully installed a Global System of Mobile Communication (GSM) for international and domestic calls via our inter-communication lines during working hours and we can be reached on-08140000043/bppadamawa.com.

11.0 TRAINING/CAPACITY BUILDING

At the inception of our administration, we realized that for the Bureau to achieve its goals, training and retraining of both personnel, stakeholders and other identified actors in the sector must be accorded high premium and special attention.

That is why despite the paucity of funds being faced by the Bureau, we try as much as possible to organize periodic trainings from within and outside, while in some cases we sought support from our development partners (the World Bank) through the Adamawa State Public Sector Governance Reform and Development Project.

With gratitude to Allah, I am happy to inform you that in this respect, our expectations can as well be said to have been met as a result of our prudence, network and doggedness.

You could recall that at the beginning, we defied all financial challenges to engage our actors and stakeholders in the MDAs on ONE-ON-ONE Round Table interactive session, to acquaint them with the basics of Procurement Regulations and Proceduresand the impact of the Adamawa State Public Procurement Law.

The idea was to equipped and guide them as Accounting Officers on what is required of them in their daily routine and in handling procurement issues in their Ministries, Departments and Agencies ahead of the more elaborate capacity building training that we put in place for Honourable Commissioners, Permanent Secretaries and Accounting Officers of Agencies.

This effort, gave the Bureau the enabling environment to fast tract the domestication of Procurement Cadre and establishment of Procurement Departments/Ministerial Tenders Board in the MDAs/LGCs.

In the same vein, we undertook an in-house training of Procurement Officer nominees/members of Ministerial Tenders Board, induction of newly employed and pulled out staff to keep them abreast with the vision, mission and core values of the Bureau.

The Bureau also in conjunction with the World Bank through the Adamawa State Public Sector Governance Reforms and Development Project, organized and carried out capacity building trainings on the "Impact of the Adamawa state Procurement Law" for Honourable Commissioners, Adviser, Permanent Secretaries and Chief Executives of Agencies and Commissions in the State.

This training was held at the Madugu Rock View Hotel which lasted for three (3) days, while a similar training for Chairman/Board Members, Management and Staff of the Bureau as well as Procurement Officer nominees of MDAs, were held at Duragi Hotel Along Army Barrack Road and Nyako Training Centre respectively.

The impact of this training is still propelling our growth and performance in the state as can be attested by the responses of MDAs in compliance with the Procurement Process and Procedures in the award of contracts.

In our determination to domesticate the process at the Local Government levels, a similar training was also held for Procurement Officer nominees/Members of the Local Government Tenders Board for the 21LGCs in the State.

You could recalled that with the domestication of the Procurement Cadre, all the 21 LGCs now have their own Procurement Departments headed by a Procurement Officer and Assistant with functional LGTB.

Within the same period, the Bureau also sponsored a good number of staff and Board Members on various professional trainings/seminars and workshop within and outside the State to enhance their capacity to deliver on their job specifications, this is a laudable feet that we hope to sustain in order to promote efficiency and effectiveness in service delivery to our dear state.

12.0ACHIEVEMENTS

Though it is not in our culture to blow our trumpets, it will not be out of place to enumerate some of the major breakthrough we have recorded within the period under review.

(i) To start with, it is on record that the Bureau had in the last four (4) years, broke the vicious circle in procurement through the Local Purchase Order (LPO) in MDAs/Local Government Councils with the introduction/enforcement of procurement process and procedures in the State.

This was made possible as a result of the enabling environment provided by the present administration in the State.

(ii) We designed and produced in large quantities the under listed procurement documents for training and guide which were distributed to MDAs/LGCs;

· Adamawa State Public Procurement Law

· Procurement Procedure Manual for MDAs/LGCs

· Standard Bidding Document for Works

· Standard Bidding Document for Goods

· Standard Bidding Document for Procurement of Non-Consultant Services for MDAs/LGCs.

· Pre-Requisite form for Certificate of No-Objection for MDAs/LGCs

· Standard Bidding Documents for pre-qualification for procurement of Works and User's guide for MDAs/LGCs.

· Standard Request for Proposal, Selection of Consultants for MDAs/LGCs

· Public Assets Disposal Guidelines for MDAs/LGCs

· Standard Bid Evaluation form for Procurement of Goods and Works for MDAs/LGCs.

· Procurement Regulations for MDAs/LGCs.

· Code of Conduct for Public Procurement Officers for MDAs/LGCs.

· Applicable Threshold for MDAs/LGCs.

· Public Procurement Framework Agreement Guidelines (goods, works and non-consultant in services).

· Standard Request for Quotations for National Shopping for MDAs/LGCs

· Standard Bidding Documents for Procurement of Small works for MDAs/LGCs.

· Standard Bidding Documents for Procurement of Large works for MDAs/LGCs.

· Procedures and Documentation pre-requisite for the issuance of Certificate of No-Objection to MDAs/LGCs.

· Code of Conduct for Public Procurement Observers.

· Complaint and Procedures under the Public Procurement Law No.7 of 2013.

· Evaluation Report form for selection of Consultants for MDAs/LGCs.

(iii) The Bureau carried out sustained media publicity, training and re-training of Public office holders, accounting officers of MDAs/LGCs, Board Members, Management and Staff of the Bureau including Procurement Officer nominees of MDAs/LGCs in the state.

(iv) Secured the domestication of Procurement Cadre in to the state civil service by the state government.

(v) Created Procurement Department/Ministerial Tenders Board/Parastatal Tenders Board and LGTB in all the MDAs/ 21 LGCs in the state.

(vi) Issued a total of 182no. Certificate of No-Objections for capital projects and saved a whooping sum of N5,613,540,306.63k for the state within the last four years.

(vii) Secured the pulling of 43 Procurement Officers (POs) from MDAs in to the Bureau even though the process is still ongoing, while approval have again been granted for employment of 35 additional new staff for the Bureau.

(viii) Under took the Registration, Classification and Categorization of Contractors/Service Providers to serve as pre-requisite for award of government contracts in the state.

(ix) Introduction of 0.25% on all Government contracts and ensured prompt and timely remittance in to the Bureau's coffers for its day-to-day activities in line with Section 14 Sub-section 4 (a) (b) (c) (d) & (e).

(x) Constituted a Monitoring and Evaluation Committee and ensured periodic monitoring and evaluation of ongoing projects in the state as required by the Law establishing the Bureau.

(xi) Prosecuted and secured conviction of the former Governor of the state for violation of the Adamawa State Procurement Law, Procurement Process and Procedures while in office, making the state the first to secure such conviction in the Country.

(xii) The Bureau was actively involved in the World Bank organized training/interventions on various aspects of procurement/ National appraisals through the Adamawa State Public Sector Governance Reform and Development Project which earned the Adamawa State Bureau of Public Procurement the best among the participating States in the Country in Abuja.

(xiii) Established a single Internet portal and successfully installed a Global System of Modern Communication (GSM) for international and domestic calls via our inter-switch system and the Bureau can be access on-08140000043/ bppadamawa.com.

13.0AWARDS/HONORS

Within the period under review, the Bureau played host to the Leadership of Centre for Ethics and Self Value Orientation (CESVO), an International Non-Governmental Organization( NGO) with track records in exposing corruption promoting ethical leadership, ethical education /value orientation.

The Centre after undertaking its secret and independent performance assessment of the Bureau, presented the Bureau 'National Certificate of Credence and a Gold Medal' for scoring 60% in its assessment criteria in the Country, while the Director General was awarded and inducted as 'Ambassador of Ethics and Conscience' with a PERFORMANCE APPRAISAL Score-Card.

The Secretary of the Bureau was also honored with 'Ethical Conduct Award' by the Centre. The Bureau also received a 'Merit Award of Excellence' and was presented with a plaque as one of the Most Outstanding State Agencies in the Country by Total Magazine International (TMI), based in Abuja.

14.0CHALLENGES

Though remarkable progress had been recorded within the period under review, in every successful journey there must be ups and downs are not insurmountable, thus below are some of the challenges:-

(i) A major challenge still confronting the Bureau and its smooth operations is inadequate funding, beside the monthly running cost and the meager amount being generated by the Bureau to run its affairs, the state government is yet to release balance of take-off grant earlier approved and this has seriously limited the funding of training requirement of the Bureau for its Board members, Management, Staff and other stakeholders in the Sector in the State.

(ii) The Bureau is also confronted with arbitrary request for WAIVER by MDAs, often on grounds of non-release of funds for advertisement of all contracts that require such in line with the provision of threshold of application i.e. contract above Ministerial Tenders Board (MTB)/Parastatal Tenders Board approval. This is really unhealthy and a serious breach of the Procurement Law, Procurement Process and Procedures.

(iii) There is also the grave violation of Part IV section 18 sub-section 12 (a,b,c and d) of the Adamawa State Public Procurement Law by Ministries, Departments and Agencies (MDAs), which states that; "copies of all procurement records shall be transmitted to the Bureau not later than 3 months after end of the financial year and shall show;

(a) Information identifying the procuring entity and the contractors.

(b) The date of the contract award,

(c) The value of the contract and

(d) The detail records of all procurement proceedings.

(iv) In this note, despite series of circulars directing the MDAs to submit but up to now such report have not been received, thus the Bureau finds it difficult to determine actual cost of contract awarded within such level of approvals with the Accounting Officer level from N1:00k to N3 million and individual MTB approval limit. In this case, the Bureau has taken steps to remedy the situation.

15.0PROSPECTS

Since the establishment of the Bureau in 2014, the Board, Management and Staff have made considerable sacrifices toward ensuring that a solid foundation was laid for the Bureau to achieve its full objectives.

This is an uncommon sacrifice and commitment that had earned the Bureau and the State acolytes from within and across the Country within the last four years. It is in this regard that I want to use this opportunity, to sincerely thank all of us for the team spirit we demonstrated over the years and also commend the present Government for giving the Bureau free hands to operate.

I am confident that with the caliber of Board Members, Management and Staff in the Adamawa State Bureau of Public Procurement, the future of the Bureau is guaranteed and the state should be glad to have assembled such visionary, selfless, committed, honest and transparent sons and daughters of the land to champion the growth of such a young agency in the state.

Thank you and God bless.

ABBA B. UMAR

DIRECTOR GENERAL

DATE:…………………..