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Documenting the Process for Contracting the Implementing Agencies

  • Mohd.Munauvar Kahn
  • Agency : Food fortification, Micronutrient deficiency, RFP (Request for proposal), Integrated Programme Strategy (IPS), Implementing Agencies.
  • Objective : The objective of this report was to document the process for contracting the implementing agencies for PMU and while doing so identifies the problems encountered and suggesting remedial measures.
  • Background : In order to deal with micronutrient deficiency in the state of Rajasthan, IIHMR Jaipur has signed a Grant Agreement (GA) as Executive Agency (EA) to implement the project on Food Fortification Integrated Program Strategy in Rajasthan with GAIN. As per the GA, the EA is responsible for implementing the project in accordance with project implementation guidelines. Setting up of Project Management Unit (PMU) is the first and foremost responsibility of the EA to carry out the functions effectively and efficiently. PMU now has been set-up in IIHMR campus. It is now in a process to contract implementing partners.
  • Methodology : The observation was at two different levels. One was at RFP stage and the other was during finalization of proposals. The whole procurement process was done by PMU. It has been established in the IIHMR campus with sufficient infrastructure and human resource. The time period of this process was between Feb-April 2011.Documentation was done properly at all the levels.
  • Findings : Some proposals were received after the passage of deadline due to various reasons.Very few agencies were good in terms of experience, infrastructure, human resource and publishing material Most agencies were not good enough to contract out and above all they were providing false and manipulated information in a hope to impress the physical verification team. Contrary to expectations, only one agency from Rajasthan had expressed interest. Financial proposals from many agencies were not according to our RFP. Some kind of influence and pressure tactics were used during finalization of agencies.
  • Recommendations : The EoI should have been published in national as well as regional news paper for the larger reach. At least one Hindi news paper should have been selected to publish the EoI. Guidelines need to be in place to deal with agencies engaging in any type of canvassing / pressure tactics. Strict checklist for physical verification must be followed.
Report was to document the process for contracting the implementing agencies for PMU