Question
1. Diamond TV reported sometime this year in August 2025 Councilors in Livingstone boycotted the handover ceremony of refuse truck alleging that the vehicle was expensive at its total cost of K 2 million. The CDF funds for this purchase as from the CDF.
(a) Discuss the composition of the Constituent Development Procurement Committee? 4 marks
(b) If the Constituent Development Procurement Committee was proactive how could they avoided this problem at hand? 5 marks
(c) Based on the knowledge acquired in Public Procurement how can this matter resolved? 6 marks
(a) Discuss the composition of the Constituent Development Procurement Committee? 4 marks
(b) If the Constituent Development Procurement Committee was proactive how could they avoided this problem at hand? 5 marks
(c) Based on the knowledge acquired in Public Procurement how can this matter resolved? 6 marks
Answers
GPT-4o mini
### (a) Composition of the Constituency Development Procurement Committee
The Constituency Development Procurement Committee (CDPC) typically consists of the following key members:
1. **Member of Parliament (MP)**: The MP represents the constituency and is often the chairperson of the committee.
2. **District Commissioner (DC)**: The DC may be a member, providing administrative support and oversight.
3. **Local Government Representatives**: This can include representatives from the local council or municipal authority to ensure that local governance issues are considered.
4. **Technical Experts**: Members with expertise in procurement, finance, or engineering, who can offer professional insights during the procurement process.
5. **Community Representatives**: These members represent the interests of the constituents and ensure that procurement decisions reflect the needs of the community.
6. **Public Service Procurement Staff**: Individuals with knowledge of regulations and procedures related to public procurement.
This diverse composition helps to ensure that various interests and expertise are represented in the procurement process.
### (b) Proactive Measures by the Constituency Development Procurement Committee
If the Constituency Development Procurement Committee had been proactive, they could have taken the following measures to avoid the current problems:
1. **Community Engagement**: Involve the community early in the decision-making process to gauge their opinions and expectations regarding the procurement of the refuse truck.
2. **Needs Assessment**: Conduct a comprehensive assessment of the community's needs to ensure that the type and cost of the refuse truck align with those needs, thereby determining whether such an investment is necessary.
3. **Transparent Procurement Process**: Ensure a transparent bidding process where potential suppliers can submit competitive bids, allowing for comparisons of costs and specifications to select the best value for money.
4. **Cost Analysis**: Conduct an in-depth cost-benefit analysis prior to the procurement to justify the expenditure and ensure that it is financially viable for the constituency.
5. **Public Awareness**: Increase public awareness about the procurement process, including clear communication about costs, reasons for purchasing, and potential benefits to the community, to mitigate backlash.
### (c) Resolution of the Matter Using Public Procurement Knowledge
To resolve the situation regarding the alleged excessive cost of the refuse truck, the following steps could be taken based on public procurement knowledge:
1. **Review the Procurement Process**: Conduct an independent review of the procurement process to ensure compliance with legal and regulatory requirements and confirm whether the vehicle was indeed overpriced.
2. **Auditing**: Initiate an audit of the procurement records to evaluate the cost breakdown of the refuse truck and ascertain whether there were any discrepancies or malpractices.
3. **Stakeholder Meeting**: Organize a meeting involving councilors, community representatives, and procurement officials to discuss the concerns raised and gather input from all stakeholders.
4. **Compromise Solutions**: Depending on the findings, establish potential remedies, such as renegotiating the terms of purchase or exploring alternatives that could be more financially feasible for the community.
5. **Enhancing Procurement Guidelines**: Use the situation as an opportunity to improve future procurement guidelines and processes. This could involve integrating better checks and evaluations to prevent similar issues in subsequent procurements.
6. **Fostering Trust**: Work on rebuilding trust between the councilors and the community through transparency, accountability, and participation in future procurement processes, ensuring that community voices are heard in decision-making.
By employing these strategies, the Constituency Development Procurement Committee can mitigate current issues and improve future procurement efficacy.
The Constituency Development Procurement Committee (CDPC) typically consists of the following key members:
1. **Member of Parliament (MP)**: The MP represents the constituency and is often the chairperson of the committee.
2. **District Commissioner (DC)**: The DC may be a member, providing administrative support and oversight.
3. **Local Government Representatives**: This can include representatives from the local council or municipal authority to ensure that local governance issues are considered.
4. **Technical Experts**: Members with expertise in procurement, finance, or engineering, who can offer professional insights during the procurement process.
5. **Community Representatives**: These members represent the interests of the constituents and ensure that procurement decisions reflect the needs of the community.
6. **Public Service Procurement Staff**: Individuals with knowledge of regulations and procedures related to public procurement.
This diverse composition helps to ensure that various interests and expertise are represented in the procurement process.
### (b) Proactive Measures by the Constituency Development Procurement Committee
If the Constituency Development Procurement Committee had been proactive, they could have taken the following measures to avoid the current problems:
1. **Community Engagement**: Involve the community early in the decision-making process to gauge their opinions and expectations regarding the procurement of the refuse truck.
2. **Needs Assessment**: Conduct a comprehensive assessment of the community's needs to ensure that the type and cost of the refuse truck align with those needs, thereby determining whether such an investment is necessary.
3. **Transparent Procurement Process**: Ensure a transparent bidding process where potential suppliers can submit competitive bids, allowing for comparisons of costs and specifications to select the best value for money.
4. **Cost Analysis**: Conduct an in-depth cost-benefit analysis prior to the procurement to justify the expenditure and ensure that it is financially viable for the constituency.
5. **Public Awareness**: Increase public awareness about the procurement process, including clear communication about costs, reasons for purchasing, and potential benefits to the community, to mitigate backlash.
### (c) Resolution of the Matter Using Public Procurement Knowledge
To resolve the situation regarding the alleged excessive cost of the refuse truck, the following steps could be taken based on public procurement knowledge:
1. **Review the Procurement Process**: Conduct an independent review of the procurement process to ensure compliance with legal and regulatory requirements and confirm whether the vehicle was indeed overpriced.
2. **Auditing**: Initiate an audit of the procurement records to evaluate the cost breakdown of the refuse truck and ascertain whether there were any discrepancies or malpractices.
3. **Stakeholder Meeting**: Organize a meeting involving councilors, community representatives, and procurement officials to discuss the concerns raised and gather input from all stakeholders.
4. **Compromise Solutions**: Depending on the findings, establish potential remedies, such as renegotiating the terms of purchase or exploring alternatives that could be more financially feasible for the community.
5. **Enhancing Procurement Guidelines**: Use the situation as an opportunity to improve future procurement guidelines and processes. This could involve integrating better checks and evaluations to prevent similar issues in subsequent procurements.
6. **Fostering Trust**: Work on rebuilding trust between the councilors and the community through transparency, accountability, and participation in future procurement processes, ensuring that community voices are heard in decision-making.
By employing these strategies, the Constituency Development Procurement Committee can mitigate current issues and improve future procurement efficacy.