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Purch-lympics Entry #3
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Grace Paddy Wanzala
Procurement Assistant, Kampala, Uganda
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"Program responsible for education required procuring musical instruments (Adungu, Xylophones and Tube Fuddles) which are difficult to specify as are hand manufactured locally by individuals without registered companies. The problem with this procurement was that the value of the items required was approximately US$ 25,000 which was well above the US$ 500 authorized for Direct procurement.
The procurement was big requiring a number of instruments and yet the manufacturers were small and could hardly complete a set in a day as were using traditional tools like Pangas, Knifes and Chisels modeled from old leaf steel springs for trucks, hammers, and dry curving of the wood using the sun. Referring on the available information, it would take over six months to supply the items.
However, the instruments were required within 2 months for distribution to schools, and the process required complying with the procurement rules and procedures. All the stakeholders wanted the instruments delivered on time to actualize the festivals and achieve the organizational objectives.
In order to overcome this problem, I started by window shopping to identify craft shops that deal in musical instruments as there were no suppliers with the above mentioned items. It was revealed during the window shopping that the instruments were made locally by a specific tribe, Soga and Ateso.
Consequently, three Craft dealers just marketing for various manufacturers were contacted who agreed to participate in the bidding process. Fortunately, all the three bidders agreed and submitted quotes.
After adjudication, I took the option of splitting the supply to all the three suppliers after holding negotiations to assess their ability to sustain the orders allowing installment deliveries. Invoicing for partial deliveries was accepted to enable suppliers raise the necessary capital.
Supply of instrument was within the days and used in the music festivals. The rules and procedures were adhered to and suppliers were developed in their management skills. Manufacturers were supplied carpentry kits to quicken the process through the suppliers and all parties benefited."
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