USAID
 

Reload Image



Anti-Fraud Hotline Project

Complaint Handling Protocol.

There are two methods by which complaints will reach TI Pakistan.

  1. Through scanning of procurement notices of USAID funded projects published in newspapers and PPRA website and keeping constant watch if any violations of rules have been committed.
  2. By complaints received through Anti-Fraud Hotline web, email, toll free phone, fax, mail or visit to TI office.

After noticing the violation of rules/ receipt of a complaint, it will be examined to determine under which of the following categories the complaint pertain to:

  1. Procurement
    1. Tender stage till award of contract
    2. Post award stage including contract implementation, abuse of specifications, bogus payments, unnecessary additional works.
  2. Administrative, including corruption in appointments, postings, terminations etc.
  3. Disbursements of grants to affected persons such as IDPs, Poverty Alleviation grantees, natural disaster victims etc.
  4. Others.

All complaints will be uploaded on to the Anti-Fraud Hotline either by the complainant though web, or by TI Pakistan Staff dealing complaints.

All the complaints will be tracked by OIG on line.

Daily report of registered complaints data will be generated and automatically emailed to OIG.

For complaints falling under Serial No. 1a 'Tender Stage till award of contract' the following process will be adopted:

Stage 1.

  1. After receipt of complaints the TI-Pakistan experts will examine it to determine whether any rule of Public Procurement Rules 2004, Sindh Public Procurement Rules, 2010 and Punjab Procurement is violated.
  2. If necessary, the complainant may be requested to visit the TI-P office and present the necessary documents/information or mail the documents.
  3. If the TI-P Experts determines that the complaint is genuine, and violations of rules are committed only then the complaint will be considered for further action.

Stage 2.

  1. TI-P will write to the organization against whom the complaint has been made, informing them of the details of the complaints, pointing out violation of rules allegedly committed by them as reported by the complainant.
  2. They will be requested to provide clarifications so as to confirm whether the complaint is genuine or not, and to provide documents under the PPRA/Freedom of Information Ordinance for verification of PPRA compliance against the allegation.
  3. Copies of the letter will also be marked to following agencies:
    1. In case of public agency, to the concerned Minister, AGP/ Provincial AG, NAB, PACs ,Public Procurement Regulatory Authorities and OIG.
    2. In case of local NGOs, to NAB, Public Procurement Regulatory Authorities and OIG.
    3. In case of US NGOs, to Public Procurement Regulatory Authorities and OIG.
  4. Documents provided by the procuring agency will be examined by the TI-P team.
  5. If the complainant's contention is incorrect he is advised accordingly and the case closed.

Stage 3.

  1. In case violation of rules is detected in the procedures adopted by the Procuring Agencies/NGOs, then TI-P will suggest to the organization of the violations, requesting them to rectify it.
  2. TI-P will also inform the concerned Minister, AGP/Provincial AG, NAB, PACs ,Public Procurement Regulatory Authority and OIG as the case may be.
  3. TI-P will also upload all communications of the case on its website.

NOTE:

  1. TI-P will only review and communicate with the procuring agency compliance/non compliance of Public Procurement Rules 2004 by the procuring agency.
  2. All complaints will be investigated by OIG.

For complaints falling under 1b 'Post Award Stage'

Stage 4.

After the contract has been awarded, and complaints of corruption received about corruption during tendering process, or in the project implementation, like use of substandard material, extra works sanctioned without justification, or when the value of contract is extended beyond the 15% allowed under Public Procurement Rules 2004, Sindh Public Procurement Rules, 2010 and Punjab Procurement Rules 2009, the complaint will be dealt by OIG/USAID who will decide further action.

If OIG deems it necessary it may describe the complaint handling mechanism when it starts the investigation, and the role of TIP on the results of the completed inquiry.
OIG will also handle Complaints under 2,3 and 4, which are:
  2. Administrative, including corruption in appointments, postings, terminations etc.
  3. Disbursements of grants to affected persons such as IDPs, Poverty Alleviation grantees, natural disaster victims etc.
  4. Others.

Recommendations of TI Pakistan

The bid evaluation reports and Contract Awards along with BOQ shall be posted on the website of the procuring agencies public/NGO-local/NGO-US/UN Agencies/institutions , as well as on the website of Anti-Fraud Hotline.