Procurement Blues

One of the most frustrating things that I have encountered while working at AMPATH has been the procurement system.  There are a myriad of rules set up and a whole bureaucracy that I will swear exists to keep folks from actually getting equipment or even the most simple things.  In our case, we have funding to expand our core IT infrastructure.  One area where we want to move into is server consolidation using using Virtual Machines.  To do this properly requires that we purchase some decent servers that will allow us to run 7-14 virtual machines on one piece of hardware. 

We were able to get the necessary funding to do this back in May and with the help of HP Kenya we were able to assemble the right hardware, storage and the various parts to tie everything together.  The cost was actually not that bad, very reasonable for our needs and expandable.  We began the actual procurement process in June with a public tender.  This was my first exposure to the Kenyan Public Procurement process.  The process was designed to make procuring equipment transparent and to prevent corruption.  

The basics are that we need to essentially publish a tender or RFP and then we receive proposals from vendors.  The proposals are evaluated and the strongest proposal receives the award.  Sounds simple.  However, the bureaucracy has taken over and what ought and should be a straight-forward process is now something that will quite likely drive most people to seek out some type heavy-duty sedative. 

We have tried our best to follow the rules, though from where I sit there seem to be no guidelines or clear instructions.  There has been way too much back-and-forth and time wasted to do what should be a simple thing and achieve a desired outcome.

It is December 2 and we have no servers, no storage, no various parts and I am seriously running out of Advil.  Things are so bad that we might have to start over again because the prices quoted may no longer be valid or worse the equipment as specified may no longer be available.  I really hope HP doesn't revise their equipment in the next few weeks.

I am all for transparency, accountability and I think it is critical that our work should stand up to any audit.  There are relatively easy ways to do this and I like the idea of doing an RFP on large purchases. Make managers more accountable for what happens and enforce accountability and oversight.  Just make it more efficient, clear and relatively easy.

We are looking to upgrade our core network soon and I have no desire to go through the process again.  Fortunately, we have found away to get what we need without having to go through the process. I will enforce standards that will keep everything above board and beyond reproach.  I just hope to get this done before the end of my second year. 

For AMPATH to continue grow will require that IT create a rock-solid infrastructure.  The whole of the program relies on IT and we can not put up with the delays and barriers.