Public Procurement in Lithuania

Annex A. List of KPIs to measure the performance of CPBs

 

Category	Indicator (Name)	Applicable CPB activities	Sub-indicator (if applicable)	Core Vs Aspirational indicator	Data entry points	Indicators calculable now?	Indicators calculable now?	Available data (Yes/No/ Partially)	Data source	Digital format of the data (Yes/ No/ Partially )
						(Yes / No / Partially)	(Yes/No / Partially)
						Only manually	Digital format
CPBs	Share of procurement conducted by CPB out of total public procurement (volume)	All		Core	total volume procurement procedures conducted by CPB	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total volume of public procurement			Yes	e-procurement system PPO scoreboard	Yes
CPBs	Share of procurement procedures conducted by CPB out of total public procurement procedures (number)	All		Core	total number of public procurement procedures conducted by CPB	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total number of public procurement procedures			Yes	e-procurement system PPO scoreboard	Yes
CPBs	Share of procurement actual spent through CPB out of total CPB public procurement (volume)	All	by Central Authorities	Aspirational	total volume of actual spent through CPB by central authorities	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total volume of procurement by CPB			Yes	e-procurement system PPO scoreboard	Yes
		All	by Local Authorities		total volume of actual spent through CPB by local authorities	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total volume of procurement by CPB			Yes	e-procurement system PPO scoreboard	Yes
		All	by Other Authorities		total volume of actual spent through CPB by other authorities	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total volume of procurement by CPB			Yes	e-procurement system PPO scoreboard	Yes
CPBs	Share of procurement procedures conducted through CPB out of total CPB public procurement procedures (number)	All	by Central Authorities	Aspirational	total number of procurement procedures conducted through CPB by central authorities	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total number of procurement procedures by CPB			Yes	e-procurement system PPO scoreboard	Yes
		All	by Local Authorities		total number of procurement procedures conducted through CPB by local authorities	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total number of procurement procedures by CPB			Yes	e-procurement system PPO scoreboard	Yes
		All	by Other Authorities		total number of procurement procedures conducted through CPB by other authorities	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total number of procurement procedures by CPB			Yes	e-procurement system PPO scoreboard	Yes
CPBs	Share of CAs using CPB services without obligation	All	Central Authorities	Aspirational	total number of central authorities using CPB services without obligation	Yes	No	Yes	CPB	No
					total number of central authorities that are not obliged to use CPB services			Yes	CPB	No
		All	Local Authorities		total number of local authorities using CPB services without obligation	Yes	No	Yes	CPB	No
					total number of local authorities that are not obliged to use CPB services			Yes	CPB	No
		All	Other Authorities		total number of other authorities using CPB services without obligation	Yes	No	Yes	CPB	No
					total number of other authorities that are not obliged to use CPB services			Yes	CPB	No
CPBs	Number of suppliers in electronic systems of each CPBs	FA and DPS		Core	number of suppliers in electronic systems of each CPBs	Yes	Yes	Yes	CPB	Yes
CPBs	Trust in a CPB (percentage of those who believe that CPB's activities are transparent and reliable), %	All		Core	total number of suppliers who believe that CPB's activities are transparent and reliable	Yes	Yes	Yes	CPB	Yes
					total number of suppliers that responded to the survey			Yes	CPB	Yes
CPBs	Number of purchase orders (by CA as clients of CPB) per framework agreement	FA		Aspirational	number of purchase orders per framework agreement	Yes	Yes	Yes	CPB	Yes
CPBs	Existence of methodologies to conduct market analysis	All		Aspirational	n/a	Yes	NA	Yes	CPB	NA
CPBs	Existence of methodologies to conduct market engagement	All		Aspirational	n/a	Yes	NA	Yes	CPB	NA
CPBs	Existence of methodologies to conduct needs analysis	All		Aspirational	n/a	Yes	NA	Yes	CPB	NA
Efficiency	Existence of Risk Management approach applied to procurement procedures	All		Aspirational	#REF!	Yes	NA	Yes	CPB	NA
Efficiency	Number of procedures with a formal Risk Management approach	All		Aspirational	number of procedures with a formal RM approach	Yes	Yes	Yes	CPB	Yes
Efficiency	Share of procedures with a formal Risk Management approach	All		Aspirational	number of procedures with a formal RM approach	Yes	Yes	Yes	CPB	Yes
					total procurement procedures			Yes	e-procurement system PPO scoreboard	Yes
Efficiency	Number of procurement procedures using multiple award criteria	All		Core	number of procurement procedures using multiple award criteria	Yes	Yes	Yes	e-procurement system	Yes
Efficiency	Share of procurement procedures using multiple award criteria	All		Core	number of procurement procedures using multiple award criteria	Yes	Yes	Yes	e-procurement system	Yes
					total number of procedures			Yes	e-procurement system PPO scoreboard	Yes
Efficiency	Average Number of bidders	All		Core	total number of bidders in competitive procedures	Yes	Yes	Yes	e-procurement system	Yes
					number of competitive procedures			Yes	e-procurement system	Yes
Efficiency	Share of competitive procedures with a single bid (in number)	All		Core	number of procedures with single bids in competitive procedures	Yes	Yes	Yes	e-procurement system	Yes
					number of competitive procedures			Yes	e-procurement system	Yes
Efficiency	Share of competitive procedures with a single bid (in volume)	All		Core	volume of competitive procedures with single bids	Yes	Yes	Yes	e-procurement system	Yes
					volume of competitive procedures			Yes	e-procurement system	Yes
Efficiency	Total Savings (if a methodology exists)	All		Core	total saving for each procurement procedure	Yes	NA	Yes	CPB	NA
Efficiency	Average time between the deadline for receiving offers and the date the contract is awarded	Consolidated purchasing and procurement agent		Core	number of days between the deadline for receiving offers and the date the award of the contract	Yes	Partially	Yes	CPB	Partially
					number of competitive procedures			Yes	e-procurement system	Yes
Efficiency	Average cost of preparing a FA	FA		Aspirational	costs of preparing a FA	Yes	Partially	Yes	CPB	Partially
					number of FA			Yes	e-procurement system	Yes
Efficiency	Average cost of preparing a DPS	DPS		Aspirational	costs of preparing a DPS	Yes	Partially	Yes	CPB	Partially
					number of DPSs			Yes	e-procurement system	Yes
Efficiency	Average cost for preparing an e-auction	E-auction		Aspirational	costs of preparing an e-auction	Yes	Partially	Yes	CPB	Partially
					number of e-auctions			Yes	e-procurement system	Yes
Efficiency	Average time of preparing a FA (from approval to publication)	FA		Aspirational	time of preparing an FA	Yes	Partially	Yes	CPB	Partially
					number of FAs			Yes	e-procurement system	Yes
Efficiency	Average time of preparing a DPS (from approval to publication)	DPS		Aspirational	time of preparing a DPS	Yes	Partially	Yes	CPB	Partially
					number of DPSs			Yes	e-procurement system	Yes
Efficiency	Average time of preparing an e-auction	E-auction		Aspirational	time of preparing an e-auction	Yes	Partially	Yes	CPB	Partially
					number of e-auctions			Yes	e-procurement system	Yes
Efficiency	Estimated value of efficiency tools	FA and DPS		Aspirational	estimated value of efficiency tools	Yes	Yes	Yes	e-procurement system	Yes
					number of efficiency tools			Yes	e-procurement system	Yes
Efficiency	Share of procurement volume spent through efficiency tools	FA and DPS		Aspirational	procurement volume spent through efficacy tools	Yes	Yes	Yes	e-procurement system	Yes
					total procurement volume spent			Yes	e-procurement system PPO scoreboard	Yes
Efficiency	Number of active FA	FA		Aspirational	number of active FA	Yes	Yes	Yes	CPB	Yes
Efficiency	Number of active DPS	DPS		Aspirational	number of active DPS	Yes	Yes	Yes	CPB	Yes
Efficiency	Number of contracts derived from FAs	FA		Aspirational	number of contracts derived from FAs	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
Efficiency	Number of contracts derived from DPSs	DPS		Aspirational	number of contracts derived from DPS	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
Efficiency	Share of procurement spent on FA	FA		Aspirational	procurement spent on FA	Yes	Yes	Yes	e-procurement system	Yes
					total procurement spent			Yes	e-procurement system PPO scoreboard	Yes
Efficiency	Share procurement spent on DPS	DPS		Aspirational	procurement spent on DPS	Yes	Yes	Yes	e-procurement system	Yes
					total procurement spent			Yes	e-procurement system PPO scoreboard	Yes
Efficiency	Existence of strategic framework on professionalization	All		Aspirational	#REF!	Yes	NA	Yes	CPB	NA
Efficiency	Existence of a competency model	All		Aspirational	#REF!	Yes	NA	Yes	CPB	NA
Efficiency	Share of certified procurement staff (out of total public procurement staff)	All		Aspirational	number of certified procurement staff	Yes	Yes	Yes	CPB	Yes
					total number of procurement professionals			Yes	CPB	Yes
Strategic	Share of procurement procedures with GPP criteria	All		Core	total number of procurement procedures with GPP criteria	Yes	Yes	Yes	e-procurement system	Yes
					total number of procurement procedures			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Share of procurement volume with GPP criteria	All		Core	total procurement volume	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total procurement volume with GPP criteria			Yes	e-procurement system	Yes
Strategic	Number of procurement procedures using LCC	All		Core	number of procurement procedures using LCC	Yes	Yes	Yes	e-procurement system	Yes
Strategic	Share of procurement procedures using LCC	All		Core	number of procedures using LCC	Yes	Yes	Yes	e-procurement system	Yes
					total number of procurement procedures			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Share of the number of contracts with GPP criteria	All		Core	number of contracts with GPP criteria	Yes	Yes	Yes	e-procurement system	Yes
					total number of contracts			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Share of procurement volume (contracts) with GPP criteria	All		Core	total contracted procurement volume with GPP criteria	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total contracted procurement volume			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Share of procurement procedures with social criteria	All		Core	total number of procurement procedures with social criteria	Partially	Partially	Partially	e-procurement system	Partially
					total number of procurement procedures			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Procurement volume with social criteria	All		Core	total volume of procurement procedures with social criteria	Partially	Partially	Partially	e-procurement system	Partially
Strategic	Share of procurement volume with social criteria	All		Core	total procurement volume with social criteria	Partially	Partially	Partially	e-procurement system	Partially
					total procurement volume			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Share of procurement procedures including gender considerations	All		Aspirational	number of procurement procedures with gender considerations	No	No	No	e-procurement system	No
					total number of procurement procedures			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Share of contracts with social criteria	All		Core	number of contracts with social criteria	Partially	Partially	Partially	e-procurement system	Partially
					total number of contracts			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Procurement volume (from contracts) with social criteria	All		Core	contracted procurement volume with social criteria	Partially	Partially	Partially	e-procurement system	Partially
Strategic	Share of procurement volume (from contracts) with social criteria	All		Core	Contracted procurement volume with social criteria	Partially	Partially	Partially	e-procurement system	Partially
					total contracted procurement volume			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Average number of bidders who are SMEs	All		Core	total number of SMEs bidders	Yes	Yes	Yes	e-procurement system	Yes
					total number of procurement procedures			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Average number of SMEs participating in above the threshold procurement procedures	All		Core	total number of SMEs bidders	Yes	Yes	Yes	e-procurement system	Yes
					total number of above threshold procedures			Yes	e-procurement system	Yes
Strategic	Share of SMEs participating in above the threshold procurement procedures	All		Core	number of SME bidders participating in above threshold tenders	Yes	Yes	Yes	e-procurement system	Yes
					total number of bidders in above threshold tenders			Yes	e-procurement system	Yes
Strategic	Share of contracts awarded to SMEs	All		Core	number of contracts awarded to SMEs	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total number of contracts			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Volume of contracts awarded to SMEs	All		Core	volume of procurement contracts awarded to SMEs	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
Strategic	Share of procurement volume of contracts awarded to SMEs	All		Core	procurement volume (from contracts) awarded to SMEs	Yes	Yes	Yes	e-procurement system PPO scoreboard	Yes
					total contracted procurement volume			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Share of contracts above the threshold awarded to SMEs (in numbers )	All		Core	number of contracts above threshold awarded to SMEs	Yes	Yes	Yes	e-procurement system	Yes
					total number of contracts above threshold			Yes	e-procurement system	Yes
Strategic	Share of contracts above the threshold awarded to SMEs (in procurement volume)	All		Core	procurement volume of contracts above threshold awarded to SMEs	Yes	Yes	Yes	e-procurement system	Yes
					total procurement volume above threshold			Yes	e-procurement system	Yes
Strategic	Procurement volume of above the threshold contracts awarded to SMEs	All		Core	procurement volume of contracts above threshold awarded to SMEs	Yes	Yes	Yes	e-procurement system	Yes
Strategic	Share of contracts with declared SME subcontractors	All		Aspirational	number of contracts with declared subcontractors	Yes	Partially	Yes	e-procurement system	Partially
					total number of contracts			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Number of procurement procedures aimed at innovation (based on the national framework)	Procurement agent		Core	Number procurement procedures aimed at innovation	Yes	Yes	Yes	e-procurement system	Yes
Strategic	Share of procurement procedures aimed at innovation (based on the national framework)	Procurement agent		Core	number of procurement procedure aimed at innovation	Yes	Yes	Yes	e-procurement system	Yes
					total number of procurement procedures			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Procurement volume of procurement procedures aimed at innovation (based on the national framework)	Procurement agent		Core	procurement volume of procurement procedures aimed at innovation	Yes	Yes	Yes	e-procurement system	Yes
Strategic	Share of procurement volume of procurement procedures aimed at innovation( based on the national framework)	Procurement agent		Core	procurement volume of procurement procedures aimed at innovation	Yes	Yes	Yes	e-procurement system	Yes
					total procurement volume			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Number of contracts aimed at innovation	Procurement agent		Core	number of contracts aimed at innovation	Yes	Yes	Yes	e-procurement system	Yes
Strategic	Share of contracts aimed at innovation	Procurement agent		Core	number of contracts aimed at innovation	Yes	Yes	Yes	e-procurement system	Yes
					total number of contracts			Yes	e-procurement system PPO scoreboard	Yes
Strategic	Procurement volume of contracts aimed at innovation	Procurement agent		Core	procurement volume of contracts aimed at innovation	Yes	Yes	Yes	e-procurement system	Yes
Strategic	Share of procurement volume of contracts aimed at innovation	Procurement agent		Core	procurement volume of contracts aimed at innovation	Yes	Yes	Yes	e-procurement system	Yes
					total procurement volume from contracts			Yes	e-procurement system PPO scoreboard	Yes
Compliance	Existence of procurement data in open data format	All		Aspirational	#REF!	Yes	NA	Yes	e-procurement system	NA
Compliance	Number of financial sanctions applied to the contracting authority	Procurement agent	Corrections	Core	number of financial corrections applied to the contracting authority	Yes	Yes	Yes	Implementing bodies of external funds	Yes
		Procurement agent	Fines		number of fines applied to the contracting authority	Yes	Partially	Yes	Competent authority to impose fines	Partially
		Procurement agent	Other (depending on regulations)		number of other financial sanctions applied to the contracting authority	Yes	Partially	Yes	Competent authority to impose fines	Partially
Compliance	Value of financial sanctions applied to the contracting authority	Procurement agent	Corrections	Core	value of corrections applied to the contracting authority	Yes	Yes	Yes	Implementing bodies of external funds	Yes
		Procurement agent	Fines		value of fines applied to the contracting authority	Yes	Partially	Yes	Competent authority to impose fines	Partially
		Procurement agent	Other (depending on regulations)		value of other financial sanctions applied to the contracting authority	Yes	Partially	Yes	Competent authority to impose fines	Partially
Compliance	Number of other (non-financial) sanctions applied	Procurement agent	Number of procedures terminated by competent bodies due to breaches to the regulatory framework	Core	number of procedures terminated by competent bodies due to breaches to the regulatory framework	Yes	Yes	Yes	PPO	Yes
		Procurement agent	Number of procurement officials sanctioned by competent bodies due to breaches to the regulatory framework		number of procurement officials sanctioned by competent bodies due to breaches to the regulatory framework	Yes	Yes	Yes	PPO	Yes
		Procurement agent	Number of criminal proceedings initiated due to breaches to the regulatory framework		number of criminal proceedings initiated due to the breaches to the regulatory framework	Yes	Yes	Yes	Prosecutors Office	Yes
		Procurement agent	Head of contracting authority sanctioned		number of sanctions to the head of the contracting authority	Yes	Yes	Yes	PPO	Yes
Compliance	Share of public procurement irregularities	Procurement agent		Aspirational	- number of procurement procedures with irregularities	Yes	Yes	Yes	NAO	Yes
					total number of audited procurement procedures			Yes	NAO	Yes
Compliance	Share of challenged public procurement procedures	Procurement agent	First stage (against contracting authority)	Core	number of challenged procurement procedures in the first stage	Yes	Yes	Yes	e-procurement system	Yes
					total number of procurement procedures			Yes	e-procurement system PPO scoreboard	Yes
			First instance (against the court)		number of challenged procurement procedures in the first instance stage	Yes	Yes	Yes	e-procurement system	Yes
					total number of challenged procurement procedures			Yes	e-procurement system	Yes
Compliance	Share of successful decisions (in favour of CA)	Procurement agent	First stage (against contracting authority)	Core	number of decision in favour of the CA in the first stage	Yes	Yes	Yes	NCA	Yes
					total number of procedures challenged			Yes	e-procurement system	Yes
			First instance (against the court)		number of decisions in favour of the CA in the first instance stage	Yes	Yes	Yes	NCA	Yes
					total number of procedures challenged			Yes	e-procurement system	Yes
Compliance	Average time for decisions	Procurement agent	First stage (against contracting authority)	Core	number of days for a decision at first stage	Yes	Yes	Yes	CPB	Yes
					total number of procedures challenged			Yes	e-procurement system	Yes
		Procurement agent	First instance (against the court)		number of days for a decision at first stage	Yes	Yes	Yes	NCA	Yes
					total number of procedures challenged			Yes	e-procurement system	Yes