Procurement Aspects of Introducing ICT Solutions in Electoral Processes: The Specific Case of Voter Registration

1. European Commission United Nations Development Programme Procurement Aspects of IntroducingICT Solutions in Electoral Processes: The Specific Case of Voter Registration Anne-Sofie Holm Gerhard & Mette Bakken Tbilisi, 9 September 2010

2. Objective • Introduction of the Operational Paper, rationale & scope • Unfold the complexity of introducing ICTs in Voter Registration processes, and its impact on procurement activities • Highlight some key challenges & lessons learned in operational & procurement planning, and budgeting for the Biometric Voter Registration processes

3. Scope and Structure of the Paper • Introduces Electoral Procurement processes and planning, guiding principles, and challenges • Focuses on Costs of VR Processes, well-established budgets and risk assessments • Examines the increasingly Central Role of ICTsin elections • Studies ICTs in VR as one of the most crucial, expensive and expanding part of the electoral process • Addresses Specific Procurement Issues related to Biometric VR • Linkages between Civil and Voter Registration

4. Audits & evaluations Staffing Equipment Upgrades, updates, training (i.e. BRIDGE) sust. development Uniforms Hiring legal experts Office lease/maintenance utilities consumables Printing Legal Framework Any procurement relating to the tabulation & communication of official results or to complaints and appeals? Post-Election IT equipment/ software/ website Training Travel The Electoral Cycle vs the operational & procurement cycle Verification of Results Running Costs of EMB Conferences Security Costs Warehousing Polling station kits,Ballot boxes, voting screens, ink, lanterns, uniforms, polling station furniture Printing of manuals Voting Operations and Election Day Training and Education ToT, venues, transport, equipment Security Training of election officials Polling Forms Training of civic & voter educators Electoral Campaign Voter Registration Embassy voting & out-of-country voting Materials/announcements (TV, radio, press) Counting Centres Party liaison/Media monitoring VR materials and services Call Centre/Website Data Entry Centre, hardware, software Ballot lottery, design, production, logistics Observers & accreditation Complaints mechanism Data processing, VR list & ID cards

5. Operational Planning starts with Policy and the Legal Framework… Policy decisions Approved Legal Framework Division of roles and responsibilities Interaction with development partners/international community Quality of original data, exploration of sustainable solutions (possible synergies) Choice of technology and standards Ad hoc VR to permanent system Procurement of technological systems, e.g. digital registration kits, data processing centers (central/regional level) Decision on Eligibility Methodology: staggered registration etc? Absentee voting & IDPs? Create operational plan Create operational timeline Create budget Create procedures

6. What’s needed in a biometric voter registration process? • The Digital Mobile Registration Kit, possibly with the following components: • Embedded computer with monitor, Keyboard, and mouse • Digital Camera (webcam) • Biometric extension with Finger print scanner and Signature pad • Colour printer • Registration software, pre-loaded • Kit case incl. all components of the kit, and consumables (printer cartridges) • Power source, generators/Solar Power kit • Technical and operational manuals and guidelines involving hardware and software • On-going technical support • Trained registration staff (cascade training..?) • In country or out of country duplicate analysis (AFIS?) • Production of Preliminary Voter Lists – Display • Production of voter cards • Voter education material & campaign • Observers & Candidate agents Specifications – can take months to draft and then agree on How long to progress from here..?

7. INDICATIVE Timeline for Procurement of Biometric Kits – 5 ½ months

8. VR Procurement – Risks and Challenges • Structural Arrangements in place • Independent EMB ? • Permanent EMB? • Human Resources • Procurement Structures • Supply Market Distortion • Political lobbying lead to prejudicial outcome of the tender process. • Some commodities are very simple but limited specialized suppliers. • Inflexible deadlines • Often used by critical stakeholders as a pressure tool exerted on procurement means • Cause serious value for money predicaments e.g. need to airfreight, single source situation etc • Cause severe pressure on logistics and distribution

9. VR Procurement – Risks and Challenges • Incomplete or Late Technical Specs/ToR/Request for Assistance • Creates margin for error - remedy action limited • Creates ambiguity, a situation suppliers can manipulate • Limited qualified technical experts to develop solid specs • Standards are not applied • Testing is not applied • National Ownership, Capacity and Infrastructure • EMB not be fully in place or lack capacity, high staff turnover • Technical Solution or Technical Transfer • Checks and balances in place • Political, logistical, geographical, security challenges etc. • Reputational Risk • EMB and donor community (perception vs. reality)

10. VR Procurement – Risks and Challenges • Unrealistic Expectations • By stakeholders on the Procurement Rules & Regulations to deliver • Ill-informed of the market response time • Cost of high-tech Solutions and Sustainability • Tremendous focus on highly advanced technology w/o infrastructure to support it • One time event with little synergies or thought into a wider institutional plan? • Total Costs of Ownership of biometric VR are extremely high • Disaster Recovery? • Insufficient Budgets • Lead to sub-optimal goods and services being purchased • Several ad hoc procurement exercises as patch work solution

11. Operational Planning Challenges • Inadequate time • Inadequate assessment of appropriate technology and needs • Inadequate and isolated budgets • Inadequate technical specifications and lack of standards • Lack of ability to integrate cross-cutting operational plans • Insufficient study of sustainability and operational costs • Insufficient national ownership • Lack of focus on transfer of knowledge • Lack of focus on synergies • Ensure all above issues are available with opposite connotation…

12. Further Recommendations… • Seek advice early • Technical Advisory is available • Observe Standards developed in relevant domain • Examine the full implications of costs, operations and maintenance - focus on sustainability and informed decisions • Integrate Pilot projects/ validation testing • Integrate procurement into project formulation • Include procurement input into project formulation (Strategy/Operations) • Create an independent role for a Procurement Expert & Technical Expert in the team • Procurement tools • Establish detailed procurement plans and realistic timelines • Establish conditions for efficient procurement, accelerated delivery, build economy of scale, ensure quality assurance (pre-qualifications) • Examine options for local vs. international procurement • Timely introduction of new technologies…

13. Thank you anne-sofie.holm@undp.org