Problems and Solutions in Purchasing Stationery Items for Public Sector Organizations Under PPRA Rules Through EPADS (e-Pak Acquisition and Disposal System)
Problems and Solutions in Purchasing Stationery Items for Public Sector Organizations Under PPRA Rules Through EPADS (e-Pak Acquisition and Disposal System)
Introduction
In public sector organizations of Pakistan, procuring stationery items may appear to be a routine task. However, it involves a complex set of procedures and compliance requirements under the Public Procurement Regulatory Authority (PPRA) Rules. With the introduction of e-PADS (e-Pak Acquisition and Disposal System) — an online procurement platform — the government aims to bring transparency, efficiency, and accountability to the procurement process. Despite this, challenges still persist in the practical implementation, especially when procuring low-value, high-volume items like stationery.
This blog highlights the key problems faced in purchasing stationery items through EPADS under PPRA Rules and offers practical solutions to streamline the process.
Common Problems in Purchasing Stationery Through EPADS
1. Lack of Vendor Registration on EPADS
Many small-scale stationery suppliers are unfamiliar with EPADS or lack the technical skills to register on the system. As a result, the pool of vendors becomes limited, which restricts competition and often leads to higher rates.
2. Frequent Changes in Requirements
Due to dynamic administrative needs, stationery requirements may change frequently. However, EPADS mandates detailed planning and specification in the Annual Procurement Plan (APP), making it hard to accommodate changes later.
3. Delays in Approvals and Workflow Bottlenecks
Though EPADS automates procurement workflows, internal delays — such as late approval from authorities or incomplete documentation — can still cause procedural holdups.
4. Over-Specification or Under-Specification of Items
In many cases, user departments either over-specify (e.g., requesting specific brands unnecessarily) or under-specify items, leading to unfair competition or substandard procurement.
5. Limited Bidding Participation
Open Competitive Bidding under Rule 20 of PPRA is ideal, but in practice, few vendors participate in bids for low-cost items like stationery, considering the documentation burden, time, and delivery challenges.
6. Inadequate Knowledge of Procurement Committees
Members of Procurement, Grievance Redressal, and Blacklisting Committees sometimes lack proper training in handling EPADS and interpreting PPRA Rules, leading to procedural errors and audit objections.
Proposed Solutions
1. Vendor Awareness and Training
Conduct awareness sessions for local vendors on how to register and bid through EPADS. Collaboration with PPRA or training institutions can help onboard more stationery suppliers.
2. Flexible Procurement Planning
To manage dynamic needs, include buffer quantities and commonly used stationery items in the Annual Procurement Plan. Use Framework Contracts under Rule 15 for repeated purchases throughout the year.
3. Standard Operating Procedures (SOPs)
Develop and enforce internal SOPs for each step in EPADS — from demand generation to bid evaluation — with clear timelines and responsibility mapping to avoid unnecessary delays.
4. Balanced Specifications
Prepare item specifications that are generic, performance-based, and brand-neutral, in line with Rule 10 of PPRA Rules. This ensures a level playing field and encourages broader vendor participation.
5. Use of Single Stage – Two Envelope Bidding Wisely
Although stationery items typically fall under Single Stage – Single Envelope bidding, when quality matters (e.g., official diaries, customized folders), consider the Two Envelope method under Rule 36(b) to assess technical compliance first.
6. Capacity Building of Procurement Staff
Ensure regular training of Procurement Evaluation Committees and other involved officials on the use of EPADS, PPRA Rules, and complaint redressal mechanisms. This enhances compliance and reduces audit risks.
Conclusion
Purchasing stationery items under PPRA Rules through EPADS has the potential to revolutionize transparency and efficiency in public procurement. However, to fully realize this potential, it is essential to address operational challenges through better planning, vendor engagement, capacity building, and institutional reforms. With the right approach, even small-value procurements like stationery can set high standards for compliance and value for money.
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