Procurement - Checklist

Use this list to help you plan your procurement activities and develop your project Procurement Information File

General 1 2 3 4 5 Official project title(s) Client Reference(s) Web details Start and end dates Total amount
Titles used by ministry, schools, suppliers, consultants etc. Loan reference, ministry file reference etc URL details, policy, author, publication procedures etc List both program and project(s) start and end dates Amount allocated to procurement (currency?) Goods - Equipment, machines, books, off-the-shelf software, works etc. Consultants - Training, curricula development, bespoke software development etc. Others

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Sources of funds Use of funds Exclusions

List all sources and amounts, including local Main purpose of the loans/grants/pledges etc. Restrictions on use of funds Expenditure - Items/systems/areas excluded Bidders - Ineligible countries, organisations etc. Client - Excluded beneficiaries in clients organisation Other

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Regulations Tax status Bank details Payment instruments Audit Local Preference Brand names

Under which regulations will goods and services be procured? What is the tax position of the project, importation, VAT etc. (Confirm funds available for taxes!) Client bank details, authorities, limits etc. LOC details etc. Who is responsible for drafting/issuing? What are the financial audit requirements? Who will audit, what documentation is required etc. Is there an incentive for local goods and services? How will it be applied? Regulations and exceptions on the use of brand and trade names in equipment lists and specifications (Note that Windows NT etc. are trade names and require justification) Ensure contract protects copyright material Procedure for on-site acceptance of goods and training. Authorities and responsibilities, level of acceptance etc. (draw-up written procedure) What about broken/missing items

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Copyright Acceptance

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Exceptions

Procurement Checklist Peter Stout 2001

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Quality control, QA Methods Goods:

How will the quality/suitability of goods and systems be ensured/verified/rectified? Details of the various procurement methods to be applied to goods. Standard documents should be developed if not already available Local shopping - Ceiling, number of quotes etc. NCB - Ceiling, advertising period, media, bidding period etc. ICB - Ceiling, advertising period, media, bidding period, conferences, languages etc. Other

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Methods consultants

Details of the various procurement methods to be applied to consultant services Direct - Ceiling, number of CVs required etc. Quality Based - Applicable areas, ceilings, individual/company, advertising periods, media Quality/Cost Based - Applicable areas, ceilings, individual/company, advertising periods, media Other

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Completion and payment procedure Tender approval

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E.g. how will we agree that goods are delivered, training completed etc. what documents will be sent to whom? (How will we stop payment if necessary!) Procedure for review and approval of tender and contract documents. How long will it take?

Physical Conditions 24 25 26 27 Electricity Altitude Civil works Access

Single and 3 phase power in country, voltage, frequency and typical stability, receptacle type Details of project sites with potential altitude problems, say 500m and above Details of any civil works required in the project Access problems due to seasonal weather restrictions, security clearances, planned relocations, size and weight restrictions at site etc. Details of health and safety policy, regulations, advice etc. Are site drawings available/required, who is responsible?

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Health & Safety Drawings/surveys Tender/contract

For each tender planned

What criteria are used for qualification? (Double-check that you have the latest information!) What are the requirements concerning local representation of bidders (office, workshop, technical staff etc.) E.g. FOB, CIF, ex-works etc. Estimate of cost of goods plus delivery, installation etc. as required in contract, currency How will the tender be broken down into lots? (Optimise for maximum supplier interest and economy of scale. Dont

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Bidder qualification Local representation Types of contract Budget cost Packets/lots

Procurement Checklist Peter Stout 2001

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Bid bond Currency Pricing/contracting breakdown Payment terms Performance bond Document costs Advertising Conference Timing Bid opening Evaluation

for maximum supplier interest and economy of scale. Dont force suppliers to buy from each other!) Amount of bid bond required (remember, dont use a percentage!) Currency of bids, bonds, guarantees etc. How will the bids be priced? E.g. ex-works + delivery, CIF + local transportation + separate installation and training contract? Payment terms to be included in contract (should be justified!) Amount of performance bond required Price of bidding documents, method of payment, use of funds received Timing of notice(s) and media to be used Pre-bid conference details if required. Date, time, location, participants etc. Dates of tender issue, bid deadline etc? Date, time, place, participants etc. (draw-up a written procedure) When will evaluation take place, who is responsible, criteria, exchange rates, duration estimate etc. (refer to written procedure) Information required from successful bidder prior to award (information it would be unreasonable to ask of all bidders at the time of bidding) Are lists available? Are they current? Who will develop and approve the equipment lists? When will they be ready? Are specifications available? Are they current? Who will draft/write specifications? Have requirements for software been expressed in the most efficient manner, e.g. country, site or single user licence? How will lists and specifications be checked/approved? Who is responsible? Who should be consulted? Source of item budget prices, factors, updates etc. Requirements/availability of equipment/systems drawings. Are they required as part of the bid? Incidental services to be included in contract(s). Local transportation, installation, training, maintenance, equipment registration, technical libraries etc Pre, and post delivery inspection requirements. Who is responsible, certification methodology etc. Who will manage logistics, client, supplier or other? What are the ownership and risk implications? Packing and casing rules. E.g. casing should reflect physical, rather than administrative, site but accommodate local responsibilities and authorities. Freight forwarding company details

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Post award information

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Equipment lists Specifications Software

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Approval Budget prices Drawings Services

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Inspection Logistics management Casing and packing

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Freight

Procurement Checklist Peter Stout 2001

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Hazards Customs Taxes etc. Insurance Local delivery Delivery points Unloading Unpacking Installation Commissioning Training

Chemical, radioactive and other hazards expected in cargo. Relevant regulations to apply. Customs clearance agent details Confirm that all client liabilities are in place Insurance cover required from supplier, subcontractors and client. Details of risk transfer points, pricing in bid. Responsibilities, costs etc. details of local contractor Draw-up site distribution matrix. Provide contact point at each site. Responsibility for unloading (check against insurance risk). Documentation? Responsibility for unpacking (check against insurance risk). Documentation? Responsibility for installation (check against insurance risk). Documentation? Refer to installation schedule Ditto Special training needs, on-site, national seminars, overseas etc. Certification (Distinguish between operator, and application training). Will training be evaluated in the bid? Goods registration requirements, responsibilities Quantities required, electronic copies, technical libraries etc Spare parts requirements. Who decides, accepts? Supplier stocks and price lists? Local availability? Initial supply of consumables required. Local sources for further supplies. Minimum warranty period required. Incentives for longer periods? Manufactures extended warranties, registration with suppliers

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Registration Technical manuals Spare parts Consumables Warranty

Procurement Checklist Peter Stout 2001