You are on page 1of 21

Public Procurement and Disposal of Public Assets

Authority

User Guide for Preparation of the User Department


Procurement Plans, Annual Procurement Plans and
Disposal Plans

JULY 2012

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA

Table of Contents
ACRONYMS.................................................................................................... III
1.0 INTRODUCTION........................................................................................... 1
1.1 PURPOSE OF THE USER GUIDE ..........................................................................................1
2.0

TEMPLATES.............................................................................................. 2

2.1 USER DEPARTMENT PROCUREMENT PLAN........................................................................2


2.1.1 Guidance notes on how to prepare a User Department Procurement Plan..............................4
2.2 ANNUAL PROCUREMENT PLAN.......................................................................................4
2.2.1
Template of Annual Procurement Plan for goods, works and non-consultancy services for
submission to the Secretary to the Treasury, PPDA and publication on the PDEs notice board..........5
2.2.3 Template of Annual Procurement Plan for goods, works and non-consultancy services for
internal use................................................................................................................... 9
2.2.4 Template of Annual Procurement Plan for consultancy services for internal use...................11
2.3 ANNUAL DISPOSAL PLAN............................................................................................ 13
3.0

AVAILABILITY OF ELECTRONIC DOCUMENTS.................................................15

ANNEX 1: GUIDANCE NOTES ON HOW TO FILL IN THE PROCUREMENT PLAN TEMPLATES


.................................................................................................................. 16

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012
ii

Acronyms
ADP
APP
CC
PDE
PDU
PPDA
PPDA Act
Regulations

Annual Disposal Plan


Annual Procurement Plan
Contracts Committee
Procuring and Disposing Entity
Procurement and Disposal Unit
Public Procurement and Disposal of Public Assets
Public Procurement and Disposal of Public Assets Act
PPDA Regulations

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012
iii

1.0 Introduction
In accordance with Section 58 of the PPDA Act, 2003 a Procuring and Disposing Entity
(PDE) is required to plan its procurements and disposals.
The Authority has developed the following procurement and disposal plan templates to be
used by the PDEs to develop procurement plans and disposal plans:
i. User Department Procurement Plan
ii. Annual Procurement Plan
iii. Annual Disposal Plan
The purpose of the above templates is to provide PDEs with standardised documents to be
used as models that will assist them in fulfilling the requirement of procurement and disposal
planning. These plans shall be displayed on the PDEs procurement and disposal notice
boards for at least 20 working days from the date of approval of the plans by the Accounting
Officers.
The annual procurement plans, the user department procurement plans and annual disposal
plans are to be submitted to the Secretary to the Treasury and the Authority during the month
of July of each financial year. Entities should also submit a soft copy to the Authority to
plans@ppda.go.ug.
The annual procurement and disposal plans may be updated and where changes are made to
an existing plan, the PDE shall notify the Secretary to the Treasury and PPDA by submitting
the updated and approved plan.
Please note that the procurement plans should be linked to the Output Based Tool (OBT)
procurement plans to ensure that the contract signature dates is in the same quarter with that
under the OBT. This will ensure timely availability of funds before contract signature.
1.1 Purpose of the User Guide
This User Guide has been prepared to provide guidance to public officials in the correct use
of the User Department Procurement Plan, Annual Procurement Plan (APP) and Annual
Disposal Plan (ADP) Templates.
The information in this User Guide is intended to guide the User Departments and
Procurement and Disposal Unit (PDU) staff in the preparation of Procurement and Disposal
Plans in compliance with the Public Procurement and Disposal of Public Assets (PPDA) Act
and Regulations, 2003.
The APP Templates have been designed to:
(a) Simplify the drafting of individual Procurement Plans by Procurement and Disposal
Units;
(b) Minimise the time spent by User Departments and Procurement and Disposal Units to
prepare annual Procurement Plans;
(c) Enable PDEs monitor all planned procurements and ensure that they follow the right
procedures and observe target dates; and
User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal
Plans

Page 1 of 22

(d) Enable the Authority to monitor the procurement volumes for PDEs in the respective
Financial Years.
2.0

Templates

The Authority has developed three templates as specified in 1.0 above.


2.1

User Department Procurement Plan

The User Department Procurement Plan template is designed for use by all the User
Departments (including Units, projects, and any subdivision within the PDE). It is submitted
to the Head PDU by the Head of the User Department for consolidation of similar
requirements required within the same period and with similar funding sources. Below is the
format of the template for the User Department Procurement Plan.

User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal
Plans

Page 2 of 22

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans

NAME OF PROCURING AND DISPOSING ENTITY


User Department Procurement Plan for Supplies, Works, Non Consultancy and Consultancy Services
Area/Section/Department ..
S/N Subject of procurement

Quantity/ Unit
of Measure

Financial Year
Currency and
Estimated cost

Source of funding

Date when goods/services/ works are


required

1
2
3
4
5
6
7
8
9
Prepared by User:

Approval by Head of Department

Received by Head of PDU

Name:

. Name:

Name:

Signature:

. Signature:

Signature:

Date:

. Date:

Date:

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012

Page 3 of 22

User Guide for Preparation of the User Department Procurement Plans


and Annual Procurement and Disposal Plans
2.1.1 Guidance notes on how to prepare a User Department Procurement Plan
The User Department Procurement Plan template is used for supplies, works, non
consultancy and consultancy services and is for internal use.
The User Department Procurement Plan template is divided into six (6) separate columns as
listed below. User Departments are required to fill in all parts of the User Department
Procurement Plan:
Column 1:
Column 2:
Column 3:
Column 4:
Column 5:
Column 6:

S/No.
Subject of Procurement
Quantity/ Unit of Measure
Currency and estimated cost
Source of funding
Date when supplies/ services/works are required

1. In preparing the User Department Procurement Plan, the User Department should start by
indicating the name of the PDE, the User Department and the Financial Year for which
the plan is being prepared.
2. Column 1: Indicate the serial number of the requirement e.g. 1, 2, 3, 4...
3. Column 2: Indicate a brief description of the procurement e.g. supply of two computers,
construction of 2 classroom block, routine maintenance of 12 Km of XXX road
4. Column 3: Indicate the quantity and the unit measure of the requirement e.g 3 vehicles, 2
laptops
5. Column 4: Indicate the currency and estimated cost of the requirement. Reference should
be made to the market prices within the region and PPDAs updated list of common user
items.
6. Column 5: Indicate the source of funding for the procurement e.g GOU, WB, IFAD, EU
etc
7. Column 6: Indicate the date when supplies/ services/works are required by the User
Department e.g September 2012, January 2013 etc
2.2

Annual Procurement Plan

The Annual Procurement Plan template is designed for use by the Procurement and Disposal
Unit (PDU) for consolidation of all the procurement requirements from all the User
Departments for supplies, services and works. The PDU should aggregate similar
procurement requirements within the same period of time to enjoy economies of scale and to
reduce procurement costs.
The PDU should make use of framework contracts for requirements which are required
repeatedly over a set period of time.
The Authority has developed two templates:
i. For submission to the Secretary to the Treasury, PPDA and publication on the PDEs
notice board; and
ii. For internal use to monitor the implementation of the planned vis-a-vis the actual
implementation of the Procurement Plan.

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012

Page 4 of 22

2.2.1 Template of Annual Procurement Plan for goods, works and non-consultancy
services for submission to the Secretary to the Treasury, PPDA and publication on the
PDEs notice board
This template is divided into fourteen (14) separate columns. PDUs are required to fill in all
parts of the Plan. It is advised that goods, works and non-consultancy services are separated
for ease of review. The template comprises of the following;
Column A:
Column B:
Column C:
Column D:
Column E:
Column F:
Column G:
Column H:
Column I:
Column J:
Column K:

S/No
Subject of procurement
Currency
Estimated cost
Source of funding
Procurement method
Contract type
Pre-Qualification (Yes or No)
Invitation and award of bids with four (4) sub columns on bid invitation date,
bid closing/opening date, approval of evaluation report and award notification
date.
Contract signing date
Completion date

The APP template for supplies, works and non-consultancy services shall be prepared and
signed by the Head of PDU and approved by the Accounting Officer before submitting to the
Secretary to Treasury and PPDA.
The information captured in this template is extracted from the Procurement Plan for goods,
works and non-consultancy services for internal use.
Guidance notes on how to fill in the corresponding columns are provided under Annex I.

User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal
Plans

Page 5 of 22

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans

PDE Name:
Financial Year:
S/No

Subject of
procurement

Currency

Estimated
cost

Source of
funding

Procurement
method

Contract
Type

PRE-QUAL
(Yes or No)

INVITATION AND AWARD OF BIDS

Bid
invitation
date

Prepared by

Name:
Signature:
Designation:

Bid closing/
Opening
date

Approval
evaluation
report date

Contract
signing
date

Award
notification
date

Head PDU

Date:
Approved by

Name:
Signature:
Designation:
Date:

Accounting
Officer

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012

Page 6 of 22

Completio
n date

User Guide for Preparation of the User Department Procurement Plans


and Annual Procurement and Disposal Plans
2.2.2 Template of Annual Procurement Plan for consultancy services for submission to
the Secretary to the Treasury, PPDA and publication on the PDEs notice board
This template is divided into seventeen (17) separate columns. PDUs are required to fill in all
parts of the Plan. The template comprises of the following:
Column 1:
S/No
Column 2:
Subject of procurement
Column 3:
Currency
Column 4:
Estimated cost
Column 5:
Source of funding
Column 6:
Procurement method
Column 7:
Contract type
Column 8- 11: Request for expression of interest (invitation of expression of interest date,
closing/opening date, approval of shortlist and notification date)
Column 12-16 Invitation of proposals and approval of award (invitation of proposal date,
submission/opening date, approval of final evaluation report, notification date
and contract signing date)
Column 17: Completion date
The APP template for consultancy services shall be prepared and signed by the Head of PDU
and approved by the Accounting Officer before submitting to the Secretary to the Treasury
and PPDA.
The information captured in this template is extracted from the Procurement Plan for
consultancy services for internal use.
Guidance notes on how to fill in the corresponding columns are provided under Annex II.
Below is the format of the template of the APP for consultancy services for submission to
Secretary to the Treasury, PPDA and publication on the PDEs notice board.

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012

Page 7 of 22

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
PROCUREMENT PLAN FOR CONSULTANCY SERVICES - FOR SUBMISSION TO THE SECRETARY TO TREASURY, PPDA
AND PUBLICATION
Procuring and Disposing
Entity:

Financial Year:
S/N

Subject of
procurement

Currency

Estimated
cost

Source of
funding

Procurem
ent
method

Contract
type

Request for Expression of Interest

Invitation of
Expressions of
Interest date

Prepared
by

Name:
Signature
:
Designati
on:
Date:

Approved
by

ClosingOpening
date

Approval
of
shortlist

Invitation of proposals and approval for award

Notificati
on date

Invitation
of
proposals
date

Submission/
opening
date

Approval
of final
evaluatio
n report

Notific
ation
date

Completion
date

Contract
signing
date

Name
Signatur
e:
Designa
tion:
Date:

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012

Page 8 of 22

User Guide for Preparation of the User Department Procurement Plans


and Annual Procurement and Disposal Plans
2.2.3 Template of Annual Procurement Plan for goods, works and non-consultancy
services for internal use
This template is divided into twenty two (22) separate columns. PDUs are required to fill in
all parts of the Plan. It is advised that goods, works and non-consultancy services are
separated in their respective categories for ease of review. The template comprises of the
following;
Column A:
Column B:
Column C:
Column D-G:

S/No
Subject of procurement
Plan vs. Actual
Basic Data (currency and estimated cost, source of funding and procurement
method)
Column H-M: Prequalification (document, invitation date and evaluation)
Column N-U: Invitation for bids and Evaluation (invitation for bidding, bid evaluation and
contract award)
Column V-W: Contract finalisation (contract signature and contract completion)
The APP template shall be prepared and monitored by the PDU through filling in the planned
dates and the actual implementation dates. Data entered into this template is linked to the
template for submission to the Secretary to the Treasury, PPDA and for publication.
Guidance notes on how to fill in the corresponding columns are provided under Annex I.
Below is the format of the template of the APP for supplies, works and non-consultancy
services for internal use.

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012

Page 9 of 22

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
PROCUREMENT PLAN FOR GOODS, WORKS AND NON-CONSULTANCY SERVICES - INTERNAL USE
Name of Procuring Entity:
Financial Year:
Basic Data
Pre-qualification

Invitation for Bids and Evaluation


Contract Finalization

Document
S/No
.

Subject of

Plan vs.

Procurement

Actual

Invitation Date

Evaluation

Bidding Documents

Invitation for Bidding

Bid Evaluation and Contract Award

Curr
ency

Completio
Estimated

Source of

Procurement

Cost

Funding

Method

Preparation by
PDU and CC
submission

Approval by

Invitation

Closing-

Submission

Approval by

CC

Date

Opening

Evaluation Report

CC

Prep &
Submission
by PDU

Approval
by CC

Bid
Invitation
Date

Bid ClosingOpening

Submission
Bid Evaluation
Report

Approval by

Approval by

CC

SG

Contract
Signature

Plan
Actual

Plan
Actual

Plan
Actual

Name:
Signatu
re:
Design
ation:

Prepared by

Procurement Officer

Date:
Approved by

Name:
Signatu
re:
Design
ation:

Head PDU

Date:

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012

Page 10 of 22

Date

n Date

User Guide for Preparation of the User Department Procurement Plans


and Annual Procurement and Disposal Plans
2.2.4 Template of Annual Procurement Plan for consultancy services for internal use
This template is divided into twenty three (23) separate columns. PDUs are required to fill in
all parts of the Plan. The template comprises of the following;
Column 1:
Column 2:
Column 3:
Column 4-7:
Column 8-11:
Column 12-13:
Column 14-20:
Column 21-23:

S/No
Subject of procurement
Plan vs. Actual
Basic Data (currency and estimated cost, procurement method,
selection method and contract type)
Request for expression of interest (invitation and evaluation)
Preparation of RFP documents (preparation by PDU and approval by
CC)
Invitation of proposals and approval of award (consultant proposals
and proposal evaluation)
Contract finalisation (contract value, contract award date and contract
signature date)

The APP template shall be prepared and monitored by the PDU through filling in the planned
dates and the actual implementation dates. Data entered into this template is linked to the
template for submission to the Secretary to the Treasury, PPDA and for publication.
Guidance notes on how to fill in the corresponding columns are provided under Annex II.
Below is the format of the template of the APP for consultancy services for internal use.

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012

Page 11 of 22

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
PROCUREMENT PLAN FOR CONSULTANCY SERVICES - INTERNAL USE
Name of the Procuring Entity:
Financial Year:
S/N
o.

Subject of
Procureme
nt

Plan
vs.
Actual

Estimated
Cost and
Currency

Basic Data
Procurem
Select
ent
ion
Method
Meth
od

Request for Expression of Interest


Contract
Type

Invitation
Invitati
on
Date

ClosingOpening

Evaluation
Submissio
n
Evaluatio
n Report

Appro
val of
Shortli
st

Preparation of RFP
Documents
Prep &
Submissio
n
by PDU

Approval
by CC

Invitation of proposals and approval for award


Consultant
Proposals
Invitat
Submiss
ion
ion/
Date
Opening
Date

Contract Finalization

Proposal Evaluation Technical (T) & Financial (F)


Submissio
n
Evaluatio
n
Report

Appro
val of
Techni
cal
Evalua
tion
Report

Openin
g Fin.
Propos
als

Submissio
n
of Final
Evaluatio
n Report

Approval
Evaluation
Report

Contract
Value

Contract
Award
Date

Plan
Actual
Plan
Actual
Plan
Actual
Plan
Prepared
by

Actual
Name:
Signature
Designation:
Date:

Approve
d by

Name:
Signature:
Designation:
Date:

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012

Page 12 of 22

Contract
Sign
Date

User Guide for Preparation of the User Department Procurement Plans


and Annual Procurement and Disposal Plans
2.3

Annual Disposal Plan

The Annual Disposal Plan template is designed for use by the Procurement and Disposal Unit
(PDU) for consolidation of all the assets of a PDE for disposal. The PDU should aggregate
similar assets into lots where the values are low.
This template is divided into seven (7) separate columns. PDUs are required to fill in all parts
of the Plan. The template comprises of the following;
Column 1:
Column 2:
Column 3:
Column 4:
Column 5:
Column 6:
Column 7:

S/No
Asset to be disposed
Reference number in the Asset Register where applicable
Quantity and Unit of Measure
Value given by the Board of Survey where applicable
Method of disposal
Period within which the asset should be disposed

The ADP template shall be prepared and monitored by the Head of the PDU, approved by the
Head of Finance and Administration and the Accounting Officer.
Below is the format of the template of the ADP.

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012

Page 13 of 22

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans

NAME OF PROCURING AND DISPOSING ENTITY


ANNUAL DISPOSAL PLAN
FINANCIAL YEAR............................
S/N

Asset to be
disposed

Reference
Number in the
Asset Register
where applicable

Quantity and
Unit of Measure

Value given by the Board


of Survey where
applicable

Method of
Disposal

Disposal period
within which the disposal
should take place
Q1
Q2
Q3
Q4

1.
2.
3.
4.
5.
6.
7.
8.

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012

Page 14 of 22

Prepared by PDU

Approval by Head Finance and

Approval by Accounting Officer

Administration
Name:

Name:

Name:.

Signature: ..

Signature: ..

Signature: .....

Date: ...........................

Date: .........................

Date: .............................

User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal Plans

Page 15 of 22

User Guide for Preparation of the User Department Procurement Plans


and Annual Procurement and Disposal Plans
3.0

Availability of Electronic Documents

The above templates are issued in soft copy by the PPDA and are also available on its website
at www.ppda.go.ug
The User Department Procurement Plan template is named User Department Plan.doc
The APP Formats is named PPDA Procurement Plan template issued June 2012.xls
The ADP Format is named Annual Disposal Plan format.doc.
This User Guide is named user guide.doc.

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012

Page 16 of 22

Annex 1: Guidance Notes on How to fill in the Procurement Plan templates


The relevant parts of the procurement plan templates are summarised here as follows:
Area/Section/Department:

Indicate the name of the end user office i.e.


Department//division/branch/section of the Procuring and
Disposing Entity

Name of the Entity:

Enter the name of the Procuring and Disposing Entity.

Financial Year:

Indicate the financial year for which the procurement plan is


being prepared for instance 2011/2012, 2012/2013.

S/No:

Indicate the serial numbers of the respective procurements.

Subject of procurement:

Indicate a brief description of the procurement e.g. Supply and


delivery of three station wagons, Construction of a three
classroom block at xxx Primary School, routine maintenance of
20km of xxx road.
Indicate the currency of the estimated cost

Currency:

Estimated cost and currency: Indicate the estimated value of the procurement for each
procurement. The estimated value shall to a large extent reflect
the market price and budgeted amount for that procurement. To
assist procuring and disposing entities to prepare correct
estimates, reference should be made to the Authoritys average
price list for supplies and non consultancy services.
Source of funding:

Indicate the source of funding for instance Government of


Uganda, World Bank, European Union, internally generated
funds for example from revenue collection centres, institutional
application/examination fees among others.

Selection Method:

Indicate the method to be used e.g Quality and Cost Based


Selection, Quality Based Selection, Fixed Budget Selection etc

Procurement method:

Indicate the procurement method to be used. Determination of


the appropriate method shall be guided by Part VI & the Fourth
Schedule of the PPDA Act 2003.

Invitation date:

Indicate the date when the Entity expects to conduct prequalification, call for bids, invite expressions of interests or
proposals.

Closing-Opening date:

Indicate the proposed closing date for submission of prequalification documents, bids, expression of interest or
proposals.

Submission Evaluation Report:


Indicate the proposed date for the submission of an
evaluation report by the Evaluation Committee.
User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal
Plans

Page 17 of 22

Approval by CC:

Indicate the dates for Contracts Committee approval of bidding


document/Shortlist/final evaluation reports.

Submission/Opening date:

Indicate the proposed date for the submission and opening of


prequalification/bids/proposal.

Contract Type:

Indicate the proposed contract type for instance framework


contracts, lump sum contact, admeasurement contracts etc.

Contract Award date:

Indicate the proposed date for contract award.

Contract signing date:

Indicate the proposed date for contract signing.

Completion date:

Indicate the proposed date for contract completion.

User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal
Plans

Page 18 of 22