22 October 2010

Draft Guidance Note

For use of Standard Request for Quotations Documents

(Non-Consultative Services valued less than G$ 800,000)

INTRODUCTION

This Guidance Note is intended to be used with the Standard Request for Quotations Document,
issued by the NPTA in […, 2010] for use in request-for-quotations (shopping) proceedings for
procurement of non-consultative services .

The use of the request for quotations method is authorized pursuant to the Procurement Act (art.
27(1)), and the SRFQ is authorized for procurement of non-consultative services, with an
estimated price of less than GYD [800,000].

The SRFQ is a standard document and should not be modified. Procuring entities should only
fill in the information specific to a particular procurement in the blank spaces indicated in the
document.

A. PURPOSE OF REQUEST FOR QUOTATIONS DOCUMENTATION

The purpose of request for quotations documentation includes:

(a) To provide bidders with the description of the non-consultative services being procured
so as to enable them to submit responsive and competitive quotations;

(b) To solicit quotations;

(c) To inform bidders of the rules applicable to the request-for-quotations process, including
the requirements applicable to the submission of quotations, any applicable qualification
and eligibility requirements, and the criteria to be used in evaluating and ranking
quotations for the purposes of determining the winner;

(d) To inform bidders of the applicable contract (purchase order) conditions.

It should be noted that the preparation of request for quotations documents may be subject to
approval under the applicable rules and procedures.

B. REQUEST FOR QUOTATIONS

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The Request for Quotations document as set forth in the SRFQ document package is the
invitation document used by the procuring entity to solicit price quotations for the non-
consultative services being procured. Highlighted below are its key aspects and purposes, and
steps that the procuring entity may need to take in soliciting quotations in actual proceedings.

Para. (1)

This is the section of the form where the procuring entity should provide the necessary
information about what is being procured, information about what it is the procuring entity seeks
to acquire, and the quantity, delivery period, and place of delivery. The information here should
formulated on the basis of the requisition information provided by the end-user department.

Para. (2)

The purpose of para. (2) is to affirm that the funds needed to pay for the procurement have been
allocated.

Para, (3)

Para. (3) mentions the basic eligibility requirements applicable as prerequisites for award of a
procurement contract, and the basic documentation to that effect to be provided by participating
bidders. It should be noted that the requirements in para. 3(b) (presentation of valid trading
license and certificate of registration) do not apply to bidders from Regions 1, 7, 8 and 9.

Para. (4)

The purpose of para. (4) is to provide the bidder with the information needed by bidders in order
properly to formulate the price quotation. As in other places in this SRFQ document, the precise
formulation of para. (4)(a) will, in the case of separate listing of various items or lots, depend
upon whether evaluation and comparison is to be cumulative, or done separately for each item or
lot.

Para. (8)

In the last clause, the procuring entity should chose one of the two alternative formulations as to
whether items listed and priced separately will be evaluated cumulatively, or separately for each
item or lot.

Para. (8)

In the chapeau of para. (9), at the end of the second sentence, the procuring entity should pick
one of the two alternative formulations in accordance with the manner in which it intends to
evaluate and rank the quotations in the event that items are listed and to be priced separately.

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At the end of para. (9.2), the procuring entity should one of the two alternative formulations,
depending upon whether the purchase order terms and conditions are included in the documents
provided to bidders.

Para. (10)

In para. (10), the procuring entity should fill in the number of days for payment to be made,
following submission of the invoice by the supplier.

Para. (12)

Here the procuring entity should fill in the deadline date and time for the submission of
quotations.

D. FORMAT OF QUOTATION

This is the form to be used by each bidder to provide the quotation. It is to be signed and
submitted to the procuring entity in accordance with the instructions in the request for
quotations.

E. TEMPLATE FOR PURCHASE ORDER

In order to maximize transparency and predictability in the request for quotations procedure, a
blank template for the purchase order that would be issued to the winning bidder may be
included with the request for quotations provided to participating bidders. Accordingly, such a
blank template is provided in the SRFQ documents. Alternatively, the currently applicable
purchase order template could be posted on the NPTA website.

F. REQUEST FOR QUOTATIONS – TERMS AND CONDITIONS OF SUPPLY

This form sets forth the basic terms and conditions of the purchase order which will be issued to
the winning bidder.

G. EVALUATION REPORT

The final portion of the SRFQ document package provides a template for a report on the
evaluation and ranking of quotations received from the participating bidders. This component of
the draft SRFQ does not need to be provided to bidders when soliciting quotations, though the
filled our evaluation report should ultimately be part of the record of the procurement
proceedings.