MINUTES OF 51ST IPDC MEETING HELD ON TUESDAY, 1ST AUGUST 2023 AT LINDE

HOTEL STARTING FROM 9:00 HOURS REVIEW OF EVALUATION REPORTS FOR

VARIOUS PROCUREMENTS

MEMBERS PRESENT
NEMA KADALUKA DIRECTOR OF TRAINING AND RESEARCH CHAIRPERSON
CAROLINE LIABUNYA HRAM MEMBER
WELLINGTON MANDOWA TRAINING OFFICER MEMBER
PHILLIP MUNTHALI FINANCIAL ACCOUNTANT MEMBER
CHIYAMIKO GOMANI HRAO MEMBER
GIVENOR NTUTHA PI SECRETARIAT

MINUTE ITEM ACTION TIME

POINT FRAME
OPENING PRAYER
00.51.0 THE OPENING PRAYER WAS GIVEN BY MR GIVENOR NTUTHA
00.51.1 AGENDA ITEMS
1. OPEN PRAYER
2. OPENING REMARKS BY IPDC CHAIRPERSON
3. REVIEW OF EVALUATION REPORT FOR REHABILITATION
OF ADMINISTRATION BLOCKS
4. REVIEW OF EVALUATION REPORT FOR INSTALLATION OF
WATER TANK
5. BID OPENING OF FITNESS TRAINER
6. BID OPENING OF PROCUREMENT OF DESKTOP
7. REQUESTS
 AIR-CONDITIONERS
 CAMERAS
 TABLES
 MAINTENANCE OF MAIN GATE, GUARDROOM AND
PIT LATRINE
 HEAVY DUTY COPIER
 INTERNET SERVICE
 MAINTANANCE OF OLD CHAIR
 CONTRACTS VALIDITY
 PERFOMANCE OF OUTSOURCED SERVICES
 CLOSING REMARKS
 CLOSING PRAYER
02.51.2 Opening remarks

The chairperson welcomed all the members present for the meeting, she asked for the
adoption of the agenda and it was adopted. she further appreciated the commitment of
the members present at the meeting being a weekend, member left their important
errands to attend a meeting and that was not taken for granted. she then urged the
members to contribute to the deliberations objectively and freely
O3.51.3 Review of evaluation report

Members were shared the evaluation report and the bid documents for their reference

i. Evaluation report for rehabilitation of administration blocks.

 The members observed that the evaluation process was in two stages, the
technical assessment and financial assessment. preliminary checking was
not done in this process because they were already assessed in the pre-
qualification method. In the technical assessment bidders were checked on
their compliance to the BOQs and the availability of key personnel. The
works included areas of a specialized nature requiring particular expertise
and therefore availability of such key personnel was critical in this
assignment despite the firms being pre-qualified. In the financial
assessment, bidders were checked for arithmetical errors and ranked,
 Assessment of their Key personnel. The standard bidding document
requested bidders to provide evidence of the qualification and experience
of their site agent/foreman, bricklayer, painter, aluminum glazier and tiller.
 Members noted that Bidder 1 was responsive in site agent/foreman,
bricklayer, painter, aluminum glazier and tiller personnel. while bidder 2
and bidder 3 were responsive on-site agent/foreman, bricklayer and painter
but they both did not provide evidence of aluminum glazier and tiller and
they were therefore disqualified
 The IPDC agreed with the disqualification because bidder 2 and 3 were not
responsive to two technical requirements.
 IPDC members approved bidder 1 (bench concrete limited) at MK
60,767,481.50+vat 16.5%=MK 70,794,115.95.

ii. Review of Evaluation report for the installation of water tank

  The member noted that the evaluation process was in two stages, the
technical assessment and financial assessment. Preliminary checking was
not done in this process because the bidders were already assessed in the
pre-qualification method.
 The members observed that the technical assessment involved checking the
completeness of the bid and that bidding has been done on correct items.
But it was noted that Upon doing the arithmetic checks, an error in
multiplication was identified for bidder 1 item D, the bidder provided
7,600x19= mk121,600 and upon correction the amount came to
mk144,400.00, providing the addition sum of MK 22,800.00
 Members also observed that bidder 3 did not cross multiply the rate and
quantities and this was corrected and bidder 1 included preliminary and
generals in their quotation whilst the other bidders did not. Members
resolved to accept the inclusion and maintain the bid as quoted
 Members noted that Upon comparison of the bid prices, Bidder 2 emerged
the lowest. However, Members decided to compare the item that was
regarded of high value to ascertain that the contractor’s bid was reasonable.
The identified item was Item B (1.5m x 2.4m Metal Sheet 3mm thick) That
average rate for Item B was MK290,000. Members noted that bidder 2 had
priced the Item B MK75,000 which was deemed abnormally low for
successful execution. Then bidder was written an email requesting him to
provide a justification on how he intends to execute the works. In response,
the bidder stated that the quoted price was wrong and provided a higher
rate for the item, essentially amending the bid. The committee rejected
bidder 2 because the bidder had amended its bid which is not accepted by
procurement regulations. Bidder number 1 was therefore determined as the
lowest evaluated bidder.
 The IPDC members approved bidder 1 (Pachalo building contractors) at
MK4,371,505.23
iii. Requisition and quotation for fitness trainer
 Members observe that the RFQ for fitness trainer were not signed by the
C.E.O before sent to the bidder so members agreed to not to discuss
further on this and agreed that the process should restart all over.
iv. Requisition and quotation for desktops
 Members were reminded that there was one desktop which was not
bought together with the laptops for C.E.O and officer. This desktop was
requested from accounts department
 They noted that there were three quotations detailed as follows;
a) Dexco It Solutions Mk 3,832,850.00
b) Office World Mk 3,914,400.00
c) Kunda Suppliers Mk 3,669,750.00
 Members approved and agreed to select an ad-hoc committee for
evaluation as follows;
a) Amanu tanga
b) Farook sadik
c) Victor mughandira
d) Chiyamiko gomani
e) Alipo
f) Givenor ntutha
 Members agreed that the date and time will be set by the HRAO.

v. Requisition for air-conditioners

 Members shared the requisition that came from HRA department for the
purchase of 5 air conditioners for the financial accountant, financial
director, executive secretary and cafeteria. The RFQ’S were sent to the
suppliers
 The members of the committee approved this request.

vi. Requisition for cameras

 Members were shared the requisition that came from current and affairs
officer for the purchase of 2 cameras for the department
 Members observed that this was budgeted for and approved it.

vii. Requisition for maintenance of main gate, guardroom and pit latrine
 Members were share the requisition that came from HRAO for
maintenance of main gate, guardroom and pit latrine. They were briefed
 that the main gate maintenances were done already because it was an
emergency, but the guard room maintenances are to be done.
 Member agreed that the training department should design the pit latrine
and prepare the bill of quantity for the same, it was agreed by members
that request should be made to training department that the students should
build the pit latrine as part of their practical work and that the council
should provide them with the building materials
 The members approved this requisition.

viii. Requisition for repair of c70 heavy duty copier for admin

 Members were shared the requisition that came from the stores clerk to repair
1 heavy duty printer. Members approved this requisition

ix. Requisition for internet services

 Request was made from IT department that the bundles for internet services
should be increased to improve the speed of internet at the council. Members
agreed to engage the team for service provide (sky band) to elaborate this to
the members since its technical in nature. They also agreed that the contract
for the service provider should be checked and that the current contract should
be checked by council’s secretary (legal) for further legal advice.
 Members approved the requisition.

x. Requisition for procurement of table

 Members were shared the requisition that came from executive assistant to
purchase a table for the C.E.O. members agreed that the executive assistant
should make full assessment in terms of all the furniture and other thing that
need to be replaced in the office of C.E.O. Members noted that replacing one
item at time will be duplicated of work but it will be good enough to do it
once and finish it
 But members noted that this was not in the budget but agreed that this will be
 done by using the balances from other procured items.

xi. Requests from IPDC

 Members requested the secretariat to check all the contracts validity period
 Member also asked the committee to check and assess the performance of all
outsourced services providers
 Members agreed that all broken chair should be counted and repaired to save
money for the council to buy other chairs for the staff.

Crossing remarks
The IPDC chairperson thanked all the members that were available at the
meeting for their commitment and dedication, she said that it was not easy to
commit to office duties on a weekend. then the meeting was closed.