Procurement

Daily Procurement Decisions .

works or services from third parties. . buying a product that is fit for purpose. acquisition. solicitation. Common terms used internationally for procurement are purchasing. Good procurement means getting value for money – that is. taking account of the whole-life cost. supply chain management.PROCUREMENT: DEFINITION Procurement is the purchase of goods. and buying.

EXAMPLES OF GOODS AND SERVICES • SUPPLIES: e.g. janitorial. equipment. air-conditioning. catering. vehicles.g. computers SERVICES: e. food stuff. maintenance • .

EXAMPLES OF GOODS AND SERVICES • CAPITAL WORKS: (a) Construction -e.g. civil/mechanical /electrical engineering. hospitals. . architectural.e. treatment plants • CONSULTING SERVICES: e. IT specialist. schools. bridges. roads.g.g. drains. etc. project management. harbours. police stations (b) Civil.

000.$200.T.$100. Tobago House of Assembly up to $50.C.000.000.$500.$1.000.00 Special Ministerial Committee $50.000.000.000.$1000.000.T. .S.B.OVER $1.00 .T.000.000.000.00 Tobago House of Assembly Tenders Committee $50.00 M.000. .00 .00 C.000.00 UNSERVICEABLE/SURPLUS ARTICLESDISPOSALS P.00 Permanent Secretary/ Departmental Head up to $500.T.00 City and Borough Corporation Tenders Committee $50.000.OVER $1000.00 Chief Executive Officer up to $50.000. Town Clerks up to $50.00 City Clerk. .00 C. .S.00 .00 Office Machines.$100.00 Chief Administrative Officer.$1000.CENTRAL TENDERS BOARD AND SUB-COMMITTEES FINANCIAL LIMITS CENTRAL TENDERS BOARD over $1.00 CONSULTANCY SERVICES P.$100.000.000. .000.$100.00 .00 .000.00 . .$250.00 .C.00 M.00 .B. Appliances and Furniture No Financial Limit Ministerial/Departmental Tenders Committee $500.00 Regional Corporation Tenders Committee $50.000.$250.000.000.

CENTRAL TENDERS BOARD PROCUREMENT CYCLE Report on the performance of the Contractor/Consultant 12 1 Determine needs/Quantity/ Scope of Works/Terms of Reference Make payment Receive goods monitor work 11 10 2 3 Reconcile needs with funds Prepare bid packages/RFPs Choose Procurement method Issue Orders/ Instructions 9 8 7 6 4 Issue letter of acceptance Select supplier/contractor/ consultant 5 Invite Tenders Receive and evaluate tenders .

PURPOSE OF RFP/BID PACKAGE • To attract responsive bids at realistic prices with the ultimate goal that whoever is selected as the supplier/contractor/ consultant will deliver the goods/works/ services at the right quality/quantity/price at the right time. • What is Public Procurement .

precise and logical • Information in the documents must be comprehensive • Documents must give clear instructions on the procedures for submitting a bid .CHARACTERISTICS OF THE RFP/BID PACKAGE • All documents must be clear.

CHARACTERISTICS OF THE RFP/BID PACKAGE • Documents must indicate clearly the basis of bid evaluation • Documents should not contain non-essential conditions which might restrict competition. .

CONTENTS OF A BID PACKAGE SUPPLY ITEM  Tender Notice  Instructions to Tenderers  Specifications  Evaluation criteria  Performance Bond .

CONSTRUCTION/CIVIL WORKS BID PACKAGE  Tender Notice  Instructions to Bidders  Scope of Works  Bills of Quantity  General Conditions of Contract  Special Conditions of Contract  Drawings  Evaluation Criteria  Draft Contract Agreement  Civil Works Bid Evaluation Framework .

CONTENTS OF A BID PACKAGE FOR SECURITY SERVICES • Tender Notice • Scope of Services • Instruction to Bidders • Conditions of Contract • Evaluation Criteria • Cost Schedule • Main Summary sheet • Form of Tender • Performance Bond • Draft Agreement .

CONTENTS OF THE RFP FOR CONSULTING SERVICES • Tender Notice / Expression of Interest Request • Instructions to Consultants • Terms of Reference (TORs) • Evaluation Criteria • Draft Contract • Selection Procedures for Consultants .

CONTENTS OF A PRE-QUALIFICATION PACKAGE • • • • • • • Pre-qualification Advertisement Pre-qualification Overview Instructions to Applicants Application Data Sheet Evaluation Criteria Application Forms Scope of Services .

WHO PREPARES RFPS/BID PACKAGES • Can be prepared in-house • If expertise is not available in-house. assistance can be sought from other agencies within the Public Service • Hiring of an individual consultant /consulting firm .

MEANS OF ADVERTISING PROCUREMENT NOTICES • Publicly: Tender Notice is published in the Press and Trinidad and Tobago Gazette – at least two newspapers of wide circulation (local) Development Business Journal or reputable journals (international) • Selectively: From registered contractors or from short-listed firms after a pre-qualification exercise .

MEANS OF ADVERTISING PROCUREMENT NOTICES • Publicly: Tender Notice is published in the Press and Trinidad and Tobago Gazette – at least two newspapers of wide circulation (local) Development Business Journal or reputable journals (international) • Selectively: From registered contractors or from short-listed firms after a pre-qualification exercise .

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