Procurement Recording

Outline

A. Introduction
B. Filing structure
C. Filing folders
– Works
– Goods /non-consulting services
– Consulting services
 Introduction
• A filing system is presented here that can be used by
Implementing Agencies
• The experience is that lack of an efficient filing system causes long
and costly delays in the search for documents at critical moments
when procurement issues arise or when procurement post
reviews/audits need to be done;
• Procurement filing has specific characteristics.
– Files must be based on the three procurement categories (works,
goods, consultant services/training)
– File must span the entire procurement process per contract in each
category in an efficient and easily accessible manner (from
advertising to contract signature and implementation
management.).
– The system should best be maintained professionally in order to
remain useful.
 Filing structure
• Create File Boxes or drawers according to the procurement
categories Works, Goods and Consulting Services/Training
• Such Procurement category boxes are created for each project
• For each project, a general box or large solid folder , labelled
“PG” (Procurement General) is created to contain the appraisal
report, Loan Agreement and related documents, as well the list
of reference numbers for bulky bid documents and contracts for
the three categories. These bulky documents should be kept in a
separate box;
• Computer Printed labels should be used on all filing
boxes/drawers for clarity
• Boxes for Works carry a large “W”, boxes for Goods a large “G”
and consultant services a large “C”
 Filing structure
• Each contract is filed in the relevant box for the project
( a contract for works goes in a “Works” box, a contract
for Goods goes in a “Goods” box, and a consultant
contract goes in a “Consultants” box), and each box
carries the contract name.
• Each procurement category box per contract contains
individual folders for (i) each procurement step, (ii) a
folder for complaints and (iii) a folder for procurement
reviews or technical audits
 Folders Arrangement
General Goods “G”
“GN”
Works “W” Consultancy
 Filing folders…

GOODS
• Complaints Folder
• Bidding Folders
– Bid Launching Folder
• Specific Procurement Notice with publication date
• Final Bidding Documents /RFQ document
• Modifications/addenda to bidding documents (if any)
– Bid Evaluation folder
• Bid-opening report
• Notice on composition and start of evaluation committee
• Clarifications requested from bidders and written replies
• Bid Evaluation Report
 GOODS..
 Bid Award Folder
• Copy of Letter of Acceptance
• Copy of signed contract
• Publication of Award
 Contract Management Folder
• Contract amendments
• Inspection certificates
• Payment Certificates
• Completion certificates
• Copies of guarantees (if any)
• Claims and Disputes (if any)
 Documents
• Documents should be scanned and sent to Regions to upload in
STEP
• Cities should have scanners, computer and internet access
• The Cities should keep the scanned copy of the procurement
files
• The scanned copy should be clean and readable
• Each document should be labelled properly after scanned (RFQ,
Evaluation Report, Purchase Order, GRN, Payment Certificates)
• The complete procurement file should be sent to the Regions
• The hard copy should be kept properly for future review
Thank You