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Daily Procurement Decisions
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PROCUREMENT: DEFINITION
Procurement is the purchase of goods, works or services
from third parties.
Common terms used internationally for procurement
are purchasing, solicitation, acquisition, supply chain
management, and buying.
Good procurement means getting value for money
that is, buying a product that is fit for purpose, taking
account of the whole-life cost.
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EXAMPLES OF GOODS AND SERVICES
SUPPLIES:
e.g. equipment, food stuff, vehicles, computers
SERVICES:
e.g. catering, janitorial, air-conditioning,
maintenance
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EXAMPLES OF GOODS AND SERVICES
CAPITAL WORKS:
(a) Construction -e.g. schools, hospitals, police stations
(b) Civil- e.g. roads, bridges, drains, harbours, treatmentplants
CONSULTING SERVICES:e.g. project management, architectural, civil/mechanical
/electrical engineering, IT specialist, etc.
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CENTRAL TENDERS BOARD AND
SUB-COMMITTEES FINANCIAL LIMITS
Permanent Secretary/Departmental Head up to
$500,000.00
Ministerial/DepartmentalTenders Committee
$500,000.00 - $1000,000.00
Chief Executive Officer up to$50,000.00
Special Ministerial Committee$50,000.00 - $100,000.00
Regional CorporationTenders Committee
$50,000.00 - $100,000.00
City Clerk, Town Clerks up to$50,000.00
City and Borough CorporationTenders Committee
$50,000.00 - $100,000.00
Chief Administrative Officer,Tobago House of Assembly
up to$50,000.00
Tobago House of AssemblyTenders Committee
$50,000.00 - $100,000.00
CENTRAL TENDERS BOARDover $1,000,000.00 Office Machines, Appliancesand FurnitureNo Financial Limit
CONSULTANCY SERVICES
P.S. - $500,000.00
M.T.C. - $200,000.00 - $1,000,000.00
C.T.B. - OVER $1,000,000.00
UNSERVICEABLE/SURPLUS ARTICLES-
DISPOSALS
P.S. - $250.00
M.T.C. - $250.00 - $1000.00
C.T.B. - OVER $1000.00
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CENTRAL TENDERS BOARD
PROCUREMENT CYCLE
Determine needs/Quantity/ Scope
of Works/Terms of Reference1
2
3
4
5
67
8
9
10
11
12
Reconcile needs
with funds
Prepare bid
packages/RFPs
Choose Procurement
method
Invite Tenders
Receive and evaluate
tenders
Select supplier/contractor/
consultant
Issue letter of
acceptance
Issue Orders/
Instructions
Receive goods
monitor work
Make payment
Report on the performance of
the Contractor/Consultant
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PURPOSE OF RFP/BID PACKAGE
To attract responsive bids at realistic priceswith the ultimate goal that whoever isselected 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
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CHARACTERISTICS OF THE RFP/BID
PACKAGE All documents must be clear, precise and logical
Information in the documents must be
comprehensive
Documents must give clear instructions on the
procedures for submitting a bid
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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.
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CONTENTS OF A BID PACKAGE
SUPPLY ITEM
Tender Notice
Instructions to Tenderers
Specifications
Evaluation criteria
Performance Bond
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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
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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
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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
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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
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WHO PREPARES RFPS/BID
PACKAGES Can be prepared in-house
If expertise is not available in-house,assistance can be sought from other agencieswithin the Public Service
Hiring of an individual consultant /consultingfirm
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MEANS OF ADVERTISING PROCUREMENT
NOTICES
Publicly:
Tender Notice is published in the Press and Trinidadand Tobago Gazette at least two newspapers of widecirculation (local) Development Business Journal orreputable journals (international)
Selectively:From registered contractors or from short-listed firmsafter a pre-qualification exercise
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MEANS OF ADVERTISING PROCUREMENT
NOTICES Publicly:
Tender Notice is published in the Press and Trinidad
and Tobago Gazette
at least two newspapers of widecirculation (local) Development Business Journal orreputable journals (international)
Selectively:From registered contractors or from short-listed firmsafter a pre-qualification exercise