topic_2_fundamentals of procurement and the selection of consultants

7/30/2019 Topic_2_Fundamentals of Procurement and the Selection of Consultants

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Daily Procurement Decisions
http://www.dell.com/us/en/business/notebooks/laptop-studio-1555/pd.aspx?refid=laptop-studio-1555&s=bsd&cs=04


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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