GOVERNMENT PROCUREMENT PROCEDURES
Public Procurement and Disposal Act 2005 sets out the procurement procedures to be followed
by a public procuring entity which include either Open Tendering or an alternative procurement
procedure. In most procurement guidelines and manuals, tendering procedures or procurement
methods are identified by different names for groups of procurement categories. Generally,
procurement of goods and works, sometimes including non-consultant services, are grouped
separately from consultant services procurement. There are also specific procurement methods
identified for each group. Under the procurement legislation, a contracting authority has a free
choice between the open and restricted procedures. These procedures include; open tendering,
restricted tendering, request for proposals, two-stage tendering, request for quotations, and
single-source procurement.
1. Pre-qualification
The accounting officer conducts a pre-qualification procedure as a basic procedure prior to
adopting an alternative procurement method other than open tender for the purpose of identifying
the best few qualified firms for the subject procurement. Prequalification is for complex and
specialized goods works and services. The officer publish an invitation notice to candidates to
submit applications to be prequalified. This invitation is to include:
1. The name, address and contact details of the procuring entity
2. Outline of the procurement requirement, including the nature and quantity of goods,
works or services and the location and time table for delivery or performance of the
contract;
3. Statement of the key requirements and criteria to pre-qualify
4. Instructions on obtaining the pre-qualification documents, including any price payable
and the language of the documents; and
5. Instructions on the location and deadline for submission of applications to pre-qualify;
6. Applicable preferences and reservations or any conditions arising from the related policy;
7. Declaration that it is open to bidders who meet the eligibility criteria;
8. Requirement that only bidders with capacity to perform can apply.
2. Approval of pre-qualified candidates
The evaluation committee records the results of its evaluation of applications for pre-
qualification using the evaluation criteria in the pre-qualification documents and shall state
which candidates were found to be qualified and the reasons why any candidates were not
qualified.
Procedure for open tendering
1. Advertisement
The accounting officer invites qualified candidates to submit their applications.
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2. Preparing tenders
The accounting officer prepares the tenders within the shortest time possible
3. Provision of tender documents
After advertisement the accounting officer provides the tender documents. He/she can upload
them in their portal for candidates to download and fill.
4. Inquiry about the tender documents
Suppliers are allowed to ask questions about the tender. These questions are addressed.
5. Tender participation eligibility screening, results notification
Eligibility to participate in a tender is screened based on criteria set out in the tender notice and
instructions to bidders. Results of the evaluation are notified to respective suppliers.
6. Submission of form of bid
Suppliers (candidates) submit form of bid and proposal documents following instructions in the
tender documents.
7. Proposal Evaluation
The tenderer documents and proposals are evaluated based on the rules set in the tender
documents.
8. Bid Opening
All bidders to be present on the time of bid opening to ensure fairness of the process.
9. Notification of the bidding results
The successful bidder is to be determined based on price and contents of the proposal. Successful
as well as unsuccessful bidders are notified.
Procedure for Two-Stage Tendering
1. A procuring entity may engage in procurement by means of two-stage tendering when,
due to complexity and inadequate knowledge on its part or advancements in technology,
it is not feasible for the procuring entity to formulate detailed specifications for the goods
or works or non-consultancy services in order to obtain the most satisfactory solution to
its procurement needs.
2. In the first stage the tenderers submit their tenders without price quotation.
3. In the second stage, the procuring entity invites tenderers whose tenders were retained to
submit final tenders with prices with respect to a single set of specifications and in
formulating those specifications, the procuring entity may modify any aspect, originally
set forth in the tendering document.
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