PROCUREMENT PROCESS

Objectives of Good Procurement

Acquisition in the most cost effective manner
- Right price (lowest evaluated price), In the
right quantities, at the right quality, from the
right source, at the right time, Delivered at
the right place
The benefits of good procurement include:
Security of supply, Lower total cost, Reduced
risk, Improved quality, More added value,
Greater efficiency, New innovations..

1. Identify the Need

Responsibility for identification of requirements at

Departmental level, Organizational level

Consider type of goods, works and services;
and when and where needed

2. Undertake Procurement Planning

Departments supply their procurement plans which are

consolidated
Procurement commenced on satisfaction that sufficient
funds exist

333.Specification of Requirement

It consists of definitive descriptions on the object to be

procured.
Specifications must be clear, accurate and Complete
other wise will result to wrong procurement of
goods/services/works
Provision of information that the supplier requires in
order to reliably meet the users expectation.
Need for market survey to assist with preparation of
specifications e.g bills of quantities
Specification to be drawn by the user of the product or
service and the SCM function
Consultants may be used in preparation of
specifications and bidding document

Methods of specifications

Sample part of the item to be procured is submitted to the buyer

to be used to compare the delivered amount against it to confirm
quality adherence and conformance. It is used in textile industry
and so on
Grading this method is commonly used in cereals and cash crops
to indicate the various quality levels e.g. grade I, II among others
Technical illustration this method is used to describe quality of
technical and complex artistic goods such as construction and
building works which should be accompanied by technical drawings
to confirm quality requirement
brand name this is used to describe quality of goods that are
difficult to specify by other means.
However, the words; or equivalent should be added when
specifying using brand names. (section 34(4))

4. Preparation of Tender Documents

Containing Specifications - Bills of quantities,
drawings, evaluation criteria, Price schedule, tender
forms, sample contract, Preferences and Reservations
e.t.c.
5. Choice of Procurement Method
a. Open tendering (Open National Tender or
International Open Tender)-preferred method
b. Others : Restricted Tender, Direct procurement,
Request for quotations, Request for proposals, Low
value procurement, Specially permitted procedures

6. Publicizing the procurement opportunity Advertising in newspapers, notice boards,

websites
7. Availing bidding documents to bidders
8. Submission of bid Documents
- provision of tender box
- no late tenders
9. Opening of Bids
- Appointment of tender opening committee,
bidders may participate, and minutes prepared

10. Bid Evaluation:

This step involves:
a.Preliminary evaluation- and rejection of tenders
that do not satisfy the basic requirements (Reg.47)
b.Technical Evaluation- comparing each tender to
the technical requirements
c.Financial Evaluation- comparing tenders to
determine the evaluated price of each Tender to
consider Preferences and Reservations
d.Post qualification- where indicated in the tender
documents a Procuring Entity may, prior to award
of the tender confirm the qualifications of the
lowest evaluated tenderer

10. Award of Tender by Tender Committee

Tender committee Quorum to be FIVE including the
Chairman
Decision through consensus
Minutes of Tender Committee to be prepared

12. Notification of Award and Appeal Window Period

i. Notification to winner and losers simultaneously
ii. Bidders has a right to seek administrative review on PEs
decisions
iii. Bidders right to seek judicial Review

13.Contract Management
Execution of contract
Inspection and quality assurance-by Inspection &
Acceptance committee
Handling, claims and disputes
Administering payment provision. Overdue
payments to be paid with interest
Variations to Contracts allowed on price and
quantity as per Regulations
Contract Termination - To be approved by the
tender committee.

14. Disposal of surplus, obsolete or/and

unserviceable stores by use of the following

methods

Transfer to another entity

sale by public tender
sale by public auction
destruction, dumping or burying
trade-in
Restriction on disposal to employees to be set out in the
regulations.