Procurement involves acquiring goods, services, or works from an external source through a tendering process. There are different sourcing methods depending on the threshold in Leones such as Request for Quotation for contracts under 100 million Leones. An evaluation committee evaluates supplier proposals based on criteria like certifications, licenses, and technical specifications. The committee prepares an evaluation report with their recommendation. The procurement committee is responsible for reviewing and approving contracts and is composed of staff members like the coordinator, finance officer, and technical expert. The procurement process begins with an end user request, sourcing quotations, evaluation, issuing a purchase order, delivery, invoicing, and payment.

1. PROCUREMENT STEPS/PROCESSES

2. WHAT IS PROCUREMENT ?
Procurement is the process of finding and
agreeing to terms, and acquiring goods,
services, or works from an external source,
often via a tendering or competitive
bidding process. Procurement generally
involves making buying decisions under
conditions of scarcity.

3. SOURCING METHOD
SOURCING METHOD APPROACH THRESHOLD IN LEONES
Request for Quotation  Approved request from the end user
 3 RFQ documents
 Evaluation committee report
 LPO to the supplier
0-100 million & 0-200 million for works
Request for Quotation
when above the 100
million threshold.
 Approved request from the end user
 3 RFQ documents
 Evaluation committee report
 Procurement committee approval
for the award of contract.
 Issue LPO to the supplier
Above the 100 million

4. Evaluation Committee
Evaluation Committee means a body
appointed to perform
the evaluation of Offerors'
proposals. Evaluation
Committee means a body appointed
by the Agency (Dicoverc) to perform
the evaluation of Offeror proposals

5. Evaluation definition cont……
Evaluation committee
A committee made up of an odd number of
members (at least three) with the necessary
technical and administrative expertise to give an
informed opinion on tenders or grant
applications.

6. Basic Requirements for evaluation of
Quotation
Key things to look for during evaluation of
quotations from suppliers:
• Business certification of registration
• Valid NRA tax clearance certificate
• Valid Nassit clearance certificate
• Valid Municipal/district council business license
• Compliance with technical specification
• Completed priced quotation
• Evidence of previous performed contract (If necessary)

7. Evaluation report
• A final evaluation report is a written
document that describes how you monitored
and evaluated your quotations obtain from
suppliers. It presents the findings, conclusions,
and recommendations from the quotations
obtained.

8. PROCUREMENT COMMITTEE
• Purchase Committee is a group of designated
staff established for independent review and
evaluation of purchasing documentation whose
main role is to recommend the most appropriate
supplier or service provider based on price,
quality, stock availability, references etc. Purchase
Committees (PC) should be established and
managed by the District Coordinator of the
Dicoverc and have the ultimate responsibility for
the successful outcome of the evaluation process.

9. PROCUREMENT COMMITTEE CONT……
COMPOSITION OF THE PROCUREMENT
COMMITTEE CONSIST OF THE FOLLOWING:
• The chairman ( Coordinator)
• The Finance & Admin (Member)
• Technical Expert
• The secretary
• The end-user Rep

10. PROCUREMENT COMMITTEE CONT…..
• All meetings of the procurement committee
should be documented in a minute signed by
all members present.

11. PROCUREMENT/SOURCING FLOW
• Request generated from the end user/pillar leads
• Request approved by the Coordinator
• Request for quotations sourced from a minimum of 3 bidders to be
submitted on or before a specific date and time at a specified address
(DICOVERC Office) stated on the RFQ document.
• Quotations submitted must be evaluated all at once.
• An evaluation report should be submitted, dated and signed by the
evaluation committee with their recommendation for the award of
contract.
• The recommended bidder issued with a Local Purchase Order (LPO) signed
by the Coordinator and supplier to form a contract agreement.
• Upon delivery the supplier should shall submit a delivery note.
• The Dicover through the logistics will generate a goods receive note.
• The supplier will submit and invoice for payment .
• The supplier will issue a receipt.

12. THANK YOU