This document provides an introduction and overview of procurement processes. It discusses that procurement involves obtaining goods, works, and services through an appropriate process. A key goal of procurement processes is to ensure quality, economy, and timeliness. The process should also adhere to standards, provide fair opportunities, and ensure honesty, transparency, and confidentiality. Ethics in procurement include avoiding conflicts of interest and not accepting gifts. Responsible entities in procurement include the procuring entity, procurement committee, and technical evaluation committee. Their roles include preparing documents, evaluating bids, and making decisions. Guidelines for procurement include those from FIDIC, the World Bank, ADB, and national agencies.

1. Procurement – An Introduction

2. Procurement
• Obtaining
• Goods
• Works
• Services
• Consultancy Services
By the most appropriate means.

3. Why Procurement Process needed?
• Ensure Quality
• Ensure Economy
• Ensure Timeliness

4. Procurement Process Should Ensure
• Adhering to Prescribed Standards,
• Provide Fair & Equal Opportunities
• Ensure Honesty
• Ensure Transparency & Consistency
• Retaining Confidentiality of Information

5. Ethics in Procurement
• Confidentiality
• Corruption
• Conflict of Interest
• No Gifts or Inducement to be accepted.

6. Widely Used Procurement Guidelines
• FIDIC Procurement Guidelines
• World Bank Procurement Guidelines
• ADB Procurement Guidelines
• JBIC Procurement Guidelines
• NPA’s Procurement Guidelines

7. National Procurement Agency
● Procurement Guide Lines -2006
• Procurement Guidelines2006.pdf
● Procurement manual
Procurement Manual 2006 as on May 2007.pdf

8. Procurement Process
• Ensuring Funds
• Preparing Bidding Documents
• Inviting Bids & Issuing Bidding Documents
• Receiving Bid Documents
• Evaluation
• Decision
• Issuing Letter of Acceptance.
• Signing Agreement.

9. Who is Procuring Entity?
The Bodies where GOSL has effective control.
● Provincial Council
● Ministry
● Department
● Any Sub Division
● Project

10. Responsibilities of the Procuring Entity
● Preparedness Activities
● Coordination
● Prepare IFB for TEC’s Approval
● Prepare DBD for TEC’s Approval
● Coordinate meetings with PC & TEC
● Circulation of meetings minutes

11. Who are responsible?
● Procurement Committee
and
● Technical Evaluation Committee
Shall be responsible for the entire Procurement
process.

12. Responsibilities and Duties of PC
● Ensuring Funds
● Agreeing Procurement Time Schedule (PTS)
● Agreeing with TEC on Procurement Process
●Determining IFB Dates
● Providing / Directing Clarifications
● Review TEC Report & Decision Making

13. • TEC to assist the Procurement Committee
Chairman - competent person in the relevant field
One member - competent person in procurement
And another one member
• Single member TEC
Civil work less than Rs. 2.0 Million
Goods & Supplies less than Rs. 0.5 Million
“or”
Technical competent person added to the PC

14. Responsibilities and Duties of TEC
● Recommend and agree PTS with PC
● Review and approve Specifications
● Review and approve Bidding Document
● Direct PE to obtain clarification.
● Approve and issue addenda
● Agree upon bid opening procedure
● Make recommendations to PC
● Review the Draft Contract

15. Appointment of Committees
• Procurement Committee
• Technical Evaluation Committee
• Format Example

16. Declaration by PC & TEC
Format

17. Register of Attendance
Format
The committee shall maintain a
register of attendance of members
for purpose of record

18. Minutes of
Technical Evaluation Committee
(TEC Minute)
Format
Example

19. Minutes of
Procurement Committee
(PC Minute)
Format
Example