2. THE PROCUREMENT STRUCTURE
• The Procurement Structure at WENRECO consists of :
• The Approving Authority (AA) – GM
• The Procurement Committee (PC)
• The Evaluation Committees (ECs) – Adhoc
• Procurement Unit (PU)
• Users Units (UUs)
3. Approving Authority (AA)
Roles of AA:
• Overall responsibly for execution of the procurement processes
• Establishment of the Procurement Committee (PC)
• Establish the Procurement Unit & Staff it appropriately
• Communicate a ward decisions and contract providers
• Investigate any complaints by providers
• Contract management
4. The Procurement Committee (PC)
Composition of the PC:
• A minimum of 5 members appointed by AA
• With a chairperson & other 4 members
• Any 3 members form quorum to transact business
• The PC members should be at least permanent senior staff of
WENRECO with knowledge & experience in different fields
5. The Procurement Committee (PC)
Roles of PC:
• Approving the Annual Procurement Plan
• Approving the list of pre-qualified providers
• The approving the procurement method, shortlist of providers,
invitation notice, bidding documents and contract documents
(beginning of procurement)
• Approving the evaluation report
6. The Procurement Unit (PU)
Staffing & Reporting of the PU:
• Appropriately staffed to manage the workload in the Unit !!!
• The PU shall not report or be resident in the Finance function
Roles of PU:
• Recommend and advise appropriate procurement procedures
• Implementing decisions of the PC
• Preparing bidding documents and bid notices
• Issue, receive & open bid documents as per best practice
• Coordinate procurement activities with all functions @ WENRECO
• maintain & Update the providers list of WENRECO
7. The Evaluation Committees (ECs)
• ECs are ad-hoc in nature (formed for each procurement >5m)
• Have a minimum of 3 persons
• Membership nominated by the PU & approved by the PC
• Evaluate bids as per evaluation methodology & criteria stated in the
bidding document
• Selection based on technical capability required for the procurement
• Shall include a member of the PU& User department/Unit
• A member of PC shall not be a member of EC
8. User Departments/Units
• Research financial requirements of the procurement be requisition
• Initiate procurement requisitions
• Develop technical specifications for the procurement
• Participate in evaluation of bids when appointed
• Report any divergence form terms & conditions during contract
implementation - Contract management
• Make contract management reports to inform payment of suppliers
