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Procurement Planning Mani Ram Gelal

Procurement Planning Mani Ram Gelal. 2018. Procurement Process of acquiring goods and services, to attain the project scope, from outside the performing organization Procurement Planning Steps and Options What is needed? When it is to be done? How it is to be done?

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Procurement Planning Mani Ram Gelal

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  1. Procurement PlanningMani Ram Gelal 2018

  2. Procurement • Process of acquiring goods and services, to attain the project scope, from outside the performing organization Procurement Planning Steps and Options • What is needed? • When it is to be done? • How it is to be done? • What resources are required?

  3. Procurement Planning : Steps and Options • What is needed? • When it is to be done? • How it is to be done? • What resources are required? Procurement Plan to be Prepared • A Public Entity shall, in making procurement valued at an amount in excess of the prescribed limit, have to prepare a master procurement plan and annual procurement plan, as prescribed.

  4. Procurement Planning A Public Entity shall establish a procurement Division, Branch and or unit or assign the responsibilities thereof in order to carry out the following acts: • Preparing a procurement plan, • Preparing prequalification documents, bidding documents and procurement contract related documents by making necessary amendments in the standard bidding documents, standard prequalification documents and standard procurement contract documents prepared by the Public Procurement Monitoring Office, • Preparing documents relating to proposals for consultancy services by making necessary modification in the standard request for proposal prepared by the Public Procurement Monitoring Office,

  5. Procurement Planning • Publicly publishing the procurement notice, • Issuing pre-qualification documents, bidding documents or 8 forwarding documents relating to proposals for consultancy service, (f) Receiving and safely keeping pre-qualification proposals, bids or consultancy service proposals, • Submitting the pre-qualification proposals, bids or consultancy service proposals to the evaluation committee for evaluation and submit the evaluated bids for acceptance, • Notifying the acceptance of the pre-qualification proposals, bids or consultancy service proposals,

  6. Procurement Planning • Notifying the acceptance of the pre-qualification proposals, bids or consultancy service proposals, • Obtaining, examining and safely keeping the performance guarantee, • Examining, or causing to be examined, the quality standards of the goods, construction works or services that have been procured, • Making available the information and documents asked for by the Public Procurement Monitoring Office, and • Performing other functions as may be prescribed. (4) In carrying out or causing to be carried out the functions as referred to in Sub-section (3), the Procurement Unit or the unit to which responsibility thereof has been assigned shall carry out the same with the approval of the chief of the concerned Public Entity,

  7. Procurement Planning • Description of services needed • Cost estimate • Multi-year/ Annual • Method of procurement • Dates for Notice publication, Bid Submission, Evaluation of bids, Award of Contract • Concurrence/Approval • Start and finish dates of contract

  8. Procurement Cycle • Identify procurement needs • Understand procurement planning • Prepare procurement plans • Run the procurement exercise • Manage the contract • Contract review

  9. Procurement Cycle Identification of procurement needs • Define Specifications, • Market review • Prepare cost estimate, • Packaging • select Procurement approach • Procurement document preparation and Distribution • Manage Contract • Contract Review • Bidder Selection • Bid Evaluation • Contract Award

  10. Process of Procurement of Goods and Works Preparation of Bidding Doc. and Bid Evaluation Criteria # Preparation of Pre-qualification (PQ) Doc. and PQ Evaluation Criteria # Invitation to Bid Invitation for PQ Issue of Bidding Doc. Issue of PQ Application. Submission of Bids Receive PQ Application Post-Qualification (if no PQ) Bid Evaluation # PQ Evaluation # Contract Award #

  11. Process of Employment of Consultants Preparation of TOR, Invitation of EOI and Short-List Distribution of Request for Proposals (RFP) Receive Proposals Evaluation of Proposal Contract Negotiation Contract

  12. Procurement Process • Publishing Notice • Distribution of bid documents • Handling queries • Receiving Bids/Proposals • Qualification of Bidders/service providers • Evaluation • Award recommendation • Bid Protest and review • Contract Award

  13. Procurement Planning: Slices and Packages • Splitting packages • Grouping • Appropriate procurement methods

  14. Procurement Planning : Works • Key things to be considered • Prevalent conditions • Capacity of Contractors and availability • Cost • Competition • Completion date

  15. Procurement Planning : Goods • Key things to be considered • Availability • Quality • Cost , Budget • Types • Competition • Urgency

  16. Procurement Planning : Services • Key things to be considered • Nature of service: Complexity • Capacity of Consultants and availability • Cost

  17. Procurement Methods Works and Goods • ICB • NCB • LIB • Users’ committee • Force accounts • Sealed quotation • Direct purchase • Consulting Services • QCBS • QBS • LCS • FBS • SSS • CQS

  18. Packaging Item 2 Item 3 Item 1 Item …. • Items • Lot • Package Item 1 Item 2 Item 3 Item …… Lot 1 Lot 2 Item 1 Item 2 Item 3 Item …… Lot 1 Lot 2 Package 1

  19. Packaging • Splitting into small packages • Capacity • Opportunity • Grouping into large procurement package • Economies of scale • Management

  20. Procurement Scheduling • List of objects to be acquired under a project / programme and categorize in to • Works • Goods • Consulting Services • Other Services • Time scale and target dates when such goods and services be ready for use • Estimate, bidding document, notice-bid response, evaluation, approval, maturity, bid protest, award, delivery period • Determine procurement lead time for each package and estimate the target dates for each event in the procurement process • Prepare a schedule in an understandable form • Set output indicators to monitor the progress

  21. Procurement Plan: Sample Format Goods/Works

  22. Procurement Plan: Sample Format Services

  23. Procurement Planning : Advertisement • Procurement opportunities • Invitation for Pre-Qualification • Invitation for bid • Invitation for EOI • Request for Proposals • National daily Newspaper • Invitation for Bid/PQ • National and International Media • International competitive bidding • Website • For central level organization (CLO) • Website of CLO or PPMO • For District level organization (DLO) • Web site of the DLO or PPMO

  24. Procurement Planning : Advertisement Notice Period • At least 30 days for NCB • At least 45 days for ICB • At least 15 days for Sealed Quotation (in local news paper) • At least 15 days for EOI • At least 30 days for submitting proposals

  25. Thank you

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