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Procurement Procedure in SSA
33rd Review Meeting of State FCs- Delhi
(24th - 25th May 2012)
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Main Considerations
PROCUREMENTPROCUREMENT
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Main Considerations of Proficient Procurement
(i) Economy: Give the purchaser best value for money.
(ii) Efficiency: Best procurement is simple and swift, producing positive results without protracted delays.
(iii) Fairness: Impartial, consistent, and therefore reliable.
(iv) Transparency: Maintains rules and procedures that are accessible and unambiguous. It is not only fair, but should be seen to be fair.
(v) Accountability and Ethical Standards: A key deterrent to collusion and corruption, and a key prerequisite for procurement credibility.
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Why is Procurement Important?Why is Procurement Important?
• In procurement terms inputs are generally grouped into three categories:
(i) Civil Works – School Infrastructure and facilities like New PS, UPS, Residential Schools, Hostel, ACR, HM Room, BRC/URC, CRC, Drinking water, Toilets, Girls Toilet, Ramps, Handrail, Electrification, Retro-fitting, Boundary wall/ fencing, Major Repairs, etc.
(ii) Goods - Typically equipment, computers, furniture, textbooks, library books, uniforms, TLE, TLM, other materials, supplies, commodities, etc.
(iii) Services – Hiring of services including academic, technical and resource support provided by institutions/organizations in all areas, research studies, third party quality evaluation of civil works, auditors etc.
• The quality, timeliness, local appropriateness and affordability of those procured inputs can largely determine whether the public investments will succeed or fail.
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Effective ProcurementEffective Procurement
ObjectivesObjectivesObjectivesObjectives
Right Quality product
Right Quality product
Right quantities
Right quantities
Lowest possible
price
Lowest possible
price
Meeting recognized standards
Meeting recognized standards
Timely Delivery as per
schedule
Timely Delivery as per
schedule
Reliable suppliersReliable
suppliers
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PROCUREMENT IN SSA
• Strictly follow procurement procedure prescribed in Chapter IX of the Manual on Financial Management and Procurement (FM&P).
• Mandatory to follow the Manual provisions for all procurements under SSA.
• Follow States’ financial ceilings except when not prescribed by MHRD.
• Strictly follow MHRD’s financial ceilings prescribed for various method of procurement on 17-09-2008 as extended on 2-7-2010 which shall prevail on States’ ceilings.
• This ceiling is applicable upto 30-9-2012 and thereafter follow the State ceiling.
• Convert the Ceilings in US$ to Indian Rupee by adopting RBI’s buying rate of exchange prevailing on the date of issue of purchase order/work order.
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MHRD’s Financial ceilings per contract MHRD’s Financial ceilings per contract
Category Open Tender Limited Tender
Single Tender
Community
Goods >50,000
<3000,000
< 50,000 <30,000
Works >40,000
<300,000
<50,000 <40,000 <40,000
Text books Upto 1 million
<500.000
SIEMAT Upto 800,000
Information Technology equipment
>50,000
<4 million
<50,000
Books, Teaching materials school facility improvement, hiring of vehicles of equipment
<30,000
Service Contract <200,000
• Any contract in excess of the maximum limit indicated above shall not be procured using SSA funds.
(In US $ equivalent)
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• Identification of Needs.
• Ensure availability of specific budget provision.
• Assessment of bulk requirement at the beginning of the financial
year.
• Computer, equipment, furniture, books etc in economic lots as
per annual need.
• Procure miscellaneous items of stores not covered by bulk
requirement as per actual need.
• Make all purchases to the best advantage after comparison of
competitive prices.
• Strictly follow the level of procurement prescribed in the Manual
• Encourage decentralized procurement
• Avoid centralized procurement of items prescribed at lower level
Points to be kept in view Points to be kept in view
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PROCUREMENTPROCUREMENT
Strictly follow the levels of procurement provided in Para 112 of the Manual on FM&P
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School/KGBV levelSchool/KGBV level
All civil works, except buildings for Residential Schools/Hostels and
KGBV. Furniture to Govt. UPS Library Books for schools Teaching Learning Material School grant. Maintenance grant.
Teaching Learning EquipmentREMSLearning Enhancement Programme (LEP).Items required for KGBV.Uniform
Special Training related ItemsSpecial Training related Items
TLM, Contingency etc.
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CRC/BRC levelCRC/BRC level
Furniture/ equipment/computer etc.
Office contingencies
Teaching Learning Material
Teacher Training
Community Training
Civil works for construction of BRC, augmentation of BRC
and CRC
Maintenance of BRC and CRC
Printing work
REMS
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District levelDistrict level Office equipment for DPO Office furniture for DPO Textbooks/other books/supplementary materials Computers and accessories Aids and appliances for CWSN Office contingencies Hiring of vehicles Maintenance of equipment and vehicles District level training and workshops Printing work REMS ECCE Kit Educational Kits for girls Learning Enhancement Programme (LEP) Construction of Residential Schools/Hostel and KGBV
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State levelState level Textbooks Computers and its accessories Office equipment for SPO Office furniture for SPO Equipment for distance education Aids and appliances for CWSN Office contingencies Hiring of vehicles Maintenance of equipment and vehicles State level training and workshops Printing work Engagement of consultancy firms (service contract) Engagement of Auditors for external and internal audit Engagement of experts/resource persons Engagement of NGOs REMS Learning Enhancement Programme (LEP).
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Method of ProcurementMethod of Procurement
Method of Method of ProcurementProcurementMethod of Method of
ProcurementProcurement
Open Tender Open Tender
Limited TenderLimited Tender
Single TenderSingle Tender
Procurement without tender /
quotation
Procurement without tender /
quotation
Procurement through
communities
Procurement through
communities
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OPEN TENDEROPEN TENDERMeaning
• Competitive bidding procedure and is the most efficient and economic way of procuring goods or works.
• Provides for adequate competition in order to ensure reasonable prices.
• Ensures transparency and equal opportunity to all.
• The methods used in the evaluation and the award of contracts are made known to all bidders.
Items covered
Civil works construction of BRC, Residential schools / Hostel, KGBV, SIEMAT and any other civil works specifically approved by Project Approval Board through contractors.
Goods
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OPEN TENDER
Steps Preparation of tender documents
Notification / Advertisement;
Issue of tender documents;
Pre-bid Conference
Submission of tender documents;
Public opening of tender;
Evaluation;
Selection of lowest evaluated responsive bidder based on post qualification;
Negotiation with L-1 (if necessary)
Contract award; and
Contract performance
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LIMITED TENDERLIMITED TENDER
Items covered:
Goods including books, uniforms
Teaching learning materials,
School equipment,
Hiring of vehicles, and
Operation and maintenance of equipment
Invitation for quotations –
• Based on comparing price quotations obtained from several suppliers, usually at least 3 to ensure competitive prices.
• Issue a letter to the supplier to furnish the quotations for the required goods/equipment.
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Invitation for quotations –
No need of publication of notification in the newspaper/website.
Issue the request letters to suppliers on the approved list.
The request letter should indicate description, specifications and quantity of the goods as well as desired delivery time and place.
Only one quotation by each supplier.
Bid Price Quote for the full quantity as described in the invitation letter.
Corrections, if any, made by crossing out, dated initialing and re-writing.
Include all duties, taxes and other levies payable by the Vendor/Supplier in the total price.
The rates quoted by the Vendor/Supplier be fixed for the duration of the contract and not subject to adjustment on any account.
The prices are quoted in Indian Rupee.
LIMITED TENDERLIMITED TENDER
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LIMITED TENDERLIMITED TENDER
Steps Identifying items;
Laying down specifications;
Estimating total numbers and costs of items;
Need not notify in newspaper/website
Identifying likely agencies borne on the approved list of contractors/ suppliers; (minimum 3, 8-10 for more competitive rates)
Obtaining approvals of competent authority;
Issuing letters of invitation;
Processing quotations received;
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Obtaining orders of competent authority for placing orders for
supply;
Issuing letters placing orders for supply and delivery period;
Quoted price shall include all duties, taxes and other levies;
Rates quoted be fixed and not subject to adjustment;
Ensuring inspection;
Ensuring timely supply: and
Making payments after delivery in satisfactory condition.
The financial ceiling prescribed for limited tender shall be
applicable for Rate contracts of DGS & D and Rate contracts of
State Governments.
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SINGLE TENDERSINGLE TENDERFollowed in the case of Articles specifically certified as of propriety nature; or Manufactured by a particular firm; Goods including books; Teaching materials; School grant; Hiring of vehicles; and Operation and maintenance of equipment etc
Appropriate for Extension of existing contracts Standard equipment/spare parts for existing equipments from original
supplier. Items obtainable from one source Early delivery In exceptional cases such as natural disaster.
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WITHOUT TENDER / QUOTATIONWITHOUT TENDER / QUOTATION Procurement of goods or group of goods estimated to cost the
equivalent of the ceiling of State Govt.
Issue suitable guidelines by the SIS
THROUGH COMMUNITIESTHROUGH COMMUNITIES Construction of all civil works except, BRC, Hostel, KGBV and SIEMAT
BRC construction if the community is technically capable
Purchase of materials as per ISI certification, if available;
SPD may provide simple procurement guidelines
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Identify the committee locally operating in the area. Keep the following points in view:
Active involvement of community in planning and implementation;
Who will procure the materials or goods used in works;
Goods / works have to be executed as per approved plans and specifications
The name and designation of the Engineer for technical supervision and certification.
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Service Contract
Considerations
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Service Contract Selection process Preparation of Terms of Reference Preparation of Cost Estimate and Budget Advertisement, seeking Expression of Interest (EOI) short listing of consultants/firms based on EOI Issue of Request for Proposal (RFP) to short listed
Consultants/firms. Receipt of RFP in two envelope system, technical and financial
proposals separately. Formation of Evaluation Committee Evaluation of Technical proposal and assign individual mark by
each member on the basis of responsiveness to the TOR Open the Financial proposals of the qualifying Consultants
publicly in the presence of the Consultants/representatives Final discussions including negotiations Award of contract
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Non-Government Organizations
Preparation of Terms of Reference Publication of advertisement
Formation of Evaluation Committee
Short-listing of NGOs on the basis of specifications and scope of
the work specified in the TOR.
Desk appraisal and if found suitable, field appraisal by the
Evaluation Committee Recommendation by the Evaluation Committee for the selection
of NGOs to the Grant-in-Aid Committee. Approval by Grant-in-Aid Committee based on the report of the
Evaluation Committee on the desk and field appraisal.
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