Procurement Regulations and Procedures

Procurement Regulations and Procedures Submitted for PPADB Vetting

DATE: 15/06/2016

CONTENTS

Procurement Procedures (fin 23)

2

Introduction

2

Definitions

2

Procurement Limits

3

Formal Tenders: P1, 000, 001 to P2, 000, 000 (Management Tender Committee {MTC})

5

Formal Tenders: P2,000,001 ? P5,000,000: (Board Tender Committee ({BOCRA BTC})

8

Formal Tenders P5, 000, 001 and above: (The Board of the Authority)

9

Evaluation Committee

14

Procurement Unit

15

PROCUREMENT METHODS

16

Quotation Procurement Method

25

Micro Procurement

27

Tender Administration Procedures

30

Types of Contracts

41

AWARD OF CONTRACT

42

Cooling off Period

43

Rejection of all tenders

43

NEGOTIATION

45

Reservation and Preference

48

De-briefing

48

Complaints Process

48

Contract Termination

49

Prohibition of BOCRA Officers

49

Procedures to be Confidential

50

Procurement of goods and services (fin 24)

51

Other Controls

53

Disposal Regulations

55

Disposal Methods

56

Sale to Authority staff

60

PROCUREMENT PLANNING

68

1

Procurement Procedures (fin 23)

1. The purpose of these regulations is to outline the financial procurement limits in use and the procedures that relate to the administration of the procurement and asset disposal process at the Authority.

Introduction

2. The purchase or disposal of any supplies or the letting of any contracts for works, supplies or services is subject to these procurement procedures.

Definitions

3. The following definitions shall be applicable in this regulation:

4. "Tender Procedures" are those as outlined in these Regulations and any other instruction issued from time to time.

5. "Public Tender" means a formal tender, which shall be advertised by public notice and/or other media as appropriate.

6. "Request for Quotation" means an informal procurement which need not be advertised publicly and which may be called for by an authorised official without reference to the Management Tender Committee or the Board Tender Committee.

7. "Direct Appointment" means a method where the selection of a supplier is conducted on a sole supplier basis without competition.

8. "Selective Tender" means a formal tender in which the invitation to tender is sent only to firms pre-selected and approved by the relevant authority depending on financial thresholds. These need not be advertised by public notice.

2

9. "Running Contract" means a contract which extends over a specified period of time for an estimated or variable quantity of supplies, works or for a specified service.

10. "Services" means consultancy, professional, maintenance or other services.

11. "Micro Procurement" refers to non-tender procurement of all supplies, works or services for values below P50, 000

12. "Management Tender Committee" ("MTC") refers to the Internal Tender Committee at the Authority comprising of individuals as defined in these regulations.

13. "Board Tender Committee" ("BTC") refers to the External Tender Committee of the Authority comprising of Board members as defined in these regulations.

14. "Board" means the Board of the Authority consisting of seven (7) members of as established in terms of section 4 of the Communications Regulatory Act.

Procurement Limits 15. Procurement of supply items or letting or works or service contracts will be subject to these Regulations, depending on the value of works, supplies or services being procured:

3

16. All Departments of BOCRA shall adhere to the limits of this purchasing authority schedule.

ESTIMATED ORDER VALUE

Up to 500

501 to P50,000

METHOD

OF

PROCUREMENT

Micro Procurement without competition (Use of Petty Cash)

Micro Procurement with competition

MINIMUM NUMBER QUOTATIONS REQUIRED N/A

5 (Quotations Not Mandatory)

APPROVAL AUTHORITY

Accounts Officer

Procurement Manager

P50,001 ? P100,000

Quotation Procurement

5

Method(Written quotation)

Head of Department

P100,001 ? P250,000

Quotation Procurement

5

Method(Written quotation)

Deputy Chief Executive

P250,001 ? P1,000,000

Formal Tender

N/A

Chief Executive

P1,000,001 ? P2,000,000 P 2, 000,001 ? P5,000,000

P5,000,001 and above

Formal Tender Formal Tender

Formal Tender

N/A

Management

Tender Committee

N/A

Board Tender

Committee

N/A

Full Board

4

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