POLICIES AND PROCEDURES ENGINEERING SERVICES DEPARTMENT

Transcription

1 POLICIES AND PROCEDURES ENGINEERING SERVICES DEPARTMENT

2 VOLTA RIVER AUTHORITY Procurement of Services Engineering Services Department

3 [ENGINEERING SERVICES DEPARTMENT] POLICIES INTRODUCTION A. IDENTIFICATION DATA Policy No.[ESD/004] Document ID: PROJECT MANAGEMENT SECTION i. Subject: Procurement of Capital Projects ii. iii. Subject Area: Procurement of Services Functional Responsibility: Director, Engineering/Manager, Projects iv. Approval Date: [Date of Policy is Approved] B. BROAD DIRECTIVE PRINCIPLES i. POLICY STATEMENT: To effectively undertake the procurement of Consultancy Services for technical assignments in cases where the requisite expertise is not available in-house within VRA or where it is deemed to be more effective to outsource due to constraints of time ii. POLICY RATIONALE/OBJECTIVES: To adopt procurement practices which are transparent and also ensure that the Authority obtains value for money in terms of project to be executed and also conforms to the Public Procurement Act 663 and procurement guidelines of funding agencies and other relevant statutes and rules. iii. SCOPE OF APPLICATION: All VRA Power Generation projects IMPLEMENTATION PROCEDURES: ESD/004/001 Identify the assignment to be carried out; Prepare Terms of Reference for the assignment that include but not limited to the following: o Background to the Assignment;

4 o Existing facilities; o Type and scope of the Assignment; o Information to be provided to the Consultant; o Information to be gathered by the Consultant; o Information to be used for the Assignments; o Training to be provided to the Client s staff by the Consultant; o Type of end product expected; o Type of reports to be prepared; o Duration of the assignment; o Language of the Report/Documents Evaluate the resources of the department to determine if the assignment cannot be carried out in-house or engage external Consultant; Prepare a Request for Proposal Document including information on the Tender Evaluation Criteria in line with criteria adopted by the World Bank/Donor agencies and in accordance with VRA practice; Request Executive Endorsement of the Request for Proposal as well as the procurement process to be adopted; o Selective Tendering (including List of Suggested Bidders); o Open Tendering; o Negotiated Issue the Request for Proposal Document to the Interested Bidders; Seek Executive approval on the Formation and Composition of Bid Evaluation Team; Setting up of Bid Evaluation Team; Receive and evaluate submitted proposals; Prepare Issues for Negotiations; Negotiate with the Least Evaluated Bidder; Award of Contract. C. IMPLEMENTATION, ENFORCEMENT, AND MONITORING RESPONSIBILITY: Director, ESD/Manager, Projects D. SPECIFIC CIRCUMSTANCES: Force majeure, cashflow difficulty E. Definitions: N/A Related policies/references: [Information about related policy guidelines. Attach forms samples if applicable to the policy. If needed additional background discussion should be provided] [ENGINEERING DEPARTMENT] POLICIES Owner Engineering Services Department Approved By: Signature : Effective Date: Origination Date: Revision Date: Version No:

5 [DEPARTMENT S NAME] PROCEDURES INTRODUCTION F. IDENTIFICATION DATA Procedure No.: ESD/004/001 Document ID: Project Management Section i. Subject: Procurement of Capital Projects ii. iii. Subject Area: Procurement of Services Functional Responsibility: Director, Engineering/Manager, Projects iv. Approval Date: [Date of Procedure is Approved] G. OVERVIEW/PROCEDURE DESCRIPTION i. PROCEDURE OBJECTIVES: To ensure effective procurement practices which are transparent and also ensure that the Authority obtains value for money in terms of project to be executed and also conforms to the Public Procurement Act, Act 663 and procurement guidelines of funding agencies and other relevant statutes and rules. H. PROCEDURE DETAILS: Identify the assignment to be carried out; Prepare Terms of Reference for the assignment that include but not limited to the following: o Background to the Assignment; o Existing facilities; o Type and scope of the Assignment; o Information to be provided to the Consultant; o Information to be gathered by the Consultant; o Information to be used for the Assignments; o Training to be provided to the Client s staff by the Consultant; o Type of end product expected; o Type of reports to be prepared; o Duration of the assignment;

6 o Language of the Report/Documents Evaluate the resources of the department to determine if the assignment cannot be carried out in-house or engage external Consultant; Prepare a Request for Proposal Document including information on the Tender Evaluation Criteria in line with criteria adopted by the World Bank/Donor agencies and in accordance with VRA practice; Request Executive Endorsement of the Request for Proposal as well as the procurement process to be adopted; o Selective Tendering (including List of Suggested Bidders); o Open Tendering; o Negotiated Issue the Request for Proposal Document to the Interested Bidders; Seek Executive approval on the Formation and Composition of Bid Evaluation Team; Setting up of Bid Evaluation Team; Receive and evaluate submitted proposals; Prepare Issues for Negotiations; Negotiate with the Least Evaluated Bidder; Award of Contract. I. IMPLEMENTATION, ENFORCEMENT AND MONITORING RESPONSIBILITY: Director, Engineering/Manager, Projects J. SPECIFIC CIRCUMSTANCES: Force majeure, cashflow difficulty K. Definitions: N/A Related policies/references: [Information about related policies or procedures, guidelines. Attach forms samples if applicable to the procedure. If needed additional background discussion should be provided] ENGINEERING DEPARTMENTPROCEDURES Owner Approved By: Signature : Effective Date: Origination Date: Revision Date: Version No: