User guide for the preparation of the procurement and disposal plan templates.doc

8/20/2019 User guide for the preparation of the procurement and disposal plan templates.doc

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Public Procurement and Disposal of Public Assets

Authority

User Guide for Preparation of the User DepartmentProcurement Plans, Annual Procurement Plans and

Disposal Plans

JULY 2012

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans

issued by the PPDA


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Table of Contents

A!"#Y$%....................................................................................................III

1&0 '#(!"DU('"#...........................................................................................1

1&1 PU!P"%) "* (+) U%)! GU'D)..........................................................................................1

2&0 ()$PLA()%..............................................................................................2

2&1 U%)! D)PA!($)#( P!"U!)$)#( PLA#........................................................................22.1.1 Guidance notes on how to prepare a User Department Procurement Plan..............................4

2&2 A##UAL P!"U!)$)#( PLA#.......................................................................................42.2.1 Template of Annual Procurement Plan for goods, works and non-consultanc ser!ices for

su"mission to the #ecretar to the Treasur, PPDA and pu"lication on the PD$%s notice "oard ..........5

2.2.& Template of Annual Procurement Plan for goods, works and non-consultanc ser!ices for

internal use................................................................................................................... 9

2.2.' Template of Annual Procurement Plan for consultanc ser!ices for internal use...................11

2& A##UAL D'%P"%AL PLA#............................................................................................13

&0 A-A'LA.'L'(Y "* )L)(!"#' D"U$)#(%.................................................15

A##)/ 1 GU'DA#) #"()% "# +" (" *'LL '# (+) P!"U!)$)#( PLA# ()$PLA()%

..................................................................................................................16


issued by the PPDA $ay 2012

ii


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Acronyms

ADP Annual Disposal Plan

APP Annual Procurement Plan

Contracts CommitteePD) Procuring and Disposing Entity

PDU Procurement and Disposal Unit

PPDA Public Procurement and Disposal of Public Assets

PPDA Act Public Procurement and Disposal of Public Assets Act

!eulations PPDA Regulations



iii


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1&0 'ntroduction

In accordance with Section 5 of the PPDA Act! "##$ a Procuring and Disposing Entity

%PDE& is re'uired to plan its procurements and disposals(

)he Authority has de*eloped the following procurement and disposal plan templates to beused by the PDEs to de*elop procurement plans and disposal plans+

i( User Department Procurement Plan

ii( Annual Procurement Plan

iii( Annual Disposal Plan

)he purpose of the abo*e templates is to pro*ide PDEs with standardised documents to be

used as models that will assist them in fulfilling the re'uirement of procurement and disposal

planning( )hese plans shall be displayed on the PDEs, procurement and disposal notice

boards for at least "# wor-ing days from the date of appro*al of the plans by the Accounting

.fficers(

)he annual procurement plans! the user department procurement plans and annual disposal

plans are to be submitted to the Secretary to the )reasury and the Authority during the month

of /uly of each financial year( Entities should also submit a soft copy to the Authority to

plans0ppda(go(ug(

)he annual procurement and disposal plans may be updated and where changes are made to

an e1isting plan! the PDE shall notify the Secretary to the )reasury and PPDA by submitting

the updated and appro*ed plan(

Please note that the procurement plans should be lin-ed to the .utput 2ased )ool %.2)& procurement plans to ensure that the contract signature dates is in the same 'uarter with that

under the .2)( )his will ensure timely a*ailability of funds before contract signature(

1&1 Purpose of the User Guide

)his User 3uide has been prepared to pro*ide guidance to public officials in the correct use

of the User Department Procurement Plan! Annual Procurement Plan %APP& and Annual

Disposal Plan %ADP& )emplates(

)he information in this User 3uide is intended to guide the User Departments and

Procurement and Disposal Unit %PDU& staff in the preparation of Procurement and Disposal

Plans in compliance with the Public Procurement and Disposal of Public Assets %PPDA& Act

and Regulations! "##$(

)he APP )emplates ha*e been designed to+

%a& Simplify the drafting of indi*idual Procurement Plans by Procurement and Disposal

Units4

%b& inimise the time spent by User Departments and Procurement and Disposal Units to

prepare annual Procurement Plans4

%c& Enable PDEs monitor all planned procurements and ensure that they follow the right procedures and obser*e target dates4 and

User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal

Plans

Page 1 of 22

mailto:[email protected]:[email protected]


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%d& Enable the Authority to monitor the procurement *olumes for PDEs in the respecti*e

6inancial 7ears(

2&0 (emplates

)he Authority has de*eloped three templates as specified in 8(# abo*e(

2&1 User Department Procurement Plan

)he User Department Procurement Plan template is designed for use by all the User

Departments %including Units! pro9ects! and any subdi*ision within the PDE&( It is submitted

to the :ead PDU by the :ead of the User Department for consolidation of similar

re'uirements re'uired within the same period and with similar funding sources( 2elow is the

format of the template for the User Department Procurement Plan(


Plans

Page 2 of 22


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#A$) "* P!"U!'#G A#D D'%P"%'#G )#('(Y

User Department Procurement Plan for %upplies, or3s, #on onsultancy and onsultancy %er4ices

Area5%ection5Department 666666666&& *inancial Year 666

%5# %ub7ect of procurement 8uantity5 Unit

of $easure

urrency and

)stimated cost

%ource of fundin Date 9hen oods5ser4ices5 9or3s are

re:uired

8"

$

;

5

<

=

>

Prepared by User Appro4al by +ead of Department !ecei4ed by +ead of PDU

?ame+ @@@@@@@@@@(@ ?ame+ @@@@@@@@@@(@ ?ame+ @@@@@@@@@@(@

Signature+ @@@@@@@@@@(@ Signature+ @@@@@@@@@@(@ Signature+ @@@@@@@@@@(@

Date+ @@@@@@@@@@(@ Date+ @@@@@@@@@@(@ Date+ @@@@@@@@@@(@

User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA $ay 2012

Page 3 of 22


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User Guide for Preparation of the User Department Procurement Plans

and Annual Procurement and Disposal Plans

2&1&1 Guidance notes on ho9 to prepare a User Department Procurement Plan

)he User Department Procurement Plan template is used for supplies! wor-s! non

consultancy and consultancy ser*ices and is for internal use(

)he User Department Procurement Plan template is di*ided into si1 %


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2&2&1 (emplate of Annual Procurement Plan for oods, 9or3s and non;consultancy

ser4ices for submission to the %ecretary to the (reasury, PPDA and publication on the

PD)


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) #ame

ancial Year

#o %ub7ect of

procurement

urrency )stimated

cost

%ource of

fundin

Procurement

method

ontract

(ype

P!);8UAL

=Yes or #o>

'#-'(A('"# A#D AA!D "* .'D% ontract

sinin

date

ompletio

n date

.id

in4itation

date

.id closin5

"penin

date

Appro4al

e4aluation

report date

A9ard

notification

date

Prepared by ?ame+

Signature+

Designation+ :ead PDU

Date+

Appro4ed by ?ame+

Signature+

Designation+

Accounting

.fficer

Date+


Page 6 of 22


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2&2&2 (emplate of Annual Procurement Plan for consultancy ser4ices for submission to

the %ecretary to the (reasury, PPDA and publication on the PD)


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PROCUREMENT PLAN FOR CONSULTANCY SERVICES - FOR SUBMISSION TO THE SECRETARY TO TREASURY, PPDAAND PUBLICATION

Procuring and Di!oingEn"i"#$

Financia% Y&ar$

%5# %ub7ect of

procurement

urrency )st imated

cost

%ource of

fundin

Procurem

ent

method

ontract

type

!e:uest for )?pression of 'nterest 'n4itation of proposals and appro4al for a9ard ompletion

date

'n4itation of )?pressions of

'nterest date

losin;"penin

date

Appro4alof

shortlist

#otification date

'n4itationof

proposals

date

%ubmission5openin

date

Appro4alof final

e4aluatio

n report

#otification

date

ontractsinin

date

Preparedby

Name:

Approvedby

Name

Signature:

Signature:

Designation:

Designation:

Date: Date:


Page 8 of 22


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2&2& (emplate of Annual Procurement Plan for oods, 9or3s and non;consultancy

ser4ices for internal use

)his template is di*ided into twenty two %""& separate columns( PDUs are re'uired to fill in

all parts of the Plan( It is ad*ised that goods! wor-s and nonconsultancy ser*ices are

separated in their respecti*e categories for ease of re*iew( )he template comprises of the

following4

Column A+ S?o

Column 2+ Sub9ect of procurement

Column C+ Plan *s( Actual

Column D3+ 2asic Data %currency and estimated cost! source of funding and procurement

method&

Column :+ Pre'ualification %document! in*itation date and e*aluation&

Column ?U+ In*itation for bids and E*aluation %in*itation for bidding! bid e*aluation and

contract award&Column F+ Contract finalisation %contract signature and contract completion&

)he APP template shall be prepared and monitored by the PDU through filling in the planned

dates and the actual implementation dates( Data entered into this template is lin-ed to the

template for submission to the Secretary to the )reasury! PPDA and for publication(

3uidance notes on how to fill in the corresponding columns are pro*ided under Anne1 I(

2elow is the format of the template of the APP for supplies! wor-s and nonconsultancy

ser*ices for internal use(



Page 9 of 22


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P!"U!)$)#( PLA# *"! G""D%, "!@% A#D #"#;"#%UL(A#Y %)!-')% ; '#()!#AL U%)

#ame of Procurin )ntity

*inancial Year

%5#o

&

%ub7ect of

Procurement

Plan 4s&

Actual

.asic DataPre;:ualification 'n4itation for .ids and )4aluation

ontract *inaliation

Document 'n4itation Date )4aluation .iddin Documents 'n4itation for .iddin .id )4aluation and ontract A9ard

urr

ency )stimated

ost

%ource of

*undin

Procurement

$ethod

Preparation by

PDU and

submission

Appro4al by

'n4itation

Date

losin;

"penin

%ubmission

)4aluation !eport

Appro4al by

Prep B

%ubmission

by PDU

Appro4al

by

.id

'n4itation

Date

.id losin;

"penin

%ubmission

.id )4aluation

!eport

Appro4al by

Appro4al by

%G

ontract

%inature

Date

ompletio

n Date

Plan

Actual

Plan

Actual

Plan

Actual

Prepared by

?ame+

Signature+

Designation+ Procurement .fficer

Date+

Appro4ed by

?ame+Signature+

Design

ation+ :ead PDU

Date+


Page 10 of 22


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2&2&C (emplate of Annual Procurement Plan for consultancy ser4ices for internal use

)his template is di*ided into twenty three %"$& separate columns( PDUs are re'uired to fill in

all parts of the Plan( )he template comprises of the following4

Column 8+ S?o

Column "+ Sub9ect of procurement

Column $+ Plan *s( Actual

Column ;=+ 2asic Data %currency and estimated cost! procurement method!

selection method and contract type&

Column 88+ Re'uest for e1pression of interest %in*itation and e*aluation&

Column 8"8$+ Preparation of R6P documents %preparation by PDU and appro*al by

CC&

Column 8;"#+ In*itation of proposals and appro*al of award %consultant proposals

and proposal e*aluation&

Column "8"$+ Contract finalisation %contract *alue! contract award date and contractsignature date&

)he APP template shall be prepared and monitored by the PDU through filling in the planned

dates and the actual implementation dates( Data entered into this template is lin-ed to the

template for submission to the Secretary to the )reasury! PPDA and for publication(

3uidance notes on how to fill in the corresponding columns are pro*ided under Anne1 II(

2elow is the format of the template of the APP for consultancy ser*ices for internal use(



Page 11 of 22


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P!"U!)$)#( PLA# *"! "#%UL(A#Y %)!-')% ; '#()!#AL U%)

#ame of the Procurin )ntity

*inancial Year

%ub7ect of

Procurement

Plan

4s&Actual

.asic Data!e:uest for )?pression of 'nterest

Preparation of !*P

Documents

'n4itation of proposals and appro4al for a9ardontract *inaliation

)stimated

ost and

urrency

Procurem

ent

$ethod

%elect

ion

$eth

od

ontract

(ype

'n4itation )4aluation onsultant

ProposalsProposal )4aluation (echnical =(> B *inancial =*>

'n4itati

on

Date

losin;

"penin

%ubmissio

n

)4aluatio

n !eport

Appro

4al of

%hortli

st

Prep B

%ubmissio

n

by PDU

Appro4al

by

'n4itat

ion

Date

%ubmiss

ion5

"penin

Date

%ubmissio

n

)4aluatio

n

!eport

Appro

4al of

(echni

cal

)4alua

tion!eport

"penin

*in&

Propos

als

%ubmissio

n

of *inal

)4aluatio

n !eport

Appro4al

)4aluation

!eport

ontract

-alue

ontract

A9ard

Date

ontract

%in

Date

Plan

Actual

Plan

Actual

Plan

Actual

Plan

Actual

Prepared

by

?ame+

Signature

Designation+

Date+

Appro4e

d by

?ame+

Signature+

Designation+

Date+


Page 12 of 22


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2& Annual Disposal Plan

)he Annual Disposal Plan template is designed for use by the Procurement and Disposal Unit

%PDU& for consolidation of all the assets of a PDE for disposal( )he PDU should aggregate

similar assets into lots where the *alues are low(

)his template is di*ided into se*en %=& separate columns( PDUs are re'uired to fill in all parts

of the Plan( )he template comprises of the following4

Column 8+ S?o

Column "+ Asset to be disposed

Column $+ Reference number in the Asset Register where applicable

Column ;+ Buantity and Unit of easure

Column 5+ alue gi*en by the 2oard of Sur*ey where applicable

Column


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#A$) "* P!"U!'#G A#D D'%P"%'#G )#('(Y

A##UAL D'%P"%AL PLA#

*'#A#'AL Y)A!&&&&&&&&&&&&&&&&&&&&&&&&&&&&

%5# Asset to be

disposed

!eference

#umber in the

Asset !eister

9here applicable

8uantity and

Unit of $easure

-alue i4en by the .oard

of %ur4ey 9here

applicable

$ethod of

Disposal

Disposal period

9ithin 9hich the disposal

should ta3e place

81 82 8 8C8(

"(

$(

;(

5(


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Prepared by PDU Appro4al by +ead *inance and Appro4al by Accountin "fficer

Administration

?ame+@@@@@@@@@@ @ ?ame+@@@@@@@@@@@@ ?ame+@@@@@@@@@@@@(

Signature+ @@@@@@@@@(( Signature+ @@@@@@@@@(( Signature+ @@@@@@@(((@@((

Date+ @@@@((((((((((((((((((((((((((@( Date+ @@@@@((((((((((((((((((((((((( Date+ @@@@@(((((((((((((((((((((((((((((

User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal Plans

Page 15 of 22


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&0 A4ailability of )lectronic Documents

)he abo*e templates are issued in soft copy by the PPDA and are also a*ailable on its website

at www(ppda(go(ug

)he User Department Procurement Plan template is named User Department Plan(doc

)he APP 6ormats is named PPDA Procurement Plan template issued /une "#8"(1ls

)he ADP 6ormat is named Annual Disposal Plan format(doc(

)his User 3uide is named user guide(doc(



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http://www.ppda.go.ug/http://www.ppda.go.ug/http://www.ppda.go.ug/


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Anne? 1 Guidance #otes on +o9 to fill in the Procurement Plan templates

)he rele*ant parts of the procurement plan templates are summarised here as follows+

)rea0-ection0*epartment + Indicate the name of the end user office i(e(Departmentdi*isionbranchsection of the Procuring and

Disposing Entity

ame of the +ntity+ Enter the name of the Procuring and Disposing Entity(

(inancial ear + Indicate the financial year for which the procurement plan is

being prepared for instance "#88"#8"! "#8""#8$(

-0o+ Indicate the serial numbers of the respecti*e procurements(

-ubect of procurement + Indicate a brief description of the procurement e(g( Supply anddeli*ery of three station wagons! Construction of a three

classroom bloc- at 111 Primary School! routine maintenance of

"#-m of 111 road(

urrency5 Indicate the currency of the estimated cost

+stimated cost and currency+ Indicate the estimated *alue of the procurement for each

procurement( )he estimated *alue shall to a large e1tent reflect

the mar-et price and budgeted amount for that procurement( )o

assist procuring and disposing entities to prepare correct

estimates! reference should be made to the Authority,s a*erage

price list for supplies and non consultancy ser*ices(

-ource of funding5 Indicate the source of funding for instance 3o*ernment of

Uganda! Forld 2an-! European Union! internally generated

funds for e1ample from re*enue collection centres! institutional

applicatione1amination fees among others(

-election 6ethod5 Indicate the method to be used e(g Buality and Cost 2ased

Selection! Buality 2ased Selection! 6i1ed 2udget Selection etc

7rocurement method + Indicate the procurement method to be used( Determination of

the appropriate method shall be guided by Part I G the 6ourthSchedule of the PPDA Act "##$(

'nvitation date5 Indicate the date when the Entity e1pects to conduct pre

'ualification! call for bids! in*ite e1pressions of interests or

proposals(

losing8#pening date5 Indicate the proposed closing date for submission of pre

'ualification documents! bids! e1pression of interest or

proposals(

-ubmission +valuation 9eport5 Indicate the proposed date for the submission of an

e*aluation report by the E*aluation Committee(


Plans

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)pproval by 5 Indicate the dates for Contracts Committee appro*al of bidding

documentShortlistfinal e*aluation reports(

-ubmission0#pening date5 Indicate the proposed date for the submission and opening of

pre'ualificationbidsproposal(

ontract :ype+ Indicate the proposed contract type for instance framewor-

contracts! lump sum contact! admeasurement contracts etc(

ontract )ward date+ Indicate the proposed date for contract award(

ontract signing date+ Indicate the proposed date for contract signing(

ompletion date5 Indicate the proposed date for contract completion(


User guide for the preparation of the procurement and disposal plan templates.doc

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