PROCUREMENT GUIDELINES - Ministry of Finance and Planning

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12GOVERNMENT PROCUREMENT GUIDELINES2.11 Procedures for Meetings of Procurement Committees (PC)and Technical Evaluation Committees (TEC)Scheduling of Meetings2.11.1 (a) The secretary of the committee in consultation with theChairperson should notify the members in advance of the date,time and venue of every meeting.(b) Dates and times of meetings of the committee should be fixed inaccordance with the PTS.(c) There shall be a first meeting jointly with PC and TEC to agreePTS, procurement method and type of bidding document.Register of Attendance2.11.2 The secretary of the committee shall maintain a register of attendanceof members for purposes of record.Minutes of the MeetingsThe prescribedformat is givenin ProcurementManual 2.11.32.11.3 (a) The proceedings of the meetings of the committee should berecorded in the specified format given in the Procurement Manualand authenticated by the members present.(b) Any member may record a dissent.(c) The PE shall provide for the safe custody of the records whichshould be preserved for a period of at least five (05) years.2.12 Declarations by Members of Procurement Committees (PC)and Technical Evaluation Committees (TEC)The prescribedformat is givenin ProcurementManual 2.12(a) All members of PCs and TECs are required to sign a declarationin the prescribed format at its first meeting, affirming:(i) their respect for the commercial confidentiality of theproceedings of the committee;(ii) their impartiality and probity; and(iii) absence of personal interest.
GOVERNMENT PROCUREMENT GUIDELINES 13(b) The PE shall provide for the safe custody of such declaration,which shall be preserved for a period of at least five (05) years.2.13 Review of Performance of Procurement Committees (PC) andTechnical Evaluation Committees (TEC) by the NationalProcurement Agency2.13.1 The NPA shall:(i) monitor the performance of PCs and TECs;(ii) conduct random post procurement reviews;(iii) examine on random basis, the regularity of attendance atmeetings and whether the decisions taken by member/s arein accordance with the accepted procurement proceduresand these Guidelines.2.13.2 Pursuant to 2.13.1 (iii), if it is established that the members werenegligent, inactive or irresponsible in the conduct and the performanceof duties at PCs and TECs, resulting in procurement delays, NPAmay at its sole discretion:(i) advise the members to expedite the procurement processby rescheduling the PTS; or(ii) advise the members to adopt corrective measures; or(iii) replace such irresponsible members; or(iv) cancel the names of such members from the panel.2.14 Limits of Authority for Contract Awards2.14.1 Limits of authority to make recommendation/determination of contractaward and thresholds shall be decided from time to time, and shallbe communicated by circulars issued under these Guidelines by theNPA.The applicablelimits are givenin ProcurementManual 2.14.1
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PROCUREMENT GUIDELINES - Ministry of Finance and Planning

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