1. Procurement Planning Mani Ram Gelal
2018

2. Procurement Planning Steps and Options
Process of acquiring goods and services, to attain the project scope, from outside the performing organization
Procurement Planning Steps and Options
What is needed?
When it is to be done?
How it is to be done?
What resources are required?

3. Procurement Planning : Steps and Options
What is needed?
When it is to be done?
How it is to be done?
What resources are required?
Procurement Plan to be Prepared
A Public Entity shall, in making procurement valued at an amount in excess of the prescribed limit, have to prepare a master procurement plan and annual procurement plan, as prescribed.

4. Procurement Planning
A Public Entity shall establish a procurement Division, Branch and or unit or assign the responsibilities thereof in order to carry out the following acts:
Preparing a procurement plan,
Preparing prequalification documents, bidding documents and procurement contract related documents by making necessary amendments in the standard bidding documents, standard prequalification documents and standard procurement contract documents prepared by the Public Procurement Monitoring Office,
Preparing documents relating to proposals for consultancy services by making necessary modification in the standard request for proposal prepared by the Public Procurement Monitoring Office,

5. Procurement Planning Publicly publishing the procurement notice,
Issuing pre-qualification documents, bidding documents or 8 forwarding documents relating to proposals for consultancy service,
(f) Receiving and safely keeping pre-qualification proposals, bids or consultancy service proposals,
Submitting the pre-qualification proposals, bids or consultancy service proposals to the evaluation committee for evaluation and submit the evaluated bids for acceptance,
Notifying the acceptance of the pre-qualification proposals, bids or consultancy service proposals,

6. Procurement Planning
Notifying the acceptance of the pre-qualification proposals, bids or consultancy service proposals,
Obtaining, examining and safely keeping the performance guarantee,
Examining, or causing to be examined, the quality standards of the goods, construction works or services that have been procured,
Making available the information and documents asked for by the Public Procurement Monitoring Office, and
Performing other functions as may be prescribed.
(4) In carrying out or causing to be carried out the functions as referred to in Sub-section (3), the Procurement Unit or the unit to which responsibility thereof has been assigned shall carry out the same with the approval of the chief of the concerned Public Entity,

7. Procurement Planning Description of services needed Cost estimate
Multi-year/ Annual
Method of procurement
Dates for Notice publication, Bid Submission, Evaluation of bids, Award of Contract
Concurrence/Approval
Start and finish dates of contract

8. Procurement Cycle Identify procurement needs
Understand procurement planning
Prepare procurement plans
Run the procurement exercise
Manage the contract
Contract review

9. Procurement Cycle Identification of procurement needs
Define Specifications,
Market review
Prepare cost estimate,
Packaging
select Procurement approach
Procurement document preparation and Distribution
Bidder Selection
Bid Evaluation
Contract Award
Manage Contract
Contract Review

10. Process of Procurement of Goods and Works
Preparation of Bidding Doc. and Bid Evaluation Criteria #
Preparation of Pre-qualification (PQ) Doc. and
PQ Evaluation Criteria #
Invitation to Bid
Invitation for PQ
Issue of Bidding Doc.
Issue of PQ Application.
Submission of Bids
Receive PQ Application
Post-Qualification (if no PQ)
Bid Evaluation #
PQ Evaluation #
Contract Award # 10

11. Process of Employment of Consultants
Preparation of TOR, Invitation of EOI and Short-List
Distribution of Request for Proposals (RFP)
Receive Proposals
Evaluation of Proposal
Contract Negotiation
Contract

12. Procurement Process Publishing Notice Distribution of bid documents
Handling queries
Receiving Bids/Proposals
Qualification of Bidders/service providers
Evaluation
Award recommendation
Bid Protest and review
Contract Award

13. Procurement Planning: Slices and Packages
Splitting packages
Grouping
Appropriate procurement methods

14. Procurement Planning : Works
Key things to be considered
Prevalent conditions
Capacity of Contractors and availability
Cost
Competition
Completion date

15. Procurement Planning : Goods
Key things to be considered
Availability
Quality
Cost , Budget
Types
Competition
Urgency

16. Procurement Planning : Services
Key things to be considered
Nature of service: Complexity
Capacity of Consultants and availability
Cost

17. Procurement Methods Works and Goods ICB NCB LIB Users’ committee
Force accounts
Sealed quotation
Direct purchase
Consulting Services
QCBS
QBS
LCS
FBS
SSS
CQS

18. Items Lot Package Packaging Item 2 Item 3 Item 1 Item …. Item 1 Item 2

19. Packaging Splitting into small packages Capacity Opportunity
Grouping into large procurement package
Economies of scale
Management

20. Procurement Scheduling
List of objects to be acquired under a project / programme and categorize in to
Works
Goods
Consulting Services
Other Services
Time scale and target dates when such goods and services be ready for use
Estimate, bidding document, notice-bid response, evaluation, approval, maturity, bid protest, award, delivery period
Determine procurement lead time for each package and estimate the target dates for each event in the procurement process
Prepare a schedule in an understandable form
Set output indicators to monitor the progress

21. Procurement Plan: Sample Format Goods/Works

22. Procurement Plan: Sample Format Services

23. Procurement Planning : Advertisement
Procurement opportunities
Invitation for Pre-Qualification
Invitation for bid
Invitation for EOI
Request for Proposals
National daily Newspaper
Invitation for Bid/PQ
National and International Media
International competitive bidding
Website
For central level organization (CLO)
Website of CLO or PPMO
For District level organization (DLO)
Web site of the DLO or PPMO

24. Procurement Planning : Advertisement
Notice Period
At least 30 days for NCB
At least 45 days for ICB
At least 15 days for Sealed Quotation (in local news paper)
At least 15 days for EOI
At least 30 days for submitting proposals

25. Thank you