procurements presentation

1. Benazir income support program
BISP (www.bisp.gov.pk) and PPRA (www.ppra.org.pk)
Procurement wing
for Procurement of Motorcycles 304
project Name
National Social Protection Program
Procurement Process Single Stage - Two Envelope
Instructor : Dr Shazad Ahmad
Prepared By Shahida Sabeel
Section: C 2 –MSPM
Enrolment Number# 01-398202-053

3. Table of Contents
 Global or Domestic Company, Company Profile
 Company Project / Product Detail
 Company Competitors
 Company Outsourcing Strategy
 Company Procurement and Contract Procedures
 Preparation of Bidding Documents
 Opening of Bids
 Evaluation of Bids
 Award of Contract
 PROCUREMENT PLANNING
 Plan Procurement Management
 Conduct Procurement
 Control Procurement
 Close Procurements
 Company Contract Evaluation and Performance methodology
 Conclusion

4. under the World Bank Benazir Income Support Programme BISP operates
nationwide through a network of 385 Tehsil offices, 33 divisional offices, six
regional offices, and its headquarters in Islamabad. This structure facilitates
Programme implementation at the national, provincial, divisional, and local
level.
The regional offices in the provinces are headed by Director Generals, and
regional offices of Azad Jammu and Kashmir and Gilgit-Baltistan are headed
by Regional Directors. All Director Generals and Regional Directors
administratively report to the Secretary BISP who heads the management.
Global or Domestic Company, Company Profile

5. There are five implementation levels in order of hierarchy.
To administer, all types of procurements, a dedicated Procurement Wing was established in BISP. This
Wing is directly responsible for procurements of goods and services under BISP’s various
Programs/Initiatives. The Procurement Wing is headed by Additional Director General (Procurement) who
directly reports to the Secretary, BISP. The Wing has three Specialists as per Organ gram given below:-

7. which is required to complete a procurement process and award of contract in respect of each procurement activity.
Once the procurement plan will be finalized, the same will be submitted to the Competent Authority i.e. Secretary, BISP
for approval and thereafter it will be published on BISP as well as PPRA's websites by Procurement Wing. The
procurement plans are live document and will be continuously updated based on the progress of planned procurement
activities, suspension of any activity or on receipt of any fresh proposal on the basis of organizational requirement.

8. Company Project / Product Detail
Motorcycles Color: Red
Accessories: Standard accessories which includes tool kit, battery, helmet, side view mirrors, owner manual, etc.
Technology: EURO II Technology.
Certification: Certified by PSQCA
Insurance: 3 Years Comprehensive Insurance Coverage along with Tracker for each Motorcycle.
Registration: Registration in Excise Department Islamabad with registration books (life time tax paid) and number plates.
Engine type: 4-stroke OHV/OHC cooled by air Engine capacity: 120 cc - 130 cc
Starting: Kick start Transmission: Continuous 4 speed mesh Final Drive:
Roller Chain Transmission: 4
Speed Constant Mesh Suspension Front/Back:
Telescopic/Swing Arm Petrol Capacity: 9.0 – 9.5 Liters (Reserve: 1.5 -2.5 Liters).
Procurement of Motorcycles and has accepted a bid by the Supplier for the supply of those goods and services in the sum of [contract price in words and
figures] (hereinafter called “the Contract Price.
Three (03) Years Comprehensive Insurance Coverage along with Tracker for each Motorcycle.

9. Company Competitors
Various Ministries, attached Departments and subordinate
offices, Public Sector Enterprises and other Government
(including autonomous bodies

10. Company Outsourcing Strategy
In this Agreement
words and
expressions shall
have the same
meanings as are
respectively assigned
to them in the
Conditions of
Contract referred to.
2. The following
documents shall be
deemed to form and
be read and
construed as part of
this Agreement, viz.:
(a) The Bid Form and
the Price Schedule
submitted by the
Bidder;
(b) The Schedule of
Requirements

11. Once the make-
or-buy analysis
is complete and
the decision is
made to acquire
from outside the
project, a
procurement
strategy should
be identified.
The objective of
the procurement
strategy is to
determine the
project delivery
method.
Type of legally
binding
agreement(s),
and how the
procurement will
advance
through the
procurement
phases.
Delivery
methods:
Delivery
methods are
different for
professional
services versus
construction
projects.
For professional
services,
delivery
methods
include:
buyer/services
provider with no
subcontracting,
buyer/services
provider with
subcontracting
allowed, joint
venture
between buyer
and services
provider,

12. and buyer/services provider acts as the representative.
For industrial or commercial construction project, delivery methods include but are not limited to:
Procurement phases:
The procurement strategy can also include information on procurement phases. Information may include:
Sequencing or phasing of the procurement, a description of each phase and the specific objectives of each phase;
Procurement performance indicators and milestones to be used in monitoring;
Criteria for moving from phase to phase;
Monitoring and evaluation plan for tracking progress; and
Process for knowledge transfer for use in subsequent phase.

13. The Procurement cycle is a cyclical process of key steps for procurement of goods, works or services.
Stages of procurement cycle are divided into two broad categories i.e. pre-award stage and post award
stage.
Pre-award stage includes the procurement planning, requirement definition, tendering/sourcing and
evaluation/selection of suppliers/vendors/service providers;
and the Post Award Stage comprises contract award and contract management.
Pre-award stages of any procurement activity are critical because post award stage activities are entirely
dependent upon the outputs of pre-award stage activities.
If requirements of any procurement activity are not worked out properly in pre-award stage, those can't
be revisited during post-award stage. Stages of procurement cycle
Company Procurement and Contract Procedures

15. Preparation of Bidding Documents
Bidding Documents are the documents used to request potential bidders/consulting firms
to offer a quotation, bid or proposal to provide the required goods, services or works.
Preparation of bidding/request for proposal documents covers the process of assembling
and formalizing the [22]
information and documentation necessary for potential bidders to prepare responsive and
easily comparable bids, consistent with the requirement and procurement strategy.
Opening of Bids
All bids received shall be opened in the presence of all bidders representatives who
choose to attend. Participants shall sign a register/sheet prepared for the purpose as
evidence of their attendance.

16. Evaluation of Bids
The purpose of evaluation is to objectively assess and compare all bids received,
who is the successful bidder and to whom a contract shall be awarded.
evaluation process consists of the preliminary examination and evaluation of the offers received
Award of Contract
Contract shall be awarded to a bidder whose bid has been determined to be substantially
who has offered the lowest evaluated price provided
The bidder is determined to be qualified to perform the contract satisfactorily

17. Technical & Financial Bids must be in separate sealed envelopes
and both sealed in larger envelope, financial bid shall be duly
accompanied by a “Bid Security” @ 2% of total bid value in shape
of a pay order/bankers cheque/demand draft/call deposit/bank
guarantee in the name of Additional Director General
(Procurement), BISP, must be delivered to the address given
below on or before 11:00 AM on 14 the January, 2021. Electronic
bidding shall not be permitted. Late bids will not be accepted.

18. The Bid Form and the Price Schedule submitted by the Bidder;
(b) The Schedule of Requirements;
(c) The Technical Specifications;
(d) The General Conditions of Contract;
(e) The Special Conditions of Contract; and
(f) The Purchaser’s Notification of Award.

19. Project Procurement Management includes the processes necessary to purchase or acquire
products,
services, or results needed from outside the project team. Project Procurement Management
includes
the management and control processes required to develop and administer agreements
such as,
contracts, purchase orders, memoranda of agreements (MOAs), or internal service level
agreements
Procurement management also involves planning, requesting seller information, choosing a
source, administering the contract, and closing out the contract.

20. PROCUREMENT PLANNING
Planning plays a vital role in the success of any procurement process as without
proper planning, it would be difficult to achieve the desired results. In procurement,
planning is considered as of paramount importance to identify the potential
procurement requirements of the organization at the beginning of a financial year,
in consultation with end-user wings so as to initiate the procurement process well
in time and ensure the availability of goods, works and services at the right time,
right place, and at right cost, for implementation of planned activities without any
delay.
Procurement planning is a process of deciding as what and when to buy and from
which source. During the procurement planning process, a procurement method is
assigned to an activity keeping in mind its nature, and the expectations that are
linked with the fulfillment of procurement requirements, are determined. It helps to
determine if the expectations are realistic;

21. It allows to devise a procurement strategy for each activity that is
included in the procurement plan. Such strategy includes a market
survey and determining the appropriate applicable procurement
method given the requirement and the circumstances. Procurement
Wing estimates the time, earmarking timeline for each procurement
step that would be followed for a particular procurement method,
which is required to complete a procurement process and award of
contract in respect of each procurement activity.
Once the procurement plan will be finalized, the same will be
submitted to the Competent Authority i.e. Secretary, BISP for approval
and thereafter it will be published on BISP as well as PPRA's websites
by Procurement Wing. The procurement plans are live document and
will be continuously updated based on the progress of planned
procurement activities, suspension of any activity or on receipt of any
fresh proposal on the basis of organizational requirement.

22. Plan Procurement Management
Plan Procurement Management is the process of documenting project procurement decisions,
specifying the approach and identifying potential sellers,
The key benefit of this process is that it determines whether to acquire goods and services from
outside the project,
what to acquire as well as how and when to acquire it.
Goods and services may be procured from other parts of the performing organization or from external
sources.

23. Conduct Procurement
Conduct Procurements is the process of obtaining responses,
selecting a seller, and awarding.
The key benefit of this process is that it selects a qualified seller and
implements the legal agreement for delivery.
The end results of the process are the established agreements
including formal contracts.
This process is performed periodically throughout the project as
needed.
Once the plan-contracting process has been completed, you can
begin the actual process of asking the sellers to participate.

24. Control Procurement
Control Procurements is
the process of managing
procurement relationships;
Monitoring contract
performance, and making
changes and corrections as
appropriate; and closing
out contracts.
The key benefit of this
process is that it ensures
that both the seller’s and
buyer’s performance meet
the project’s requirements
according to the terms of
the legal agreement.
This process is performed
throughout the project as
needed.
Controlling procurements is
the process of ensuring
that both the buyer and
the seller live up to the
agreements in the
contract.

25. Close Procurements
•
Contract closure
also involves auditing the procurement process from the procurement planning stage through the contract
administration.
The main aim of auditing is to identify the successes & failures within the procurement process in the project-in other
words, what worked.
Once the contract has been confirmed closed, all the contract information should be collected and recorded in a
contract file.
A contract file is fully indexed set of records of the procurement process & is incorporated into the contract closure
process.
Financial information, as well as information regarding the performance of the contract is part of these records.
Close procurement process of completing each project procurement. It involves verification that all work and
deliverables were acceptable.

26. Company Contract Evaluation and Performance methodology
1. The manufacturer of quoted motorcycles must have at least ten (10) years of experience in
local manufacturing of Motorcycles as requisitioned in the bid.
2. The bidder must have executed at least six (06) contracts of similar nature and size as
requisitioned in the bid during last three (03) years with public/private sector organization(s).
3. Availability of at least one (01) 3S (Sales, Service and Spare Parts) facility in respective
Tehsil/Districts where Motorcycles has to be delivered/provided
4. Manufacturing facility/unit must be ISO 9001 certified.

27. 5. Certificate / License from Pakistan Standards and Quality Control
Authority (PSQCA).
6. Valid “In-House Assembling/Manufacturing Certificate” from
Engineering Development Board for the Motorcycles as requisitioned
in the bid.
7. Bidder must have at least Rs. 200 Million annual turnover
8. The bidder(s) must submit National Tax No. and Sales Tax No.
Certificates having ATL status
9. Catalog/broachers of the quoted Motorcycles must be attached with
the bid.
11. Bid security as mentioned in the Request for Bids’ Notice, should
be furnished from scheduled bank;

28. 12. The bidder(s) if not manufacturer itself, must submit manufacturer’s
authorization on the format provided in Section VI of the bidding
documents with his bid w.r.t to each item they shall offer in their bid,
on manufacturer’s letterhead duly signed and stamped.

29. Conclusion
The procurements management refers to
the procedure that allows a contracting
authority to verify that a service provider is
executing a project in accordance with
terms and conditions of a contract
providing services/supply the products that
have been set forth in the RFP/ bidding
document. It provides an oversight to top
management of an organization about
performance of a consultant/supplier to
meet the acceptable outputs within
prescribed timelines.