www.vra.com PRESENTATION ON VRA PROCUREMENT PROCESSES AND REGISTRATION OF COMPANIES BY VRA PROCUREMENT DEPARTMENT JUNE 2017
www.vra.com PROCUREMENT DEPARTMENT Mission To provide professional, transparent, auditable, efficient, legally acceptable and timely procurement services to Clients in a manner that optimises value for money whilst setting standards for other procurement entities in Ghana and Africa. Vision To be an excellent provider of procurement services to VRA and other clients, with no better alternative for clients whilst setting standards for other procurement entities in Ghana and Africa.
www.vra.com OVERVIEW OF PROCUREMENT PROCESS Preparation of Annual Procurement Plan for goods, works and services required by various Departments. The plan is uploaded on a portal of Public Procurement Authority and available for reference by the various Review Bodies and the general public. All methods of procurement used are according to the precepts of the Act 663 as amended and set thresholds within the same. Reports produced after the evaluation of tenders are also subject to review and approval for contract award by the VRA ETC, MTRB & CTRB (appropriate board of review is determined by the total contract price to be awarded)
www.vra.com PROCUREMENT METHODS METHOD GOODS (GH¢) WORKS (GH¢) TECH. SER (GH¢) Up to 20,000 Up to 50,000 Up to 20,000 Price Quotation Up to 100,000 Up to 200,000 Up to 50,000 National 20,000 – 1.5 M 50,000- 2 M 20,000- 200,000 Competitive Tender (NCT) 100,000 – 10 M 200,000 – 15 M 50,000 – 5 M International Above 1,500,000 Above 2,000,000 Above 200,000 Competitive Above 10 M Above 15 M Above 5 M Tender (ICT) Restricted Tender Subject to approval of the Board Single Source Subject to approval of the Board Consultancy Mandatory use of Expression of Interest for all except Single Source Services
www.vra.com COMPARISON OF ACT 663 & 914 THRESHOLDS FOR REVIEW/ APPROVAL AUTHORITY APPROVING GOODS (GH¢) WORKS (GH¢) SERVICES (GH¢) AUTHORITY Up to 5,000 Up 10,000 Up to 5,000 HOE Up to 100,000 Up 500,000 Up to 100,000 5,000 – 100,000 10,000 – 200,000 5,000 – 50,000 ETC 100,000 – 1M 500,000 – 15 M 100,000 – 1M 100,000 – 800,000 200,000- 1.5M 50,000 -350,000 MTRB DISSOLVED CTRC (B) Above 800,000 Above 1,500,000 Above 350,000 Above 1M Above 15M Above1M
www.vra.com Submission of invoices, waybills and GRNS for the payment of goods delivered Monitoring for the delivery of items, consignment to the warehouse and transfer/ issue of items to users Preparation of Notification of Contract Award Letters/ Letters of Acceptance Purchase Orders for approval and the receipt of performance bond (depending on size of contract). Award details uploaded on PPA site. TENDER EVALUATION REPORT REVIEWED/APPROVED BY ETC/CTRB ACCORDING TO RECOMMENDED TOTAL CONTRACT PRICE EVALUATION OF TENDERS AND SUBMISSION OF REPORT FOR THE AWARD OF CONTRACT TO THE ETC. SECT. FOR REVIEW CONSTITUTION OF EVALUATION COMMITTEE AND BID OPENING DISPATCH RFQ (PQ, RT, SS), ADVERTISE IN NATIONAL / INTERNATIONAL NEWSPAPERS FOR 4/6 WKS.(NCT & ICT) PREPARATION AND REVIEW OF TENDER DOCUMENTS CONDUCT MARKET SURVEY TO DETERMINE ESTIMATED TOTAL CONTRACT PRICE & APPROPRIATE PROCUREMENT METHOD TO BE EMPLOYED I.E. PQ, NCT, ICT. RESTRICTIVE TENDERING AND SOLE SOURCING ARE USED UNDER CERTAIN CIRCUMSTANCES INITIATE PROCUREMENT AFTER RECEIPT OF APPROVED REQUEST FROM USER/STOCK REPLENISHMENT REPORT
www.vra.com DISPOSAL PROCESS The Department also carries out the disposal of goods and materials which are obsolete, scrap, slow moving (depending on last time issued) and expired (food products and drugs). Disposal of obsolete and surplus Materials are by the following methods after recommendation from the Board of Survey (BOS) instituted to review items and recommend mode of disposal: Sale by public tender to the highest bidder / subject to reserve price determined by BOS (PQ & NCT) Transfer to another entity Issue to deserving staff after evaluation and recommendation or Sale by Public Auction subject to reserve price Destruction, dumping or burying as appropriate
www.vra.com DISPOSAL PROCESS FLOWCHART REVIEW DISPOSAL PROCESS DISPOSAL OF GOODS PREPARE GOODS FOR DISPOSAL SELECT PREFERRED DISPOSAL OPTIONS IDENTIFY AND EVALUATE DISPOSAL OPTIONS UNDERTAKE VALUATION (ESTABLISHMENT OF REFERENCE POINT/RESERVE PRICE) DECISION TO DISPOSE OF GOODS (CONSIDER IF GOODS ARE SURPLUS, OBSOLETE, SLOW-MOVING, SCRAP ETC)
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www.vra.com COMPANY REGISTRATION STEPS Mandatory Documents for All Vendors Business Registration Certificate Certificate of Incorporation VAT Registration Certificate Income Tax Clearance Certificate SSNIT Clearance Certificate
www.vra.com COMPANY REGISTRATION STEPS Other Documents Required Based On Area of Speciality Food & Drugs Board Certificate (for food items) Institute of Petroleum Certificate (for fuels and lubricants) Licence for supplying restricted drugs by wholesale (Pharmacy Act, 1994) (for Pharmaceuticals) Ministry of Works & Housing (For Contractors) Plumbing Certificate (For Contractors) Road & Transport Certificate (For Contractors) ECG Electrical Contractor Licence (For Contractors) Valid Auctioneer Licence (for Auctioneers) Ministry of Interior Auctioneer Licence (for Auctioneers) Valid Environmental Protection Agency (EPA) (For Service Providers) Electricity/Water bill of office or Tenancy Agreement
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