1. Presentation on the Procurement Department Volta River Authority
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2. Presentation Outline:
Functions of the Procurement Department
Mission Of The Procurement Department
Vision Of The Procurement Department
Basic Objectives
Procurement Principles And Values
Operations of the Procurement Department
Present Departmental Set Up
Functions of the Sections
The Public Procurement Act, 2003 (Act 663)
Procurement Processes
Challenges
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3. Mission Statement
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.
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4. Vision Statement
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.
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5. OBJECTIVES
Prepare Procurement Policies, Procedures and Guidelines to ensure fairness, transparency, efficiency and economy in VRA’s procurement undertakings.
Effective procurement planning and preparation of adequate specifications; tendering, evaluation of bids and contract award for the procurement of standard and non-standard materials ( power system items and spares and non power related items).
Administer and manage Procurement related Contracts and ensure compliance with same by suppliers and vendors.
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6. Objectives Cont’d
Coordinate procurement of works, services and goods for purposes of ensuring compliance with Public Procurement Act , 2003, Act 663 and obtaining the required approvals from the appropriate Tender and Review Boards.
Effective general warehousing of goods in stores at various VRA locations including stores management, inventory control and disposal of surplus and obsolete materials to maximize recovery value.
Timely clearing of goods and equipment shipped from overseas to VRA and shipping out of materials and equipment for repairs, refurbishment and/or replacement.
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7. General Procurement Principles
Professional Principles
Competition
Accountability
Transparency
Legal framework
Value for Money
Efficiency & Effectiveness
Fairness
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8. Professionalism Responsiveness Teamwork Dedication Integrity
Value Statement
Professionalism
Responsiveness
Teamwork
Dedication
Integrity
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9. B: Operations of the Procurement Department
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10. Organisational Chart-(New )
DIRECTORATE
GEN. & SYSTEM ADMIN.
MANAGER
ACCRA/TEMA
MANAGER
AKOS/AKUSE
MANAGER FUELS
MANAGER
CONTRACTS
MANAGER PLANNING
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11. Functions Of Area Managers
Coordinate procurement planning and provide support on Material Requirement Planning, coding and preparation of specifications for departments located in the areas.
Procurement of emergency and non-standard materials as requested by departments in the Area.
Co-ordinating with the Planning & Procurement Section to provide standard materials for departments in the Area.
Inventory Control and management of the Stores and the Fuel Depots.
Etc.
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12. Functions Of Manager Fuel
Manage the Authority’s Fuel Stocks at the Tema Oil Refinery (TOR), Tema Diesel Station (TDS) and all other locations
Monitor contracts in respect of the LCO and Time Charter Party agreements to ensure compliance by both parties to the agreements.
Handle procurement of fuel and lubricants for the Authority’s Vehicle fleet.
Etc.
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13. Functions Of Manager Contracts
Responsible for the preparation and monitoring of the Authority Annual Procurement Plans
Responsible for the preparation and periodic update of the Policies and Procedures Manual to govern procurement of Goods, Works and Services within the Authority.
Liaises with implementing departments to ensure that procurement activities are carried out in compliance with VRA Policy and Ghanaian Law.
Manages the procedures and relationship between VRA and the various Approving Authorities for procurement as set out by Act 663.
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14. Functions Of Manager Planning
Collect data to establish usage pattern of standard materials and set realistic and economic re-order levels and initiate action for stock replenishment when required.
Establish records management systems to facilitate easy retrieval of information on registered suppliers as well as feed updated vendor list into the Computron System.
Co-ordinate the identification of Obsolete Materials within the Authority's stores and locations and seek necessary approvals for their disposal.
Etc .
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15. General and System Admin.
General Departmental Reporting
Training and Related Issues
Departmental fleet management
Personnel and welfare matters
Catering Services
Housekeeping and office mgmt
Computron system support
Vendor file management
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16. The Public Procurement Act, 2003, Act 663
The Act aims at ensuring that public procurement is carried out in a fair, transparent and non – discriminatory manner using state resources in a judicious, economic and efficient way
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17. Public Procurement Act 2003, Act 663
Act 663 applies to the following:
Procurement financed from public funds – wholly or partly
Procurement of goods, works and services
Disposal of public stores and equipment
Procurement financed by funds or loans taken by the Government of Ghana, including foreign aid funds.
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18. Procurement Methods PROCUREMENT METHOD CONTRACT VALUE THRESHOLD (GH¢)
PRICE QUOTATION
GOODS
WORKS
TECHNICAL SERVICES
UP TO 20,000
UP TO 50,000
NATIONAL COMPETITIVE TENDER
20,000– 1.5 MILLION
50,000 – 2.0 MILLION
20,000– 200,000
INTERNATIONAL COMPETITIVE TENDER
ABOVE 1.5 MILLION
ABOVE 2.0 MILLION
ABOVE 200,000
RESTRICTED TENDERING/ SOLE SOURCING
SUBJECT TO APPROVAL BY PUBLIC PROCUREMENT AUTHORITY
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19. THRESHOLDS FOR REVIEW/ APPROVAL AUTHORITY IN GH¢
GOODS
WORKS
TECH. SERVICES
CONSULTING SERVICES
HEAD OF ENTITY
(HOE)
UP TO 5,000
UP TO 10,000
ENTITY TENDER COMMITTEE (ETC)
>5,000 to
100,000
>10,000
200,000
50,000
MINISTERIAL TENDER REVIEW BOARD (MTRB)
>100,000
800,000
>200,000
1.5M
>50,000
350,000
CENTRAL TENDER REVIEW BOARD
ABOVE
1.5 M
ABOVE 350,000
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20. Procurement Process C A PRICE QUOTATION PROCEDURE INTERNATIONAL
RECEIVE
REQUISITION
ESTIMATED VALUE OF
GOODS:
LESS THAN 20,000
GO TO A. 20, M GO TO B
ABOVE 1.5M GO TO C C A
PRICE
QUOTATION
PROCEDURE
INTERNATIONAL
COMPETITIVE
TENDER (ICT)
PROCEDURE B
NATIONAL
COMPETITIVE
TENDER (NCT)
PROCEDURE
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21. A: Price Quotation NO YES PREPARATION OF INVITATION FOR
QUOTATION AND INVITE SELECTED VENDORS FROM DATABASE
SEEK APPROVAL
FOR EVALUATION
C’TEES TO BE SET UP
EVALUATION REPORT
SUBMITTED BY
C’TTEE
VALUE LESS
THAN 5,000 NO
YES
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22. Price Quotation Cont’d
VALUE
LESS THAN
5,000 NO
>5,000–
100,000
YES
PREPARE PO & PR
FOR APPROVAL BY
HOD/DCE/CE
FORWARD REPORT
TO ETC
FOR REVIEW NO
DESPATCH PO
ADDRESS
QUERIES
REPORT
PASSED
YES
CARRY OUT
DELIVERY INSPECTION NO
INSPECTION OK
REJECT
GOODS
PROCESS TIV/SIV FOR
PICKTICKET
RELEASE & SHIPMENT
OF GOODS TO USER
YES
GRN PREPARED
TO ACCOUNTS FOR
PAYMENT
END
CONSIGN GOODS
TO CWH
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23. National Competitive Tender Procedure
PREPARE TENDER
DOCUMENT
TENDER DOCUMENT REVIEWED BY
RELEVANT DEPARTMENT
TENDER DOCUMENT
REVIEWED BY ETC
ADVERTISE IN NATIONAL
DAILIES FOR 4 WKS
EVALUATION C’TEES SET UP
REPORT SUBMITTED TO
ETC
REPORT REVIEWED
BY ETC ONLY/ ETC & MRTB
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24. National Competitive Tender Cont’dNO
REPORT
PASSED
ADDRESS
QUERIES
YES
PREPARE PO & PR FOR
APPROVAL BY DCE/CE
DESPATCH PO
CARRY OUT
DELIVERY INSPECTION NO NO
INSPECTION OK
REJECT
GOODS
PROCESS TIV/SIV FOR
PICKTICKET
RELEASE & SHIPMENT
OF GOODS TO USER
YES
GRN PREPARED
TO ACCOUNTS
FOR PAYMENT
END
CONSIGN GOODS
TO CWH
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25. Int’l Competitive Tender (ICT) Procedure
PREPARE TENDER
DOCUMENT
TENDER DOCUMENT
REVIEWED BY RELEVANT
DEPARTMENT
TENDER DOCUMENT
REVIEWED BY ETC
ADVERTISE IN INTERNATIONAL
PRESS - 6 WEEKS
EVALUATION CTEE SET UP ,
SITS & SUBMITS REPORT
REPORT SUBMITTED TO ETC FOR
ENDORSEMENT
REPORT SUBMITTED TO MTRB/ CTRB FOR
APPROVAL
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26. International Competitive Tender Cont’dNO
REPORT
PASSED
ADDRESS
QUERIES
YES
PREPARE PO & PR
FOR APPROVAL BY
DCE/CE
DESPATCH PO
CARRY OUT
DELIVERY INSPECTION NO
INSPECTION OK NO
REJECT
GOODS
PROCESS TIV/SIV FOR
PICKTICKET
RELEASE & SHIPMENT
OF GOODS TO USER
YES
GRN PREPARED TO
ACCOUNTS FOR
PAYMENT
END
CONSIGN GOODS
TO CWH
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27. Challenges/Constraints
Limitation of threshold imposed by ACT 663 affects the procurement of small items.
Reluctance of staff to commit time to Evaluation Committee duties and deliver evaluation report in timely fashion to the standard required.
Inadequate planning & specification of materials by client departments.
Non coordinated data on procurements within VRA
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28. Thanks for your attention
The End.
Thanks for your attention
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