1.0: Receive Bidding Document
1.1 Registry Office Assistant (ROA) receives the bidding document (BD) (including tender addenda).
1.2 ROA allocates tender number as applicable to the bidding document (refer to File Index)
1.3 ROA registers the bidding document into a register (ITT-FM-01) and informs the respective Personal Assistant (PA) through e-mail/telephone to collect the bidding document.
1.5 The PA collects the document from ROA and signs for it in the register (ITT-FM-01)
1.6 The PA registers the bidding document in the Divisional Register (ITT-FM-02) and produces a tracking form (ITT-FM-03).
1.7 The PA affixes the tracking form (ITT-FM-03) to the bidding document and submits the document to the Divisional Manager (DM) for allocation to Procurement Specialist (PS) for vetting.
1.8 The PS receives the bidding document and signs for receipt in the Divisional Register ITT-FM-02.
2.0: Vet Bidding Document
2.1 The PS compares/verifies the ITT against a prepared checklist as contained in the tracking form (ITT-FM-03), this includes checking for compliance to the standard bidding package, procurement procedures as maybe contained in the PPAD Act and Regulations
2.2 The PS documents observations requiring amendment and or correction by the PE in the read more...Tracking Form (ITT-FM-03) as well as in the Bid document and signs off the document.
2.3 The bidding document is sent to the DM for quality check and signs it off in the Tracking Form (ITT-FM-03)
2.4 DM submits the bidding document to the Executive Director (ED). If the submission is for complex projects it must be quality assured however, for other projects the ED randomly samples for quality assurance. Note: Step 1-2 above are completed within 5 days. If bidding document Complies with the requirements Then The bidding document is sent to Office of the Board Secretary for vetting and allocation of tender closing dates and signs off.(2-5 days) Go to Step 3. Else If bidding document Does not comply The bidding document is sent back to the PE for correction;
• The vetting PS informs the PE of the need to correct the bidding document. a
• The PS signs off the bidding document in the Divisional Register (ITT-FM-02)
• The PA collects the bidding document from PS and sends it ............to Registry for collection and signs for it in the Outgoing ITT Register (ITT-FM-04) • The PE collects the bidding document and sign for it in the Outgoing ITT Register (ITT-FM-04). Note: In case of rework upon submission, the turn-around time starts again. 3.0: PE collects ITT from PPADB 3.1 PA collects document from OBS and submits to Records Officer (RO) 3.2 RO receives Bidding Document from the PA and registers it in the Bid Document Register (COR-FM-0 3). 3.3 RO submits the ITT to Reprographics for duplication. 3.4 RO keeps a copy of the ITT and submits the Original Bidding Document to the Registry for collection by PE. 3.5 PS calls PE to come and collect the ITT. 3.6 PE collects the ITT for incorporating dates and signs off in the ITT-FM-04. Note: Turnaround time: 1 day. ?4.0: Publish Tender Notice........................... ... Show (+) Show (+) Show (+) Show (+) Show (+) Show (+) Show (+) Show (+) Show (+)