4. Methods of Proc, Prep of SBDs & Developing Specifications in Project Procurement-1.pptx

Project procurement

1. Project Procurement

2. February 22 2 A presentation on 1.Procurement Methods and Threshold 2.Preparation Bidding Documents & 3.Development of Specifications John Paul Settumba Procurement Consultant 0702700578 [email protected]

3. Procurement Methods and Thresh Holds A procuring and disposing entity Shall use the procurement methods specified in part vi of the Act for all procurement requirements. These include: Open Domestic Bidding Open International Bidding Restricted Domestic Bidding Restricted international Bidding

4. Methods Cont’d 5. Quotation and Proposal 6. Direct procurement

5. 2/19/2022 UMI 5 PROCUREMENT METHODS Sections 80-86 of the Public Procurement & Disposal of Assets Act 2003 as amended, state the different procurement methods that can be used by the Procuring and Disposing Entity for each procurement activity. They are discussed below

6. Choice of the procurement Method The choice of the procurement method determined by: The estimated value of the requirement (thresh hold); The circumstances relating to the requirement (emergency, limited number of providers or compatibility & continuity); and The type of procurement, whether Supplies, Works or Non consultancy services

7. OPEN DOMESTIC BIDDING This is a procurement or disposal method which is open to participation on equal terms by all providers through advertisement of the procurement or disposal activity. Open bidding shall be used to obtain maximum possible competition and value for money. Nothing shall prevent a foreign or international bidder from participating in open domestic bidding. 2/19/2022 UMI 7

8. 2/19/2022 UMI 8 OPEN INTERNATIONAL BIDDING It is the procurement or disposal method which is open to participation on equal terms by all providers, through advertisement of the procurement or disposal opportunity and which specifically seeks to attract foreign providers. This type of procurement allows any firm as long as it is legally registered to participate in the procurement process. Since it is open to all bidders, the advertisement must appear in at least one foreign news paper. Open international bidding is used to obtain the maximum possible competition and value for money, where national providers may not necessarily make this achievable.

9. 2/19/2022 UMI 9 RESTRICTED DOMESTIC BIDDING It is the procurement or disposal method where bids are obtained by direct invitation without open advertisement. This method is used to obtain competition and value for money to the extent possible, Where the value or circumstances do not justify or permit the open bidding procedure. Only invited bidders are eligible to participate in the procurement. Bidders are invited based on a pre-qualification exercise or they are selected based on past performance with no pre-qualification exercise It is advisable that the invited bidders should not be less than five.

10. 2/19/2022 UMI 10 RESTRICTED INTERNATIONAL BIDDING It is the procurement or disposal procedure where bids are obtained by direct invitation without open advertisement and the invited bidders include foreign providers. Shall be used to obtain competition and value for money where the value or circumstances do not justify or permit an open bidding method and the short listed bidders include foreign providers.

11. 2/19/2022 UMI 11 QUOTATION AND PROPOSAL METHOD These are simplified procurement and disposal methods which compare price quotations obtained from a number of providers. Shall be used to obtain competition and value for money to the extent possible, Where the value or circumstances do not justify or permit open or restricted bidding procedures. Quotations are used for works and supplies while proposals are used for services.

12. 2/19/2022 UMI 12 DIRECT PROCUREMENT OR DISPOSAL: This is a sole source procurement or disposal method for procurement or disposal requirements where exceptional circumstances prevent the use of competition. Direct procurement or disposal shall be used to achieve efficient and timely procurement or disposal where the circumstances do not permit a competitive method. Under this method, the client simply invites the provider of the required service or supply and the provider submits a quotation at which it considers it can execute the assignment to satisfactory completion. Direct procurement may be used where; There is insufficient time for any other procurement procedure such as in an emergency situation where the normal tendering process will result in further delays. The works, services or supplies are available from only one provider An existing contract could be extended for additional works, services or supplies of a similar nature and no advantage could be obtained by further competition, if the price on the extended contract is reasonable

13. 2/19/2022 UMI 13 If it is essential or preferable to purchase additional works, services or supplies from the original provider to ensure: continuity for downstream work, including continuity in technical approach, use of experience acquired or continued professional liability, compatibility if the prices on the additional contract are reasonable. It is also used in circumstances where classified information is involved for example in procurement of certain items for the army. Since there is no competition, this method of procurement is not recommended and government can only use it in peculiar circumstances. It should be noted however that the Procuring and Disposal entity can still negotiate with the supplier.

14. 2/19/2022 UMI 14 However, Direct Procurement can in the above circumstances (c&e), only be used: where the value of the new works, services or supplies does not exceed 15% of the value of the original or existing contract and the original or existing contract has been awarded through a competitive process.

15. 2/19/2022 UMI 15 MICRO-PROCUREMENT This is a simple direct procurement or disposal method which shall be used for very low value procurement requirements. Micro procurement or disposal shall be used to achieve efficient and timely procurement where the value does not justify a competitive procedure.

16. 2/19/2022 UMI 16 As it is also stated in the basic procurement principles in the Act (Section 51), a Procuring and Disposing Entity shall use open bidding as the preferred method of procurement and disposal. By doing so, maximum possible competition and best value for money for money can be obtained. However, as open bidding is time consuming, other procurement methods are allowed to be used if the value of the requirement is not exceeding the thresholds set by the Public Procurement & Disposal of Assets Authority.

17. 2/19/2022 UMI 17 The estimated value of the requirement shall be the main criterion for determining the choice of procurement method. Circumstances pertaining to the requirement may be used as additional criteria in determining the method. Sometimes it is possible to see in advance that the value or circumstances do not justify or permit obtaining competition or value for money to the extent possible, through an open bidding process. In these cases it is allowed to use micro procurement, restricted bidding or direct procurement.

18. Micro Procurement This method does not require: Issuance of the bidding document Submission of a bid Public bid opening The use of an Evaluation Committee Issue of a notice of best evaluated bidder Issue a notice of award of contract The PDE may delegate this to the User Department At least three quotations should be compared

19. Direct procurement May be used where: There is insufficient time for any other procedure such as an emergency; The works, supplies or services are available only one provider; The existing contract could be extended for additional works, services or supplies of a similar nature and no advantage could be obtained from further competition

20. Direct procurement Additional works, services or supplies are required for to be compatible with existing ones Its is essential to purchase additional works, services or supplies from the original supplier to ensure continuity in technical approach, use of experience acquired or continued professional liability if prices are reasonable. NB. The 15% and 25% applies and the contract should have been awarded through competition .

21. Methods of procuring Consultancy services Publishing a Notice of Expression of interest (EOI) and developing a shortlist Developing a shortlist without EOI Inviting a single or sole consultant

22. Thresholds for supplies and non-consultancy services Method of procurement Threshold Open biding above 200M Restricted biding 100M- 200M Quotations 5M-100M Micro Procurements Less than 5M www.ppda.go.ug 22

23. Thresholds for Works Method of procurement Threshold Open biding above 500M Restricted biding 200M- 500M Quotations 10M-200M Micro Procurements Less than 10M 23

24. consultancy services Method of procurement Threshold RFP with EOI above 200M RFP without EOI 50M- 200M Individual consultant Less than 50M Single or sole consultant No threshold www.ppda.go.ug 24

25. Emergency situation (Sec. 3 of the Act) Means situations which are urgent, unforeseeable and not caused by dilatory conduct where: Uganda is seriously threaded by or actually confronted with a disaster, catastrophe, war or an act of God Life or quality of life or environment may be seriously compromised The conditions or quality of public goods may seriously deteriorate unless action is urgently taken to maintained the in their actual condition

26. Emergency situation (Sec. 3 of the Act) Cont’d An investment project is seriously delayed for want of minor items A government programme would be delayed or seriously compromised unless a procurement is undertaken within the required time frame.

27. 2/19/2022 UMI 27 PROCUREMENT THRESHOLDS As mentioned above, the choice of the procurement method is mainly determined by the estimated value of the requirement, secondly, by the circumstances pertaining to the requirement (Regulation 106). The following revised thresholds were issued by the Authority

28. 2/19/2022 UMI 28

29. 2/19/2022 UMI 29

30. 2/19/2022 UMI 30

31. 2/19/2022 UMI 31

32. 19/02/2022 32 END THANK YOU

33. February 22 33 OBJECTIVES OF THE PRESENTATION Be familiar with the requirements for SBD’ s. Appreciate the Bidding Process. The role of the Provider/Project Organisation in the bidding process. Understand the Basic key requirements for a successful Bid

34. February 22 34 WHAT ARE STANDARD BIDDING DOCUMENTS? SBD ’ s are documents used by the Project Organisation to solicit/request for irrevocable offers from the providers to supply the identified requirements They set out the rules of the procedures to be followed in bidding and the conditions of any resulting contract.

35. February 22 35 THINGS TO NOTE ABOUT SBD ’ s SBD ’ s provide uniform information to all bidders SBD ’ s elaborate the procedures and regulations of bidding SBD ’ s are normally sold on a cost recovery basis Bidders are allowed to inspect the SBDs before purchase Language of SBD ’ s is ENGLISH. SBD ’ s are standard. Project Organisation can make only very minor changes

36. February 22 36 THINGS TO NOTE ABOUT SBD ’ s …… They are worded as to promote and encourage competition – lay the basis for competitive bidding. SBD ’ s describe the nature of the procurements for which bids are invited They establish the technical standards which must be met. They state the criteria for the evaluation of bids Reduce the bidders preparation time and effort.

37. February 22 37 WHY STANDARD BIDDING DOCUMENTS? SBD ’ s provide all the information required for bidding and evaluation Provide bidders with the same information Simplify the preparation of bidding documents by the Project Organisation

38. February 22 38 GROUPS OF SOLICITATION DOCUMENTS Works Supplies Services – Consultancy Services – Non Consultancy Disposal Disposal by sale to public officers

39. February 22 39 Key Stage in the Bidding Process Information sourcing. Response to a quotation/Bid. The Pre-Bid opening Period. Bid Opening.

40. February 22 40 Purchase of documents Things to consider: Right to look at the documents before purchase. You may ask for any clarification before purchase on the document. The cost for the document is meant to be just a recovery cost.

41. February 22 41 Minimum Advertising Period The advertising period starts on the date the bid notice is first published in a newspaper of wide circulation and the advertising period shall not be included in the calculation of the bidding period.

42. February 22 42 Minimum Statutory periods in working days for Public Sector Projects Method of Procurement Bidding Period Award Display Period Open Dom Bidding 20 10 Open Inter’al Bidding 30 10 Restricted Dom Bidding 12 10 Restricted Int. Bidding 20 10 RFQ&P 5 5 Direct Procurement - 5 Micro Procurement NA NA

43. February 22 43 Bidding Period This period starts on the date of the advertising period, where this applies and on the end of the date for submission of bids by bidders where no advertising is involved. Advertising period if any shall be included in the calculation of bidding period.

44. February 22 44 Clarification and amendment of Bidding Documents Where a request for clarification is received, the Project Organisation shall promptly provide a clarification in writing and the clarification responses shall be copied to all bidders who obtained the SBD’s directly from the Project Organisation , and shall include a description of the inquiry, but without identifying the source.

45. February 22 45 Pre-bid meetings A Project Organisation may hold pre-bid meetings to allow potential bidders to seek clarification or access to project sites where applicable. Arrangements for pre-bid meetings shall be included in the BDs and where they are not included in the BDs, information on a pre-bid meeting shall be sent to all bidders who purchased or were issued BDs.

46. February 22 46 Bid Validity period BD’s state the period within which a bid will remain valid. This is calculated from the closing date of the bid submission & shall remain in force until the close of business on the last day of the validity period.

47. Bidding process Bid notices to be published on the website of the Project Organisation as well as any other public media e.g Authority’s website not later than the date of publication in the newspaper. Introduction of an abridged version of the bid notice which is published in at least one newspaper of wide circulation indicating the website where the full version of the notice is published. Bidding documents to state the exact date up to which a bid is valid in terms of the last day, month and year when the bid is to remain valid. 47

48. February 22 48 Bid security Requested to deter irresponsible bids and encourage bidders to fulfill the conditions of their bids. A bid security SHALL be released promptly by a Project Organisation to an unsuccessful bidder upon expiry of the term of the security or upon the formation of a contract with the successful bidder.

49. Bid securing declaration Provision of the option of a bid securing declaration. This is an alternative to a bid security and is an undertaking by a bidder that they shall not withdraw their bid or change the conditions in their bid during the procurement process and that if they do so, they shall be penalized e.g in public sector suspended by the Authority from participating in public procurement and disposal processes for a stated period. 49

50. Bid securing declaration cont’d A bid securing declaration is used; 1. In the case of procurements by restricted domestic or quotations methods; and 2. For consultancy services in which case the requirement for bid security has altogether been replaced with a bid securing declaration. 50

51. February 22 51 STRUCTURE OF SBDs PART 1 BIDDING PROCEDURES Section 1 . Instructions to Bidders (ITB) Section 2 . Bid Data Sheet (BDS) Section 3 . Evaluation Methodology and Criteria Section 4 . Bidding forms Section 5 . Eligible countries PART 2 STATEMENT OF REQUIREMENTS Section 6 . Statement of requirements PART 3 CONTRACT Section 7 . General conditions of contract (GCC) for the procurement of supplies Section 8 . Special conditions of contract (SCC) Section 9 . Contract forms

52. February 22 52 (1). Instructions to Bidders Provides the bidder with information needed to understand the context and reasons for the procurement. Give guidance to the bidder on how to complete and submit the bid. Draw the bidder ’ s attention to areas requiring specific consideration

53. Instructions to Bidders (ITBs) in the Procurement of Goods and Works Covers the following: Scope of bid; Source of funds; Evaluation criteria; Corrupt and fraudulent practices; Eligible bidders; Conflict of interest; Withdrawal of bid; Clarification of bidding document; and Amendment of bidding document. 53

54. February 22 54 (2) Bid Data Sheet Filled by the Project Organisation giving the following information to the bidders: Name of Project Organisation Commencement date Subject of procurement Procurement Reference No Contact address and persons Medium of communication Language of the bid Scope of prices quoted Currency Validity period Bid security requirements– amount and type No of copies to be submitted with original

55. February 22 55 (2) Bid Data Sheet--- The Project Organisation where to bid Subject of Procurement Reference number Lots involved Address and room of bid submission Bid opening- address, room and time

56. February 22 56 (3) Evaluation Methodology and Criteria Evaluation methodology to be used ( QCBS, QBS, TC, Fixed Budget etc ) Eligibility requirements Administrative compliance requirements Evaluation process Criteria under each of the stages Basis of determining the best evaluated Bid Post qualification criteria Post award requirements e.g , Performance security Contract signing procedures

57. February 22 57 (4) Bidding Forms Filled and submitted by the Bidder. These are made up of: Bid Submission Sheet – declaration by the bidder of conformity with the bidding document Bid Security – Bid security declaration form Price schedule – shows calculation and declaration of bid price by bidder Qualification Form – declaration of the bidders qualification to perform the assignment- previous work done, equipment , key personnel

58. February 22 58 STATEMENT OF REQUIREMENTS Refers to the description of the object to be procured commonly referred to as “Specifications” It is a statement of a set of requirements to be satisfied by a procurement. Works -sow/BOQ/Designs Supplies -Specifications Services -TOR , Terms of reference

59. February 22 59 CONTRACT General conditions of the Contract – these contain standard provisions these provisions to remain unchanged these provisions to be used without modifying their text Special Conditions of the Contract- These supplement the General Conditions of the Contract They modify conditions applicable to an individual contract

60. February 22 60 PARTS OF THE SBDs COMPLETED BY BIDDER Bidding Forms Bid Submission Form Bid Security Price Schedule Qualification Form Agreement Form Performance Security

61. February 22 61 WHAT IS A COMPLETE AND RESPONSIVE BID? Received on time and at the stated address Submitted in the prescribed manner and format It is accompanied by all the required securities, declarations and attachments Its validity conforms to the stipulated validity period Price quoted includes all the relevant taxes

62. February 22 62 WHAT IS A COMPLETE AND RESPONSIVE BID?--- They are arranged in order Required number of copies are submitted Copies submitted are the same as the original in a sealed envelope Are properly signed It is materially and substantially conforming to the conditions stated

63. February 22 63 COMPLETENESS AND RESPONSIVENESS Completeness – means all the required items are included in the bid. Responsiveness – bid conformance to the terms, conditions and specifications stipulated in the SBD

64. February 22 64 Submission of bids Signing for the receipt of bid Attachments like samples Tender Box/Receipt. Representative. Bid Opening time.

65. February 22 65 Methods of receipt of bids Receipt of bids in person Use of a bid box A PDU shall ensure that an officer is available at the location for submission for a reasonable period of time before the deadline, to receive bids and issue receipts

66. February 22 66 Withdrawal, replacement and modification of bids BDs shall state that a bidder may, at any time before the deadline for submission of bids- Withdraw his or her bid Submit a replacement bid; or Modify his or her bid by withdrawal of the original bid and submitting a replacement bid

67. February 22 67 Bid closing process The bid closing process shall be managed by at least one member of the PDU and shall be witnessed by a representative of the CC. Bids are moved to the location of bid opening or to a secure place.

68. February 22 68 Bid opening This process shall be managed by the PDU, assisted as may be required by other staff of the Project Organisation and shall be witnessed by a representative of the CC. No bid shall be accepted, rejected or evaluated in any way at the public bid opening.

69. February 22 69 Bidders’ Representatives Public bid openings shall be conducted in full view of bidders’ representatives but shall not be permitted to participate. After all bids have been opened, read out and recorded, the record of the opening shall be signed by the chairperson and countersigned by the secretary; copies of the record shall be made available to a bidder’s representative upon request, and on payment of a prescribed fee.

70. February 22 70 Information to be read out This shall be in accordance to the BD & shall include- Name of bidder Bid security (present or absent) Total price of the bid (currency & amount) Any other information as may be stated in the BD.

71. February 22 71 Post debrief meetings It is always important to attend. For future progress. PR purposes.

72. February 22 72 Notification of award: Notice of intent to award is not a contract. A bidder can only challenge the decisions of the evaluation process before a contract is made. (Notice on intent to award a contract). Formal response to Bid acceptance is crucial.

73. February 22 73 End PART 1

74. DEVELOPING THE STATEMENT OF REQUIREMENTS IN PROJECT PROCUREMENT PART 2

75. Videos on Developing Specifications PLEASE WATCH THE VIDEOS https://www.youtube.com/watch?v=SavIHSDaIqM https://www.youtube.com/watch?v=8L4lf0hLzHQ  

76. Defining Statement of Requirements A statement of requirements (*specification*) gives a detailed description of the goods, construction works and service It gives a bases to which the requirements to be supplied or executed by the service provider must conform to. The basic objective of a good specification is to vividly describe the service or product to be acquired to the stakeholders SOR serves as a tool used to describe or communicate the procurement need of the entity to service providers that has interest in the commodity or service. The specification forms an integral component of a legally binding contract and therefore need to be drafted carefully

77. Process for Developing Specifications-CIPS Position on Practice

78. Steps For Developing Specifications Meet with end users, clients, other stakeholders, and the evaluation committee to understand needs. Seek external assistance, when needed, to provide expertise to clearly and correctly state what is required in terms of capability and capacity. Conduct thorough research of market and trends. Understand the capability and capacity of the supply chain, as well as potential influences (e.g., energy availability, storage for contaminated material). Choose the type of specification based on the identified needs.

79. Steps For Developing Specifications, continued Conduct analyses (e.g. life cycle cost (LCC), value analysis, value engineering, best value). Clearly identify the supplier’s obligations (e.g., risk and responsibility) according to the type of specification chosen. Explain, clarify, and define all compliance obligations. Include essential characteristics and a clear statement of intended use. Include a clear and consistent methodology for determining if all the requirements have been met by offerors. Ensure there is an internal review process by members of the solicitation team to help identify inconsistencies and ambiguities.

80. Key issues in specifications Define the purpose . For example, the software being procured shall be used to integrate business functions such as Finance, Human Resources,Procrement and Stores Make it easy. A specification that is easy to navigate is more likely to be read, used and understood. For a example, processed water for Accuracy ,for instance (‘use,’ ‘supply,’ ‘submit’) Clarity means using plain English, avoiding legalese and jargon and restricting vocabulary to words in common usage. Avoid using alternatives (like excavate for dig),apply international standards to improve clarity. Say it all (you never get what you do not specify for). For example ,a 14 seater van , all seats with headrests

81. Key issues when specifying Define purpose Methods (if applicable) Output

82. Purpose Of Specifications Communication of buyers/procurer’s needs Define quality required Act as a benchmark for measuring suppliers performance and quality of goods, services, works Act as evidence when conflict results and courts rely on specifications as one of the issues that guidance commercial decisions

83. Methods of Specifying Descriptive Performance Reference Standard and Proprietary Drawings Use of Brand Names Special Terms and Conditions Procurement Packaging/Aggregation/Consolidation Time lines/Lead times

84. Types of Specifications Performance specifications Conformance Specifications Functional Specifications

85. Performance Specifications A performance specification describes the desired outcome or intended use of a commodity and how the commodity will perform (e.g., number of items, distance to travel, time required). Performance metrics are essential to define acceptance testing and successful achievement of outcomes. A performance specification may utilize a functional description to define the task or desired result of the commodity. Functional descriptions are commonly used for technology-related commodities, and focus on observations or experiences during system usage (e.g., the program, computer peripherals, or other computers).

86. Performance specifications Performance Specifications The metrics may be linked to incentives or disincentives. Advantages of Performance Specifications Allow offerors to use their expertise, creativity, and innovation to provide a solution. The offeror chooses the method of achieving the outcome. Are used when the method and means of achieving the outcome are unknown. Place a higher degree of risk on the awarded supplier, who is responsible for achievement of the outcome and will be evaluated based on defined criteria. May describe a commodity that will be integrated into existing systems and be interchangeable with parts, services, or other basic elements.

87. Performance specifications Performance Specifications A performance specification describes the desired outcome or intended use of a commodity and how the commodity will perform (e.g., number of items, distance to travel, time required). Performance metrics are essential to define acceptance testing and successful achievement of outcomes. The metrics may be linked to incentives or disincentives. Advantages of Performance Specifications Allow offerors to use their expertise, creativity, and innovation to provide a solution. The offeror chooses the method of achieving the outcome. Are used when the method and means of achieving the outcome are unknown. Place a higher degree of risk on the awarded supplier, who is responsible for achievement of the outcome and will be evaluated based on defined criteria. May describe a commodity that will be integrated into existing systems and be interchangeable with parts, services, or other basic elements.

88. Limits/Disadvantages/Demerits of Performance Specifications Require reliable, practical, economical tests of performance Evaluations are subjective and require additional time and effort to complete May result in a wide range of offers that are not necessarily comparable Take more time and effort to develop and to evaluate

89. Caveat Emptor Well-defined performance metrics are needed to ensure that the specified performance will achieve the desired outcome

90. Technical/Conformance Specifications These are specifications that define the technical and physical characteristics and/or measurements of a product, such as physical aspects (for example, dimensions, colour, surface finish), design details, material properties, energy requirements, processes, maintenance requirements and operational requirements. They are used when functional and performance characteristics are insufficient to define the requirement. Are input based

91. Advantages /Disadvantages of Conformance/Technical Specifications ? ?

92. Our need maybe?

93. Other supplies may include:

94. Samplespecification -Electric Bus

95. Supplies continued

96. Sample Specification-Computer Processor - dual core 2.4 GHz+ (i5 or i7 series Intel processor or equivalent AMD) RAM - 16 GB Hard Drive - 256 GB or larger solid state hard drive Graphics Card - any with DisplayPort /HDMI or DVI support - desktop only Wireless (for laptops) - 802.11ac (WPA2 support required) Monitor - 23" widescreen LCD with Display Port/HDMI or DVI support - desktop only Operating System - Windows 10 Home or Professional editions, or Apple OS X 10.12.3 Warranty - 3 year warranty - desktop only Warranty - 4 year warranty with accidental damage protection - laptop only Backup Device - External hard drive and/or USB Flash Drive

97. Office Furniture supports human body in delivering work based assignments- we need furniture

98. Sample Specification Criteria for Office Furniture Chairs Backrest height adjustment (up and down so that the correct part of the back can be supported on individuals of differing heights Backrest tilt (backwards and forwards to suit individual’s needs) Seat height adjustment (to suit individuals of different heights) Nice to have extras: Seat depth adjustment – good for taller individuals as the seat slides away from the backrest and can accommodate longer legs Pump up lumbar support – extra comfort (not essential but improves comfort) Other useful info: Armrests are not recommended – they often get in the way and can cause poor posture and therefore discomfort. Mesh backs can be problematic as they often do not provide much back support and therefor may need replacing adjustability is key so that most individuals can use the chair comfortably • individuals with medical needs or other needs may require a different chair

99. Quenching thirst and wellbeing is increasingly a must at workplace

100. Physical Characteristics of Potable Water

101. Chemical Characteristics Of Potable Water

102. Limits for inorganic contaminants in natural and treated potable water

103. Works

104. Construction works resulting into,,,,,,,,,, May be specified using drawings

105. Construction works resulting stretching UMIs definition at 75 years,,,,,,,,,,,,,

106. Specifying for works after designs is done using type /measurements/units of materials-drawings

107. BOQs continued

108. Scope should include work plan,,,,,,,

109. Specification with staffing qualifications , experiences Civil Engineer Quantity Surveyor Materials Testing Engineer Environmentalist Architectural Engineer Procurement Specialists Sociologist

110. The Procuring entity shall use the common specification standards which are issued by the following bodies: UNBS(For Uganda) ISO- International Standards organisation UN BSI- British Standards organisation Other internationally recognized agencies 111 Common specification standards

111. Specifications serve to define factors or aspects of a product such as: Functionality - e.g. speed, acceleration, fuel consumption, Design : appearance, shape, finish, Capacity : engine capacity, carrying capacity performance reliability : average time between faults, 112 What can be specified?

112. Durability : life of the car, Flexibility : capable of performing a number of tasks, recyclability means of disposal: applies to environmentally harmful products . Size, color safety requirements e.g safety belts, air bag, conditions of use and labelling 113 What can be specified cont’d

113. State the requirement clearly, concisely and logically in functional and performance terms unless specific technical requirements are needed  For goods, state what the item will be used for . Contain enough information for offerors to decide and cost the goods or services they will offer and at what level of quality Attributes of Internationally accepted Specifications 114

114. Permit offered goods or services to be evaluated against defined criteria by examination, trial, test or documentation  State the criteria for acceptance of goods or services by examination, trial, test or documentation Provide equal opportunity for all potential suppliers to offer goods or services which satisfies the needs of the user, including goods or services incorporating alternative solutions Attributes of Internationally accepted Specifications cont’d 115

115. Form the fundamental basis of the contract between buyer and seller Not over-specify requirements Not contain features that directly or indirectly discriminate against SOME suppliers Specification must not conflict with national or international standards or health, safety or environmental laws. According to the Sale of goods act, it is implied that goods supplied under the contract are of satisfactory quality(Goods should be of quality) Attributes of Internationally accepted Specifications cont’d 116

116. For procurements covered under particular trading block like East African Community, Australia-United States or Australia-Chile Free Trade Agreements, contain features that directly or indirectly discriminate against suppliers from a participating country or are otherwise contrary to the Agreements. Attributes of Internationally accepted Specifications cont’d 117

117. CONSULTANCY SERVICES SPECIFICATIONS

118. Specifying for Services-Contents of Terms of Reference (TORs) Background, Purpose/Objective of assignment Proposed Methodology Deliverables Staffing Capacity Capacity to handle consultancy projects Work plan Ethical safeguards Knowledge transfer

119. Effects of Poorly Written Specifications Less competition; potential offerors may choose not to submit offers. A commodity that does not meet expectations. Additional costs due to subsequent changes made to the specification. Poor relationships with the supplier, end user, and others involved. Inappropriate contract awards and potential unfair competitive advantages. Protests.

120. What to avoid when developing specifications Conjunctions (e.g., and, or, also, with) n Escape clauses (e.g., if, when, but, except, unless, although) Mixing different types of requirements (e.g., combining system, business, and design requirements in the same section of a specification) Run-on sentences Speculative language (e.g., usually, generally, often, normally, and typically) n Unverifiable or vague terms (e.g., flexible, proper, suitable, reasonable, appropriately, user-friendly, approximately, as possible) Absolute terminology (e.g., 100% safe, totally reliable, runs on all platforms, functioning 100% of time, fully compatible) Ambiguous punctuation (e.g., use of slash “/”) Assumptions Over or understating the desired quality, output, or function

121. 122 Asante Sana Webale Nnyo Murakoze !