PUBLIC PROCUREMENT PROCEDURES HANDBOOK

1 PUBLIC PROCUREMENT PROCEDURES HANDBOOK VOLUME I STANDARDISED PROCUREMENT PROCEDURES First Edition January 2013 Ministry of Finance and Economic Development Issued: _____ ii ABBREVIATIONS AND ACABBREVIATIONS AND ACABBREVIATIONS AND ACABBREVIATIONS AND ACRONYMSRONYMSRONYMSRONYMS BOQ Bill of Quantities BZD Belize Dollar CARICOM Caribbean Community CFR Cost and Freight CG Contractor-General (Office) CIF Cost, Insurance and Freight CIP Cost and Insurance Paid CQS Consultant s Qualifications Selection DRB Dispute Review Board DRE Dispute Review Expert EOI Expression of Interest EPA Economic Partnership Agreement EXW Ex-Works FA Framework Agreement FARA Financial and Audit (Reform)

2 Act of 2005 FBS Fixed-Budget Selection FIDIC International Federation of Consulting Engineers FO Financial Orders of 1965 GCC General Conditions of Contract GOB Government of Belize ICB International Competitive Bidding ISO International Standards Organisation ITB Instructions to Bidders ITC Information to Consultants ITT Invitation to Tender LC Letter of Credit LCS Least Cost-Based Selection LOI Letter of Invitation MOF Ministry of Finance and Economic Development MSMEs Micro, Small and Medium Enterprises NCB National Competitive Bidding PE Procuring Entity QBS Quality-Based Selection QCBS Quality and Cost-Based Selection RFQ Request for Quotations RFP Request for Proposals SBDs Standard Bidding Documents SCC Special Conditions of Contract SO Stores Orders of 1968 SSS Single Source Selection ToR Terms of Reference iii TABLETABLETABLETABLE OF OF OF OF CONTENTSCONTENTSCONTENTSCONTENTS Glossary of Terms.

3 Ix PART IPART IPART IPART I ---- GUIDELINES ON GOVERNMENT PROCUREMENT PROCEDURES FOR THE GUIDELINES ON GOVERNMENT PROCUREMENT PROCEDURES FOR THE GUIDELINES ON GOVERNMENT PROCUREMENT PROCEDURES FOR THE GUIDELINES ON GOVERNMENT PROCUREMENT PROCEDURES FOR THE PUBLIC SECTORPUBLIC SECTORPUBLIC SECTORPUBLIC SECTOR .. 1 CHAPTER 1. THE HANDBOOK ON PUBLIC PROCUREMENT PROCEDURETHE HANDBOOK ON PUBLIC PROCUREMENT PROCEDURETHE HANDBOOK ON PUBLIC PROCUREMENT PROCEDURETHE HANDBOOK ON PUBLIC PROCUREMENT PROCEDURESSSS .. 1 Section 1 PurposeSection 1 PurposeSection 1 PurposeSection 1 Purpose .. 1 Section 2 ScopeSection 2 ScopeSection 2 ScopeSection 2 Scope .. 1 Section 3 UsageSection 3 UsageSection 3 UsageSection 3 Usage .. 2 CHAPTER 2.

4 THE PUBLIC PROCUREMENT FRAMEWORKTHE PUBLIC PROCUREMENT FRAMEWORKTHE PUBLIC PROCUREMENT FRAMEWORKTHE PUBLIC PROCUREMENT 2 Section 4 Legal FrameworkSection 4 Legal FrameworkSection 4 Legal FrameworkSection 4 Legal Framework .. 2 Section 5 PROCUREMENT Institutional Framework and ResponsibilitiesSection 5 PROCUREMENT Institutional Framework and ResponsibilitiesSection 5 PROCUREMENT Institutional Framework and ResponsibilitiesSection 5 PROCUREMENT Institutional Framework and Responsibilities .. 3 Organisational Framework .. 3 Oversight and Functional 3 CHAPTER 3. PUBLIC PROCUREMENT GUIDING PRINCIPLES AND OBJECTIVESPUBLIC PROCUREMENT GUIDING PRINCIPLES AND OBJECTIVESPUBLIC PROCUREMENT GUIDING PRINCIPLES AND OBJECTIVESPUBLIC PROCUREMENT GUIDING PRINCIPLES AND 5 Section 6 Fundamental PrinciplesSection 6 Fundamental PrinciplesSection 6 Fundamental PrinciplesSection 6 Fundamental Principles.

5 6 Value for Money .. 6 Fairness and Equal Treatment .. 6 Transparency .. 6 Integrity and Ethical Behaviour .. 7 Section 7 Other Guiding Principles and ObjectivesSection 7 Other Guiding Principles and ObjectivesSection 7 Other Guiding Principles and ObjectivesSection 7 Other Guiding Principles and Objectives ..10 Competition ..10 Efficiency ..10 Confidentiality and Accuracy of Information ..10 Environmental Sustainability ..10 CHAPTER 4. THE TENDERS COMMITTEECHAPTER 4. THE TENDERS COMMITTEECHAPTER 4. THE TENDERS COMMITTEECHAPTER 4. THE TENDERS COMMITTEE ..10 Section 8 Formation and Duties of the Tenders CommitteeSection 8 Formation and Duties of the Tenders CommitteeSection 8 Formation and Duties of the Tenders CommitteeSection 8 Formation and Duties of the Tenders Committee.

6 11 Formation of the Tenders Committee ..11 Duties of the Tenders Committee ..11 Section 9 Functions of AdSection 9 Functions of AdSection 9 Functions of AdSection 9 Functions of Ad----HocTender CommitteesHocTender CommitteesHocTender CommitteesHocTender Committees ..11 Pre-Tender Committee ..12 Bid Opening Committee ..12 Tender Evaluation Committee ..12 Statement of Ethics and Declaration Regarding Fraud and Corruption ..12 Proceedings of Tender Evaluation Committees ..13 Section 10 Organisation and ResponsibilitieSection 10 Organisation and ResponsibilitieSection 10 Organisation and ResponsibilitieSection 10 Organisation and Responsibilities of the Tenders Committees of the Tenders Committees of the Tenders Committees of the Tenders Committee.

7 13 Agenda of the Tenders Committee ..13 Contract and Evaluation Summaries, and Publication of Contract Awards ..15 The Role of the Contractor-General s Office ..16 The Role of the Solicitor-General ..16 Internal and Independent Monitoring ..16 Documentation/Records Management ..16 Filing/Record Management System ..17 CHAPTER 5. PROCUREMENT PLANNING & BUDGETINGCHAPTER 5. PROCUREMENT PLANNING & BUDGETINGCHAPTER 5. PROCUREMENT PLANNING & BUDGETINGCHAPTER 5. PROCUREMENT PLANNING & BUDGETING ..18 Section 11 Budget Preparation and PROCUREMENT PlanningSection 11 Budget Preparation and PROCUREMENT PlanningSection 11 Budget Preparation and PROCUREMENT PlanningSection 11 Budget Preparation and PROCUREMENT Planning ..18 Section 12 PROCUREMENT Planning ProcessSection 12 PROCUREMENT Planning ProcessSection 12 PROCUREMENT Planning ProcessSection 12 PROCUREMENT Planning Process.

8 18 Effective PROCUREMENT Plan ..18 Level of Planning ..19 PROCUREMENT Options ..20 iv Consolidation of PROCUREMENT ..21 Bulking of Orders ..21 PROCUREMENT Plan Monitoring and Updating ..21 PROCUREMENT Plan and Private Sector Capacity ..22 CHAPTER 6. CHAPTER 6. CHAPTER 6. CHAPTER 6. PROCUREMENT OF GOODS, WORKS, AND GENERAL SERVICES PROCUREMENT OF GOODS, WORKS, AND GENERAL SERVICES PROCUREMENT OF GOODS, WORKS, AND GENERAL SERVICES PROCUREMENT OF GOODS, WORKS, AND GENERAL SERVICES METHODS AND STRATEGIESMETHODS AND STRATEGIESMETHODS AND STRATEGIESMETHODS AND STRATEGIES ..23 Section 13 Competitive TenderingSection 13 Competitive TenderingSection 13 Competitive TenderingSection 13 Competitive Tendering ..23 Small Business, and Socially and Economically Disadvantaged Business.

9 25 Contractor Registration ..25 Advertising and Pre-Qualification ..25 Tax Compliance Requirement for Foreign Cost of Bidding Documents ..26 Single vs. Two-Stage Tendering ..27 Debarement, Suspension and Ineligibility ..28 Community Participation ..29 Misprocurement ..29 Section 14 PreSection 14 PreSection 14 PreSection 14 Pre----Qualification of BiddersQualification of BiddersQualification of BiddersQualification of Bidders ..29 Pre-Qualification Documents ..29 Criteria for Prequalification ..30 Evaluation of Prequalification Applications ..30 Notification to Applicants ..30 Section 15 Defining the Contract & SBDsSection 15 Defining the Contract & SBDsSection 15 Defining the Contract & SBDsSection 15 Defining the Contract & SBDs ..31 Subject of the Contract.

10 31 Estimating the Value of the Contract ..31 Duration of the Contract ..32 Types of Contract(s) ..32 Threshold Values ..33 Selecting the Right Bidding Documents ..33 Section 16 Tendering MethodsSection 16 Tendering MethodsSection 16 Tendering MethodsSection 16 Tendering Methods ..34 Open Tendering Procedure ..34 Selective Tending Procedure ..34 Limited Procedure ..35 Single Source or Direct Contracting ..35 Micro PROCUREMENT ..36 PROCEDURES for the Disposal of Assets ..36 Framework Agreements (FAs) ..40 The Lease or Purchase Decision ..40 External Funding Agencies ..41 PROCUREMENT for General Services ..41 Section 17 Bid OpeningSection 17 Bid OpeningSection 17 Bid OpeningSection 17 Bid Opening ..42 PUBLIC Bid Opening ..42 Bid Opening Committee.