Client Query 1:
Query: What is the minimum response time for procurement advertisements?
Answer: According to Rule 13 of the Public Procurement Rules 2004, the minimum response time for procurement advertisements shall not be less than fifteen (15) days for national competitive bidding and thirty (30) days for international competitive bidding. Procuring agencies have the discretion to increase the response time depending on the nature of the procurement.
Client Query 2:
Query: How can a procuring agency calculate the response time for procurement advertisements?
Answer: The response time is calculated from the date of the first publication of the advertisement in a newspaper or the posting on the PPRA’s website. If the advertisement is mandated to be published in both print and on the PPRA website as per Rule 12 of the Public Procurement Rules 2004, the response time shall be calculated from the date of the first publication in the newspaper.
Client Query 3:
Query: Can a procuring agency fix the amount for bid security?
Answer: Yes, the procuring agency may require bidders to furnish a fixed amount of bid security, which should not exceed five percent of the estimated value of the procurement. If the procuring agency does not require bid security, the bidder must submit a bid securing declaration in the format prescribed by the Authority in the Standard Procurement Documents.
Client Query 4:
Query: Can a procuring agency reject bids without assigning any reason?
Answer: Under Rule 33(1) of the Public Procurement Rules 2004, a procuring agency may reject all bids or proposals at any time prior to the acceptance of a bid or proposal. The procuring agency must immediately notify all bidders of the rejection. Upon request, the procuring agency must provide the reasons for the rejection of bids but is not required to justify the rejection or incur any liability on this account.
Client Query 5:
Query: What action should a procuring agency take when all bid prices substantially exceed the estimated cost or market value?
Answer: The procuring agency is allowed to cancel all bids prior to acceptance as provided under Rule 33 of the Public Procurement Rules 2004. Subsequently, the agency may invoke Rule 34 for re-bidding.
Client Query 6:
Query: Can a procuring agency negotiate with bidders for a reduction in prices or call for new bids?
Answer: Negotiations with the bidder who submitted the lowest evaluated bid or any other bidder are not allowed under Rule 40 of the Public Procurement Rules 2004.
Client Query 7:
Query: Is negotiation allowed with all bidders or only with the lowest evaluated bidders?
Answer: Negotiations with the bidder who submitted the lowest evaluated bid or any other bidder are not permitted under Rule 40 of the Public Procurement Rules 2004.
Client Query 8:
Query: Is it appropriate for procuring agencies to sign MOUs with Transparency International Pakistan for contract scrutiny, given the PPRA’s mandate?
Answer: Only the PPRA is mandated by the Ordinance 2002 to monitor and regulate the application of laws and rules related to public procurement of goods, services, and works. The PPRA does not perform line clearance functions, nor has this function been outsourced to any Civil Society Organization. Public sector organizations entering into MOUs for line clearance functions do so at their own risk and cost.
Client Query 9:
Query: How can tender documents be uploaded to the PPRA website?
Answer: Tender documents can be uploaded to the PPRA website through the following methods:
- Online: User ID and password can be requested via email at info@ppra.org.pk for online tender submission.
- By Post: Soft copies of tender documents can be sent by post/courier to “IT section, Public Procurement Regulatory Authority, 1st Floor FBC Building, G5/2, Islamabad.”
- By Email: Tender documents can be sent as attachments with file extensions “DOC” (MS Word), “JPG” (Image), or “PDF” (Acrobat Reader) to info@ppra.org.pk.
Client Query 10:
Query: Should all annual procurement requirements be advertised in advance on the PPRA’s website or just the main items?
Answer: Indicative requirements of annual procurement should be advertised under Rule 9 at a macro level on the PPRA’s website as well as on the website of the concerned organization for the advance information of prospective bidders. Detailed advertisements for processing the procurements should be made subsequently as required in accordance with Rule 12.
Client Query 11:
Query: If a tender for procurement of goods between five hundred thousand rupees and three million rupees is launched on the Authority’s website, is there a compulsion to advertise it in print media?
Answer: If a tender for procurement of goods, services, and works costing over five hundred thousand rupees and up to three million rupees is launched on the Authority’s website, it is not mandatory to also advertise it in print media.
Client Query 12:
Query: If only one tender/bid is received in response to an advertised tender, should it be accepted or re-advertised? If no tender/bid is received, what method of procurement should be adopted?
Answer: i. Under Rule-38B, a single responsive bid in goods, works, and services can be considered if it: (a) Meets the evaluation criteria, ensures compliance with specifications, and other terms and conditions expressed in the advertisement or bid solicitation documents. (b) Is not in conflict with any provision of the Ordinance. (c) Conforms to the technical specifications. (d) Has financial conformance in terms of rate reasonability.
ii. Re-advertisement is the preferred option. Direct contracting may also be used if it meets the prescribed conditions for direct contracting.
Client Query 13:
Query: Should the magnitude of price preference for domestic or national suppliers/contractors be mentioned in figures or percentages?
Answer: The magnitude of preference for domestic or national suppliers or contractors should be in accordance with the policies of the Federal Government. Currently, this is specified in the Ministry of Commerce S.R.O 827(1)2001 dated 3rd December 2001, as amended on 28th September 2002. This S.R.O can be downloaded from the PPRA’s website.
Client Query 14:
Query: Are the financial limits for procurement under sub-rules (a) & (b) sufficient, and how can these limits be reviewed?
Answer: (a) Under Rule 42, procuring agencies convinced of the inadequacy of the financial limit for petty purchases may approach the Federal Government for enhancement with full and proper justifications. Similarly, for quotations, procuring agencies can request an increase in the financial limit. (b) Rule 42(c)(iv) allows for direct contracting for repeat orders not exceeding fifteen percent of the original procurement. For spare parts, Rule 42(c)(i) provides for direct contracting if spare parts are not available from alternative sources.
Client Query 15:
Query: What type of records should be maintained for audit purposes?
Answer: Procuring agencies should maintain the following records for audit purposes:
- Detail of the originating demand, supported by a justification report.
- Purchase requisition detailing specifications and quantity, including the consignee’s name.
- Tender documents/files, including consolidation, tabulation, comparative statements, evaluation reports, and approval by the competent authority.
- Purchase order file with details of quantity, accepted rate, delivery period, inspection, and acceptance reports.
- Material receipt note, contractor bills with original material receipt notes, and sales tax invoices.
- Budget file containing appropriations for purchases.
- Files relating to sanction/approval, need assessment, and actual quantities demanded versus purchased.
- Records of annual procurement plans, spare parts procured, tenders/quotations, limited tenders, bidder particulars, bid security deposits, pre-qualification records, technical & financial bid evaluation reports, advertisements, cash deposit receipts, stock registers, procurement requisitions, black-listed suppliers, input cost evaluations, delivery challans, bidder instructions, committee proceedings, approval letters, bank guarantees, import documents, issue indents, inspection rates, negotiation records, delegation of financial powers, contractor profiles, sales tax registrations, and test reports.
Client Query 16:
Query: Can procuring agencies prescribe a condition that bidders involved in litigation over procurement matters with them or other Government departments are not allowed to participate in their procurement proceedings?
Answer: Article 4 of the Constitution, 1973 of the Islamic Republic of Pakistan, ensures the right to be dealt with in accordance with the law. Article 8 requires avoiding laws inconsistent with fundamental rights, and Article 199(2) allows individuals to move a high court for enforcement of fundamental rights. Rule 48(5) of the Public Procurement Rules, 2004, allows bidders to appeal decisions of the redressal grievances committee. Rule 49 provides for arbitration to settle disputes. Therefore, restricting bidders involved in litigation would not be appropriate. However, procuring agencies may request information on court cases and assess their impact on procurement, ensuring fairness, transparency, and equality.
Client Query 17:
Query: Can any member of the general public, besides bidders or their representatives, attend the opening of bids under Rule 28 of Public Procurement Rules, 2004?
Answer: Rule 28 of the Public Procurement Rules, 2004, states that all bids shall be opened publicly in the presence of the bidders or their representatives. The general public, defined as bidders or their representatives, can be restricted accordingly.
Client Query 18:
Query: Are public sector enterprises exempted from submitting bid security or performance guarantees in open bidding of procuring agencies?
Answer: Rule 25 of the Public Procurement Rules, 2004, allows procuring agencies to require bidders to furnish bid security not exceeding five percent of the estimated procurement value. This rule applies regardless of whether the bidder is from the public or private sector. The method of submission should be clearly mentioned in the bidding documents, as the rule does not specify the method.
Client Query 19:
Query: What is meant by a local original manufacturer of motor vehicles?
Answer: According to Rule 42(c)(vii) of the Public Procurement Rules, 2004, a procuring agency shall engage in direct contracting if the purchase of a motor vehicle is made from local original manufacturers or their authorized agents at the manufacturer’s price. The Ministry of Industries and Production has clarified that vehicles assembled in Pakistan from imported Complete Knock Down (CKD) kits utilizing local content and paying all local taxes are considered locally manufactured. Vehicles imported as Completely Built Units (CBU) are not considered locally manufactured.
Client Query 20:
Query: Does the PPRA have the power to settle audit paras on mis-procurements or violations of Public Procurement Rules, 2004, and regulations?
Answer: The PPRA has not been delegated any power to regularize mis-procurement or settle audit paras of any procuring agency under the PPRA Ordinance, 2002, or the Public Procurement Rules, 2004, and relevant regulations.
Client Query 21:
Query: Can procuring agencies procure goods/commodities/works/services at rates fixed by the procuring agency itself?
Answer: Rule 42(c)(vi) of the Public Procurement Rules, 2004, allows a procuring agency to engage in direct contracting when the prices of goods, services, or works are fixed by the Government or any authorized body on its behalf. This provision applies when the item is available at uniform rates in the market and holding a competition would not bring additional value for money to the procuring agency
Client Query 22:
Query: Hi, I wanted to discuss whether it is permissible under PPRA Rules for an international company, which was not directly involved in a contract, to send invoices for maintenance charges of IT equipment purchased from a local supplier?
Answer: Thank you for your query. According to established business practices and norms under the Public Procurement Regulatory Authority (PPRA) rules, invoices should be submitted and accepted from the firm with which the contract was signed. Therefore, it is not permissible for an international company, which was not directly involved in the contract, to send invoices for maintenance charges. The procurement laws do not provide a specific provision for this situation, and thus, standard contractual practices should be followed.
Client Query 23:
Query: Can you please provide a rule that allows for the cancellation of an invitation to tender before its opening?
Answer: Thank you for your query. As per Rule 33 of the Public Procurement Rules 2004, a procuring agency has the right to reject all bids or proposals at any time prior to the acceptance of a bid or proposal. This rule permits the cancellation of an invitation to tender before its opening.
Client Query 24:
Query: In a bid invited according to Rule 36(b), where technical bids have been opened and forwarded for evaluation, one bidder mentioned in their cover letter that no performance security is applicable. Should this bid be rejected, or should further clarification be sought?
Answer: Thank you for your query. In this case, the procuring agency should seek further clarification from the bidder in accordance with Rule 31 of the Public Procurement Rules 2004. It is essential to determine whether the bidder’s statement aligns with the procurement requirements and regulations. Performance guarantees can be demanded by procuring agencies from the successful bidder as per Rule 39 of the Public Procurement Rules 2004.
Client Query 25:
Query: If the selected supplier fails to provide samples and hesitates to abide by the terms and conditions, should we cancel their contract and consider the next bidder?
Answer: Thank you for your query. If a lowest evaluated bidder fails to provide the relevant goods/samples as per the agreed terms of reference (TORs), their bid security can be forfeited. The procuring agency should then award the contract to the second lowest evaluated bidder, ensuring adherence to the principles of procurement outlined in Rule 4 of the Public Procurement Rules 2004.
Client Query 26:
Query: Is it mandatory to issue bidding documents to a firm that has already been prequalified for a project by a procuring agency?
Answer: Thank you for your query. After the completion of the prequalification process, the procuring agency should provide bidding documents to all prequalified bidders. These documents are necessary for inviting financial bids and ensuring transparency in the procurement process.
Client Query 27:
Query: Does a Procuring Agency have the right to increase or decrease the quantity of goods or services after a contract is awarded?
Answer: The right of a Procuring Agency to increase or decrease the quantity of goods or services largely depends on the specific terms and conditions outlined in the bidding documents. Many procurement contracts include a ‘variation clause’ that allows for adjustments based on actual requirements. It is crucial to review the bidding documents to determine the extent of this right and the procedural requirements for implementing such changes. Without explicit permission in the documents, significant changes may require a new procurement process.
Client Query 28:
Query: Can a department revise an initially awarded supply order by changing the manufacturer for certain items and increasing the cost by 15%?
Answer: Thank you for your query. As per the Public Procurement Rules 2004, a bidder is required to supply goods that were evaluated and approved under the original contract terms. Providing goods from a different manufacturer that were not part of the original evaluation criteria constitutes a violation of these rules. The department should adhere strictly to the approved evaluation criteria and original contract terms.
Client Query 29:
Query: Can additional documents be sought during technical evaluation when bids are invited according to the Single Stage – Two Envelope procedure?
Answer: Thank you for your query. According to Rule 31 of the Public Procurement Rules 2004, no bidder is allowed to alter or modify their bid after the bids have been opened. However, the procuring agency may seek and accept clarifications that do not change the substance of the bid. This ensures fairness and transparency in the procurement process.
Client Query 30:
Query: Can a procuring agency award a contract to both the 1st and 2nd lowest bidders by distributing the work equally, asking the 2nd lowest bidder to work at the rates quoted by the 1st lowest bidder?
Answer: Thank you for your query. The ranking of bidders is based on their technical and financial proposals, and the contract should be awarded to the lowest evaluated bidder conforming to the evaluation criteria. Matching prices of the 2nd lowest bidder with the 1st lowest bidder is not allowed under the Public Procurement Rules 2004. Therefore, the contract cannot be awarded to both bidders on this basis.
Client Query 31:
Query: If bids are invited according to Rule 36(b) and during technical evaluation a bidder states that no performance security is applicable, should this bid be rejected or should further clarification be sought?
Answer: Thank you for your query. The procuring agency should seek further clarification from the bidder in accordance with Rule 31 of the Public Procurement Rules 2004. Performance guarantees can be demanded from the successful bidder as per Rule 39 of the Public Procurement Rules 2004. It is important to ensure that all bidders comply with the procurement requirements and regulations.
Client Query 32:
Query: If the selected supplier fails to provide samples and hesitates to abide by the terms and conditions, should we cancel their contract and consider the next bidder?
Answer: As per your query, if a lowest evaluated bidder fails to provide the relevant goods and samples as per the agreed TORs, their bid security can be forfeited. The procuring agency is then required to award the contract to the second lowest evaluated bidder, keeping in view the principles of procurement outlined in Rule 4 of the Public Procurement Rules 2004.
Client Query 33:
Query: Can you please intimate the rule to cancel the invitation to tender before its opening?
Answer: As per your query, Rule 33 of the Public Procurement Rules 2004 explains that bids or proposals can be rejected at any time prior to the acceptance of a bid or proposal. This rule allows for the cancellation of an invitation to tender before its opening.
Client Query 34:
Query: Can a local company bid in foreign currency under an international tender?
Answer: As per your query, a local company can bid in foreign currency in international tenders according to Rule 30(2) of the Public Procurement Rules 2004. For comparison purposes, the price shall be converted into a single currency specified in the bidding documents at the exchange rate prevailing on the date of bid opening, as notified by the State Bank of Pakistan.
Other Q and A’s on the PPRA Rules 2004
Q: What is the purpose of the Public Procurement Rules 2004? A: The Public Procurement Rules 2004 aim to provide a framework for fair and transparent public procurement, ensuring value for money and efficiency in procurement processes.
Q: When did the Public Procurement Rules 2004 come into effect? A: The Public Procurement Rules 2004 came into effect immediately upon their notification on June 9, 2004.
Q: Define ‘bid’ as per the PPRA Rules 2004. A: A ‘bid’ is a tender or an offer in response to an invitation by a person, consultant, firm, company, or organization expressing willingness to undertake a specified task at a price.
Q: Who is considered a ‘bidder’ under these rules? A: A ‘bidder’ is any person who submits a bid in response to a procurement invitation.
Q: What does ‘blacklisted’ mean in the context of the PPRA Rules 2004? A: A ‘blacklisted’ bidder is one declared untrustworthy by the Authority due to involvement in corrupt and fraudulent practices, performance failures, or deviation from prior commitments.
Q: What is ‘competitive bidding’? A: ‘Competitive bidding’ is a procedure leading to the award of a contract, allowing all interested parties to submit bids, ensuring open competition.
Q: Define ‘contractor’ as per the rules. A: A ‘contractor’ is a person, consultant, firm, company, or organization who undertakes to supply goods, services, or works.
Q: What are ‘corrupt and fraudulent practices’ as defined in these rules? A: ‘Corrupt and fraudulent practices’ include coercive, collusive, corrupt, fraudulent, and obstructive practices that harm the procurement process.
Q: What does ‘cross debarred’ mean? A: ‘Cross debarred’ means a bidder debarred by any procuring agency is considered debarred by all procuring agencies.
Q: How is ’emergency’ defined in the PPRA Rules 2004? A: An ’emergency’ is defined as natural calamities, disasters, accidents, war, and operational emergencies requiring prompt action.
Q: What is ‘e-Procurement’? A: ‘E-Procurement’ is the use of information and communication technologies or digital means for procurement processes.
Q: What is a ‘framework agreement’? A: A ‘framework agreement’ is a contractual arrangement allowing a procuring agency to procure goods, services, or works needed continuously or repeatedly at agreed terms and conditions over a period.
Q: Define ‘most advantageous bid’. A: A ‘most advantageous bid’ is one that meets eligibility criteria and is evaluated as the highest-ranked based on cost, quality, or a combination thereof.
Q: What does the term ‘Ordinance’ refer to? A: The term ‘Ordinance’ refers to the Public Procurement Regulatory Authority Ordinance 2002.
Q: What is a ‘repeat order’? A: A ‘repeat order’ is the procurement of the same commodity from the same source without competition, including contract enhancements.
Q: Who is a ‘supplier’ under these rules? A: A ‘supplier’ is a person, consultant, firm, company, or organization who undertakes to supply goods, services, or works.
Q: What is an ‘unsolicited project proposal’? A: An ‘unsolicited project proposal’ is a unique and innovative proposal not submitted in response to any procurement request but aligned with the procuring agency’s mission and subject to competitive selection.
Q: What does ‘value for money’ mean in procurement? A: ‘Value for money’ means the best returns for each rupee spent in terms of quality, timeliness, reliability, after-sales service, upgradeability, price, and overall cost and quality combination.
Q: To whom do these rules apply? A: These rules apply to all procurements made by all procuring agencies of the Federal Government, both within and outside Pakistan.
Q: What are the principles of procurement under the PPRA Rules 2004? A: The principles of procurement include fairness, transparency, value for money, and efficiency and economy in the procurement process.
Section 2: Scope and Applicability
Q: What should be done in case of conflict with international treaties? A: In case of conflict with international treaties, the provisions of such treaties or agreements prevail to the extent of the conflict.
Q: In what languages should procurement communications and documentation be? A: Procurement communications and documentation must be in Urdu, English, or both, and may include the local language if the procuring agency is outside Pakistan.
Q: What is an ‘integrity pact’? A: An ‘integrity pact’ is an agreement between the procuring agency and suppliers or contractors for procurements exceeding the prescribed limit, ensuring honesty and integrity.
Q: What does ‘procurement planning’ entail? A: Procurement planning involves devising a detailed mechanism for all proposed procurements, determining requirements, resources, delivery time, and future benefits.
Q: Can procurement be split or regrouped? A: Procurement should not be split or regrouped unless otherwise provided and with prior approval, ensuring transparency and efficiency.
Q: How should specifications be defined? A: Specifications must allow the widest possible competition, not favouring any single contractor or supplier.
Q: What is the approval mechanism for procurement? A: The approval mechanism requires clear authorization and delegation of powers, initiating procurement only after competent authorities’ approval.
Q: What are the methods of advertisement for procurement? A: Procurements over five hundred thousand Pakistani Rupees must be advertised on the Authority’s website, and over three million Pakistani Rupees in print media as well.
Q: What is the minimum response time for national competitive bidding? A: The minimum response time for national competitive bidding is fifteen days, and thirty days for international competitive bidding.
Q: Under what circumstances can advertisement requirements be waived? A: Advertisement requirements can be waived for procurements related to national security or proprietary information.
Q: What is pre-qualification of suppliers and contractors? A: Pre-qualification of suppliers and contractors ensures only capable firms are invited to submit bids for services, civil works, or complex equipment.
Q: What factors are considered in the pre-qualification process? A: Factors considered in pre-qualification include relevant experience, capabilities, financial position, managerial capability, and other relevant factors.
Q: What information is required in pre-qualification documents? A: Pre-qualification documents must include instructions, evaluation criteria, documentary evidence required, and any other necessary information.
Q: How is the pre-qualification process conducted? A: Pre-qualification is conducted by announcing all required information, providing documents to interested parties, and notifying them of their pre-qualification status.
Q: What is a ‘closed framework agreement’? A: A ‘closed framework agreement’ is an agreement with specified terms and conditions and an agreed price.
Q: What is a ‘call off order’? A: A ‘call off order’ is an order placed under general terms and pricing on a range of goods under a closed framework agreement without negotiating terms each time.
Q: What is the process for qualification of suppliers and contractors? A: Suppliers and contractors may be required to provide information concerning their competence if there is credible evidence of any defect.
Q: What can lead to disqualification of suppliers and contractors? A: Suppliers and contractors can be disqualified if they submit false or materially inaccurate or incomplete information.
Q: What is the mechanism for blacklisting suppliers and contractors? A: Blacklisting involves a comprehensive mechanism for debarment for specified periods due to corrupt practices, failure to perform, or breaches of contract.
Section 3: Methods of Procurement
Q: What is the principal method of procurement? A: The principal method of procurement is open competitive bidding.
Q: What is the open competitive bidding procedure? A: Open competitive bidding involves advertising procurement opportunities, inviting bids, and awarding contracts based on evaluation criteria.
Q: Explain the single stage – one envelope procedure. A: The single stage – one envelope procedure involves submitting one envelope containing both financial and technical proposals.
Q: Explain the single stage – two envelope procedure. A: The single stage – two envelope procedure involves submitting two separate envelopes for financial and technical proposals, with the technical proposal opened first.
Q: Explain the two stage bidding procedure. A: The two stage bidding procedure involves an initial technical proposal submission, evaluation, and discussion, followed by a revised technical and financial proposal submission.
Q: What is the two stage – two envelope bidding procedure? A: The two stage – two envelope method involves initial technical and financial proposals in separate envelopes, discussions, and revised submissions if necessary.
Q: When should the single stage two envelope procedure be used? A: The single stage two envelope procedure is used when bids are evaluated on technical and financial grounds, considering price after technical evaluation.
Q: When should the two stage bidding procedure be adopted? A: The two stage bidding procedure is adopted for large and complex contracts with potentially unequal technical proposals.
Q: When is the two stage two envelope bidding method appropriate? A: The two stage two envelope method is used for procurements where alternative technical proposals are possible.
Q: What is an unsolicited proposal? A: An unsolicited proposal is a unique and innovative proposal not submitted in response to any procurement request but aligned with the procuring agency’s mission and subject to competitive selection.
Q: What happens if only one bid is received? A: If only one bid is received, it can be considered if it meets evaluation criteria, ensures compliance, and is financially reasonable.
Q: What are the requirements for performance guarantees? A: Performance guarantees, if required, must not exceed ten percent of the contract amount.
Q: What is the role of a letter of credit in procurement? A: A letter of credit can be used in procurement involving shipments and custom clearance to mitigate risks for both procuring agency and bidder.
Q: Can negotiations take place after bid submission? A: Post submission negotiations can streamline execution but must not change cost or scope of work or services.
Q: What confidentiality measures are required? A: Confidentiality of technical or final evaluation information must be maintained until the respective evaluation reports are announced.
Q: What are the alternative methods of procurement? A: Alternative procurement methods include petty purchases, request for quotations, direct contracting, and negotiated tendering.
Q: What is ‘direct contracting’? A: Direct contracting is used for acquiring spare parts, supplementary services, or when only one manufacturer or supplier exists.
Q: What is ‘negotiated tendering’? A: Negotiated tendering involves negotiations with one or more suppliers or contractors, used in specific circumstances such as technical or artistic reasons.
Q: What are ‘petty purchases’? A: Petty purchases involve single quotations for procurements up to one hundred thousand Pakistani Rupees without bidding.
Q: What is the procedure for ‘request for quotations’? A: Request for quotations involves procurement from GST registered firms for values between one hundred thousand and five hundred thousand Pakistani Rupees.
Q: How should payments be handled? A: Payments must be made promptly against invoices or running bills within the contractually specified time, not exceeding thirty days.
Section 4: Contract Management
Q: When does a procurement contract come into force? A: A procurement contract comes into force either from the notice of acceptance or purchase order or from the date of signing a written contract.
Q: How is a contract closed? A: A contract is closed upon the issuance of a delivery or taking over certificate, or defect liability certificate if applicable.
Q: What records must be maintained? A: Procurement records must be maintained for a minimum of five years, subject to regulatory requirements.
Q: How is public access to procurement information ensured? A: Public access to procurement information must be ensured by making evaluation and award documents public, with exceptions for proprietary or sensitive information.
Q: What is the process for redressal of grievances? A: Grievances are addressed by a committee, with complaints allowed before proposal submission deadlines and decisions made within specified timeframes.
Q: How are disputes settled after contract award? A: Post-contract disputes are settled by arbitration, with methods provided in the procurement contract consistent with Pakistani laws.
Q: What constitutes mis-procurement? A: Mis-procurement involves unauthorized breaches of these rules.
Q: What is the overriding effect of these rules? A: These rules have overriding effect, applying notwithstanding any contrary provisions in other rules, except for ongoing procurements before their commencement.
Section 5: Specific Procurement Processes
Q: What is ‘competitive bidding’ under the PPRA Rules 2004? A: ‘Competitive bidding’ means a procedure leading to the award of a contract whereby all interested persons, firms, companies, or organizations may bid for the contract, ensuring open competition.
Q: Who qualifies as a ‘contractor’? A: A ‘contractor’ is a person, consultant, firm, company, or organization who undertakes to supply goods, services, or works.
Q: What is the definition of ‘goods’ in these rules? A: Goods are tangible items that are procured.
Q: Define ‘services’ under the PPRA Rules 2004. A: Services refer to tasks, duties, or work done by individuals or companies.
Q: What are ‘works’ in the context of these rules? A: Works include construction, repair, and maintenance activities.
Q: What does ‘most advantageous bid’ entail? A: A ‘most advantageous bid’ is one that meets eligibility criteria and is evaluated as the highest-ranked based on cost, quality, or a combination thereof.
Q: What are ‘corrupt and fraudulent practices’? A: ‘Corrupt and fraudulent practices’ include the offering, giving, receiving, or soliciting of anything of value to influence the actions of a party in the procurement process.
Q: What is a ‘cross debarred’ bidder? A: A ‘cross debarred’ bidder is one debarred by any procuring agency and considered debarred by all procuring agencies.
Q: Define ’emergency’ according to these rules. A: An ’emergency’ is defined as natural calamities, disasters, accidents, war, and operational emergencies requiring prompt action.
Q: What does ‘e-Procurement’ mean? A: ‘E-Procurement’ is the use of information and communication technologies or digital means for procurement processes.
Q: What is the purpose of a ‘framework agreement’? A: A ‘framework agreement’ is a contractual arrangement allowing a procuring agency to procure goods, services, or works needed continuously or repeatedly at agreed terms and conditions over a period.
Q: What is an ‘open framework agreement’? A: An ‘open framework agreement’ is an agreement with specified terms and conditions without an agreed price.
Q: What does ‘procurement planning’ involve? A: Procurement planning involves devising a detailed mechanism for all proposed procurements, determining requirements, resources, delivery time, and future benefits.
Q: What are the limitations on splitting or regrouping procurement? A: Procurement should not be split or regrouped unless otherwise provided and with prior approval, ensuring transparency and efficiency.
Q: What should specifications ensure? A: Specifications must allow the widest possible competition, not favouring any single contractor or supplier.
Q: What is the approval process for procurement? A: The approval mechanism requires clear authorization and delegation of powers, initiating procurement only after competent authorities’ approval.
Q: What are the rules for procurement advertisements? A: Procurements over five hundred thousand Pakistani Rupees must be advertised on the Authority’s website, and over three million Pakistani Rupees in print media as well.
Q: What is the response time for international competitive bidding? A: The minimum response time for international competitive bidding is thirty days from the date of publication of the advertisement or notice.
Q: When can advertisement requirements be waived? A: Advertisement requirements can be waived for procurements related to national security or proprietary information.
Q: What is pre-qualification? A: Pre-qualification ensures only capable firms are invited to submit bids for services, civil works, or complex equipment.
Q: What factors determine pre-qualification? A: Factors include relevant experience, capabilities, financial position, managerial capability, and other relevant factors.
Q: What information is included in pre-qualification documents? A: Pre-qualification documents must include instructions, evaluation criteria, documentary evidence required, and any other necessary information.
Q: How is pre-qualification announced? A: Pre-qualification is announced by providing documents to interested parties and notifying them of their pre-qualification status.
Q: What is a ‘call off order’? A: A ‘call off order’ is an order placed under general terms and pricing on a range of goods under a closed framework agreement without negotiating terms each time.
Q: What is a ‘closed framework agreement’? A: A ‘closed framework agreement’ is an agreement with specified terms and conditions and an agreed price.
Q: How are suppliers qualified? A: Suppliers may be required to provide information concerning their competence if there is credible evidence of any defect.
Q: What can cause disqualification of suppliers? A: Suppliers can be disqualified if they submit false or materially inaccurate or incomplete information.
Q: What is the blacklisting process? A: Blacklisting involves a comprehensive mechanism for debarment for specified periods due to corrupt practices, failure to perform, or breaches of contract.
Q: What is the main method of procurement? A: The main method of procurement is open competitive bidding.
Q: Describe open competitive bidding. A: Open competitive bidding involves advertising procurement opportunities, inviting bids, and awarding contracts based on evaluation criteria.
Q: What is the single stage – one envelope process? A: The single stage – one envelope procedure involves submitting one envelope containing both financial and technical proposals.
Q: What is the single stage – two envelope process? A: The single stage – two envelope procedure involves submitting two separate envelopes for financial and technical proposals, with the technical proposal opened first.
Section 6: Advanced Procurement Processes
Q: Explain two stage bidding. A: Two stage bidding involves an initial technical proposal submission, evaluation, and discussion, followed by a revised technical and financial proposal submission.
Q: Describe the two stage – two envelope method. A: The two stage – two envelope method involves initial technical and financial proposals in separate envelopes, discussions, and revised submissions if necessary.
Q: When to use single stage two envelope procedure? A: The single stage two envelope procedure is used when bids are evaluated on technical and financial grounds, considering price after technical evaluation.
Q: When to use two stage bidding? A: Two stage bidding is adopted for large and complex contracts with potentially unequal technical proposals.
Q: When is two stage two envelope method used? A: The two stage two envelope method is used for procurements where alternative technical proposals are possible.
Q: What is the procedure for unsolicited proposals? A: Unsolicited proposals are assessed by an expert committee, advertised for competition, and may give the initiator additional weightage in evaluation.
Q: What if only one bid is received? A: If only one bid is received, it can be considered if it meets evaluation criteria, ensures compliance, and is financially reasonable.
Q: What are performance guarantees? A: Performance guarantees, if required, must not exceed ten percent of the contract amount.
Q: Role of letter of credit in procurement? A: A letter of credit can be used in procurement involving shipments and custom clearance to mitigate risks for both procuring agency and bidder.
Q: Can bids be negotiated post submission? A: Post submission negotiations can streamline execution but must not change cost or scope of work or services.
Q: What are confidentiality requirements? A: Confidentiality of technical or final evaluation information must be maintained until the respective evaluation reports are announced.
Q: List alternative procurement methods. A: Alternative procurement methods include petty purchases, request for quotations, direct contracting, and negotiated tendering.
Q: What is direct contracting? A: Direct contracting is used for acquiring spare parts, supplementary services, or when only one manufacturer or supplier exists.
Q: Define negotiated tendering. A: Negotiated tendering involves negotiations with one or more suppliers or contractors, used in specific circumstances such as technical or artistic reasons.
Q: Explain petty purchases. A: Petty purchases involve single quotations for procurements up to one hundred thousand Pakistani Rupees without bidding.
Q: Describe request for quotations process. A: Request for quotations involves procurement from GST registered firms for values between one hundred thousand and five hundred thousand Pakistani Rupees.
Q: How are payments managed? A: Payments must be made promptly against invoices or running bills within the contractually specified time, not exceeding thirty days.
Q: When does a procurement contract start? A: A procurement contract comes into force either from the notice of acceptance or purchase order or from the date of signing a written contract.
Q: How to close a contract? A: A contract is closed upon the issuance of a delivery or taking over certificate, or defect liability certificate if applicable.
Q: Record-keeping requirements? A: Procurement records must be maintained for a minimum of five years, subject to regulatory requirements.
Q: How to ensure public access to information? A: Public access to procurement information must be ensured by making evaluation and award documents public, with exceptions for proprietary or sensitive information.
Q: Grievance redressal process? A: Grievances are addressed by a committee, with complaints allowed before proposal submission deadlines and decisions made within specified timeframes.
Q: How are disputes resolved post-contract? A: Post-contract disputes are settled by arbitration, with methods provided in the procurement contract consistent with Pakistani laws.
Q: What is mis-procurement? A: Mis-procurement involves unauthorized breaches of these rules.
Q: Effect of these rules? A: These rules have overriding effect, applying notwithstanding any contrary provisions in other rules, except for ongoing procurements before their commencement.
Q: Who is a ‘bidder’? A: A ‘bidder’ is any person who submits a bid in response to a procurement invitation.
Q: What is ‘contractor’? A: A ‘contractor’ is a person, consultant, firm, company, or organization who undertakes to supply goods, services, or works.
Q: Define ‘goods’. A: Goods are tangible items that are procured.
Q: Define ‘services’. A: Services refer to tasks, duties, or work done by individuals or companies.
Q: Define ‘works’. A: Works include construction, repair, and maintenance activities.
Q: What is a ‘most advantageous bid’? A: A ‘most advantageous bid’ is one that meets eligibility criteria and is evaluated as the highest-ranked based on cost, quality, or a combination thereof.
Q: What are ‘corrupt practices’? A: ‘Corrupt practices’ include the offering, giving, receiving, or soliciting of anything of value to influence the actions of a party in the procurement process.
Q: What does ‘cross debarred’ mean? A: ‘Cross debarred’ means a bidder debarred by any procuring agency is considered debarred by all procuring agencies.
Q: Define ’emergency’. A: An ’emergency’ is defined as natural calamities, disasters, accidents, war, and operational emergencies requiring prompt action.
Q: What is ‘e-Procurement’? A: ‘E-Procurement’ is the use of information and communication technologies or digital means for procurement processes.
Q: Purpose of ‘framework agreement’? A: A ‘framework agreement’ is a contractual arrangement allowing a procuring agency to procure goods, services, or works needed continuously or repeatedly at agreed terms and conditions over a period.
Q: What is ‘open framework agreement’? A: An ‘open framework agreement’ is an agreement with specified terms and conditions without an agreed price.
Q: What does ‘procurement planning’ entail? A: Procurement planning involves devising a detailed mechanism for all proposed procurements, determining requirements, resources, delivery time, and future benefits.
Q: Limitation on splitting procurement? A: Procurement should not be split or regrouped unless otherwise provided and with prior approval, ensuring transparency and efficiency.
Q: What should specifications ensure? A: Specifications must allow the widest possible competition, not favouring any single contractor or supplier.
Q: Approval process for procurement? A: The approval mechanism requires clear authorization and delegation of powers, initiating procurement only after competent authorities’ approval.
Q: Rules for procurement advertisements? A: Procurements over five hundred thousand Pakistani Rupees must be advertised on the Authority’s website, and over three million Pakistani Rupees in print media as well.
Q: Response time for international bids? A: The minimum response time for international competitive bidding is thirty days from the date of publication of the advertisement or notice.
Q: When can ads be waived? A: Advertisement requirements can be waived for procurements related to national security or proprietary information.
Q: What is pre-qualification? A: Pre-qualification ensures only capable firms are invited to submit bids for services, civil works, or complex equipment.
Q: Factors for pre-qualification? A: Factors include relevant experience, capabilities, financial position, managerial capability, and other relevant factors.
Q: What info is in pre-qualification docs? A: Pre-qualification documents must include instructions, evaluation criteria, documentary evidence required, and any other necessary information.
Q: How to announce pre-qualification? A: Pre-qualification is announced by providing documents to interested parties and notifying them of their pre-qualification status.
Q: What is a ‘call off order’? A: A ‘call off order’ is an order placed under general terms and pricing on a range of goods under a closed framework agreement without negotiating terms each time.
Q: What is ‘closed framework agreement’? A: A ‘closed framework agreement’ is an agreement with specified terms and conditions and an agreed price.
Q: How to qualify suppliers? A: Suppliers may be required to provide information concerning their competence if there is credible evidence of any defect.
Q: Reasons for disqualification? A: Suppliers can be disqualified if they submit false or materially inaccurate or incomplete information.
Q: Blacklisting process? A: Blacklisting involves a comprehensive mechanism for debarment for specified periods due to corrupt practices, failure to perform, or breaches of contract.
Q: Main procurement method? A: The main method of procurement is open competitive bidding.
Q: Open competitive bidding? A: Open competitive bidding involves advertising procurement opportunities, inviting bids, and awarding contracts based on evaluation criteria.
Q: Single stage – one envelope? A: The single stage – one envelope procedure involves submitting one envelope containing both financial and technical proposals.
Q: Single stage – two envelope? A: The single stage – two envelope procedure involves submitting two separate envelopes for financial and technical proposals, with the technical proposal opened first.
Q: Two stage bidding? A: Two stage bidding involves an initial technical proposal submission, evaluation, and discussion, followed by a revised technical and financial proposal submission.
Q: Two stage – two envelope? A: The two stage – two envelope method involves initial technical and financial proposals in separate envelopes, discussions, and revised submissions if necessary.
Q: When to use single stage two envelope? A: The single stage two envelope procedure is used when bids are evaluated on technical and financial grounds, considering price after technical evaluation.
Q: When to use two stage bidding? A: Two stage bidding is adopted for large and complex contracts with potentially unequal technical proposals.
Q: When to use two stage two envelope? A: The two stage two envelope method is used for procurements where alternative technical proposals are possible.
Q: Unsolicited proposal process? A: Unsolicited proposals are assessed by an expert committee, advertised for competition, and may give the initiator additional weightage in evaluation.
Q: Single bid consideration? A: If only one bid is received, it can be considered if it meets evaluation criteria, ensures compliance, and is financially reasonable.
Q: Performance guarantees? A: Performance guarantees, if required, must not exceed ten percent of the contract amount.
Q: Letter of credit role? A: A letter of credit can be used in procurement involving shipments and custom clearance to mitigate risks for both procuring agency and bidder.
Q: Post submission negotiation? A: Post submission negotiations can streamline execution but must not change cost or scope of work or services.
Q: Confidentiality measures? A: Confidentiality of technical or final evaluation information must be maintained until the respective evaluation reports are announced.
Q: Alternative procurement methods? A: Alternative procurement methods include petty purchases, request for quotations, direct contracting, and negotiated tendering.
Q: Direct contracting? A: Direct contracting is used for acquiring spare parts, supplementary services, or when only one manufacturer or supplier exists.
Q: Negotiated tendering? A: Negotiated tendering involves negotiations with one or more suppliers or contractors, used in specific circumstances such as technical or artistic reasons.
Q: Petty purchases? A: Petty purchases involve single quotations for procurements up to one hundred thousand Pakistani Rupees without bidding.
Q: Request for quotations? A: Request for quotations involves procurement from GST registered firms for values between one hundred thousand and five hundred thousand Pakistani Rupees.
Q: Payment management? A: Payments must be made promptly against invoices or running bills within the contractually specified time, not exceeding thirty days.
Q: Procurement contract start? A: A procurement contract comes into force either from the notice of acceptance or purchase order or from the date of signing a written contract.
Q: Contract closure? A: A contract is closed upon the issuance of a delivery or taking over certificate, or defect liability certificate if applicable.
Q: Record-keeping? A: Procurement records must be maintained for a minimum of five years, subject to regulatory requirements.
Q: Public info access? A: Public access to procurement information must be ensured by making evaluation and award documents public, with exceptions for proprietary or sensitive information.
Q: Grievance redressal? A: Grievances are addressed by a committee, with complaints allowed before proposal submission deadlines and decisions made within specified timeframes.
Q: Post-contract dispute resolution? A: Post-contract disputes are settled by arbitration, with methods provided in the procurement contract consistent with Pakistani laws.
Q: Mis-procurement? A: Mis-procurement involves unauthorized breaches of these rules.
Q: Effect of rules? A: These rules have overriding effect, applying notwithstanding any contrary provisions in other rules, except for ongoing procurements before their commencement.
Q: Who is a ‘bidder’? A: A ‘bidder’ is any person who submits a bid in response to a procurement invitation.
Q: What is ‘contractor’? A: A ‘contractor’ is a person, consultant, firm, company, or organization who undertakes to supply goods, services, or works.
Q: Define ‘goods’. A: Goods are tangible items that are procured.
Q: Define ‘services’. A: Services refer to tasks, duties, or work done by individuals or companies.
Q: Define ‘works’. A: Works include construction, repair, and maintenance activities.
Q: What is a ‘most advantageous bid’? A: A ‘most advantageous bid’ is one that meets eligibility criteria and is evaluated as the highest-ranked based on cost, quality, or a combination thereof.
Q: What are ‘corrupt practices’? A: ‘Corrupt practices’ include the offering, giving, receiving, or soliciting of anything of value to influence the actions of a party in the procurement process.
Q: What does ‘cross debarred’ mean? A: ‘Cross debarred’ means a bidder debarred by any procuring agency is considered debarred by all procuring agencies.
Q: Define ’emergency’. A: An ’emergency’ is defined as natural calamities, disasters, accidents, war, and operational emergencies requiring prompt action.
Q: What is ‘e-Procurement’? A: ‘E-Procurement’ is the use of information and communication technologies or digital means for procurement processes.
Q: Purpose of ‘framework agreement’? A: A ‘framework agreement’ is a contractual arrangement allowing a procuring agency to procure goods, services, or works needed continuously or repeatedly at agreed terms and conditions over a period.
Q: What is ‘open framework agreement’? A: An ‘open framework agreement’ is an agreement with specified terms and conditions without an agreed price.
Q: What does ‘procurement planning’ entail? A: Procurement planning involves devising a detailed mechanism for all proposed procurements, determining requirements, resources, delivery time, and future benefits.
Q: Limitation on splitting procurement? A: Procurement should not be split or regrouped unless otherwise provided and with prior approval, ensuring transparency and efficiency.
Q: What should specifications ensure? A: Specifications must allow the widest possible competition, not favouring any single contractor or supplier.
Q: Approval process for procurement? A: The approval mechanism requires clear authorization and delegation of powers, initiating procurement only after competent authorities’ approval.
Q: Rules for procurement advertisements? A: Procurements over five hundred thousand Pakistani Rupees must be advertised on the Authority’s website, and over three million Pakistani Rupees in print media as well.
Q: Response time for international bids? A: The minimum response time for international competitive bidding is thirty days from the date of publication of the advertisement or notice.
Q & A on the Punjab Procurement Rules (As Amended 31-12-2021)
- Q: What are the primary objectives of the Punjab Procurement Rules 2014? A: The primary objectives are to ensure that procurement is conducted in a fair and transparent manner, bringing value for money to the procuring agency, and ensuring that the procurement process is efficient and economical.
- Q: What is the definition of ‘Act’ under the Punjab Procurement Rules 2014? A: ‘Act’ refers to the Punjab Procurement Regulatory Authority Act 2009 (VIII of 2009).
- Q: How is ‘advertisement’ defined in the Punjab Procurement Rules 2014? A: ‘Advertisement’ means an advertisement published in the manner prescribed under Rule 12 of these rules.
- Q: Who qualifies as an ‘applicant’ under these rules? A: An ‘applicant’ is a person or firm seeking to be enlisted, prequalified, or shortlisted in response to an advertisement by the procuring agency.
- Q: What is the role of an ‘associate’ in the procurement process? A: An ‘associate’ is any agency or person with whom the consultant associates to provide any part of the services.
- Q: Define ‘Authority’ as per the Punjab Procurement Rules 2014. A: ‘Authority’ refers to the Punjab Procurement Regulatory Authority.
- Q: What constitutes a ‘bid’ in these procurement rules? A: A ‘bid’ is a tender or an offer in response to an invitation, by a person, consultant, firm, company, or organization expressing willingness to undertake a specified task at a price.
- Q: What are ‘bidding documents’? A: ‘Bidding documents’ are documents prescribing the quantity, quality, characteristics, conditions, and procedures of transactions prior to procurement on which bidders prepare their bids.
- Q: What is meant by ‘bid security’? A: ‘Bid security’ is a bank guarantee or other form of security submitted by a bidder to secure the obligations of the bidder in a bidding process.
- Q: How is ‘competitive bidding’ defined? A: ‘Competitive bidding’ is a procedure leading to the award of a contract where all interested parties may bid for the contract.
- Q: Who is considered a ‘competent authority’? A: The ‘competent authority’ is the head of the procuring agency or any officer authorized to act as the competent authority.
- Q: What is a ‘completion date’ in procurement terms? A: The ‘completion date’ is the date of completion of the procurement certified by the procuring agency.
- Q: Who is a ‘consultant’ under these rules? A: A ‘consultant’ is a person or firm qualified by appropriate education and relevant experience for the provision of consultancy services.
- Q: What are ‘consultancy services’? A: ‘Consultancy services’ are services requiring technical expertise and financial capability, often intellectual in nature, such as advisory services, feasibility studies, construction supervision, management services, technical services, design, and surveys.
- Q: What does a ‘contract’ entail? A: A ‘contract’ is an agreement proposed to be entered into between the procuring agency and the successful bidder.
- Q: Define ‘contractor’ as per the procurement rules. A: A ‘contractor’ is a person, firm, company, or organization undertaking to supply goods, services, or works, including consultants.
- Q: What constitutes an ’emergency’ under these rules? A: An ’emergency’ is a natural calamity, disaster, accident, war, or operational emergency requiring prompt action to limit or avoid damage to person, property, or the environment.
- Q: What is an ‘evaluation committee’? A: An ‘evaluation committee’ is a committee constituted by the procuring agency to evaluate tender or proposal to ascertain whether they correspond to the evaluation criteria.
- Q: What is an ‘evaluation report’? A: An ‘evaluation report’ is prepared after evaluating tenders, quotations, expressions of interest, or proposals.
- Q: What is a ‘framework contract’? A: A ‘framework contract’ is a contract for a certain volume or quantity of goods, services, or works over a specific period against an agreed sum or rate per item.
- Q: How is ‘Government’ defined in these rules? A: ‘Government’ refers to the Government of the Punjab.
- Q: What is a ‘large consultancy’? A: A ‘large consultancy’ is one where the cost exceeds two million rupees for individual consultants and five million rupees for consulting firms, and the duration for an individual consultant does not exceed twelve months.
- Q: What is meant by ‘lowest evaluated bid’? A: ‘Lowest evaluated bid’ refers to a bid that most closely conforms to the evaluation criteria and other conditions specified in the bidding document and has the lowest evaluated cost.
- Q: What is a ‘performance guarantee’? A: A ‘performance guarantee’ is a bank guarantee or other form of security submitted by the contractor to secure obligations under the contract.
- Q: What is ‘pre-qualification’? A: ‘Pre-qualification’ is a procedure for demonstrating qualification as a pre-condition for being invited to tender.
- Q: Define ‘proposal’ in the context of procurement. A: ‘Proposal’ refers to the technical proposal or the financial proposal submitted by a bidder.
- Q: What are ‘repeat orders’? A: ‘Repeat orders’ refer to the procurement of the same commodity from the same source.
- Q: What does ‘responsive’ mean? A: ‘Responsive’ means qualified for consideration based on declared evaluation criteria and specified in the bid document or request for proposal.
- Q: Who is a ‘supplier’? A: A ‘supplier’ is a person, firm, company, or organization undertaking to supply goods, services, or works.
- Q: What constitutes ‘urgency’ in procurement? A: ‘Urgency’ refers to a limited timeline for accomplishing procurement that cannot be met through open and limited bidding methods.
- Q: What is meant by ‘value for money’? A: ‘Value for money’ means the best returns for each rupee spent in terms of quality, timeliness, reliability, after-sales service, upgradability, price, and the combination of whole-life cost and quality to meet the procuring agency’s requirements.
- Q: To whom do these rules apply? A: These rules apply to all public procurements made by all procuring agencies, whether within or outside Punjab.
- Q: What are the principles of procurement? A: The principles of procurement include fairness, transparency, value for money, efficiency, and economy.
- Q: How should conflicts with international commitments be handled? A: If any provision of these rules conflicts with international commitments, the provisions of the international agreement shall prevail to the extent of the conflict.
- Q: In what languages should procurement documentation be prepared? A: Procurement documentation should be in Urdu or English, or both. For procurements from outside Pakistan, the language of that state may also be used in addition to Urdu or English.
- Q: What is an integrity pact in procurement? A: An integrity pact is an agreement between the procuring agency and a contractor to ensure integrity in procurement exceeding the specified limit.
- Q: What is the time frame for devising annual procurement planning? A: A procuring agency should devise annual procurement planning within one month from the commencement of a financial year.
- Q: Can procurement be split or regrouped? A: Procurement should be announced for each financial year without any splitting or regrouping unless otherwise provided and subject to regulations.
- Q: What are the requirements for procurement specifications? A: Specifications should allow the widest possible competition and not favour any single contractor. They should be generic and not include brand names unless essential, in which case they should be qualified with “or equivalent”.
- Q: What is the approval mechanism for procurement? A: All procuring agencies must provide clear authorization and delegation of powers for different categories of procurement and initiate procurements after prior approval of the competent authority.
- Q: What is the method of advertisement for procurement exceeding two hundred thousand rupees? A: Such procurements should be advertised on the website of the Authority, and if deemed in public interest, in at least one national daily newspaper.
- Q: What are the exceptions to the advertisement requirement? A: Exceptions include procurements pertaining to national security and those involving proprietary information or intellectual property available from a single source.
- Q: What is the minimum response time for national and international competitive bidding? A: The minimum response time is fifteen days for national competitive bidding and thirty days for international competitive bidding.
- Q: How is the response time calculated? A: Response time is calculated from the date of publication of the advertisement in a newspaper or on the website, whichever is later.
- Q: Can a procuring agency enter into a framework contract? A: Yes, a procuring agency may enter into a framework contract to ensure uniformity in procurement.
- Q: What is the process for prequalification of bidders? A: Prequalification involves announcing all necessary information, providing prequalification documents on request, and informing applicants whether they have been prequalified.
- Q: When can a procuring agency engage in prequalification of bidders? A: Prequalification can be engaged in for services, civil works, turnkey projects, and procurement of expensive and complex equipment.
- Q: What factors are considered in prequalification? A: Factors include qualifications, relevant experience, capabilities, financial position, managerial capability, and any other relevant factors.
- Q: What is the procedure if a contractor provides false information? A: The contractor will be disqualified and may be declared ineligible for participating in any public procurement process.
- Q: What is blacklisting in procurement? A: Blacklisting is debarring a bidder or contractor from participating in any public procurement process for a specified period due to detrimental actions or corrupt practices.
- Q: What is the principal method of procurement? A: The principal method of procurement is open competitive bidding or publication of request for tender.
- Q: How should bids be submitted? A: Bids should be submitted in sealed packages, ensuring contents are enclosed and unknown until opened.
- Q: What should be included in bidding documents? A: Bidding documents should include an invitation to bid, instructions to bidders, form of bid, form of contract, general or special conditions of contract, specifications, bill of quantities, delivery schedule, qualification criteria, bid evaluation criteria, required securities, standards, and any other necessary details.
- Q: Are there any reservations or preferences in bidding? A: Yes, preferences may be allowed for domestic or national contractors in accordance with government policies, and the magnitude of preference should be mentioned in the bidding documents.
- Q: What is the permissible amount for bid security? A: Bid security should not exceed five percent of the estimated price of procurement.
- Q: How long should bids be valid? A: Bids should be valid for the period specified in the bidding document. Extensions may be requested under exceptional circumstances.
- Q: Can the submission deadline for bids be extended? A: Yes, the deadline can be extended if necessary, in public interest, and reasons for the extension must be recorded.
- Q: How should bids be opened? A: Bids should be opened publicly in the presence of bidders or their representatives, with the bid amount read aloud and minutes recorded.
- Q: What is the procedure for evaluating bids? A: Bids should be evaluated according to the criteria specified in the bidding documents, and prices should be converted into a single currency for comparison.
- Q: Can bidders modify their bids after submission? A: No, bidders cannot alter or modify their bids after the closing time for submission.
- Q: What happens if all bids are rejected? A: The procuring agency may reject all bids and proceed with fresh bidding, assessing and possibly revising specifications or evaluation criteria.
- Q: What is the ‘one person one bid’ rule? A: One person may submit only one bid in any procurement, and if more than one bid is submitted, all such bids will be rejected.
- Q: When should evaluation reports be announced? A: Evaluation reports should be announced at least ten days prior to the award of the procurement contract.
- Q: What is the single stage one envelope bidding procedure? A: It is the main open competitive bidding procedure used for the procurement of works and standard goods, involving submission of a single bid.
- Q: When is the two-stage bidding procedure used? A: It is used for large and complex contracts where technically unequal proposals are likely, or where there are multiple acceptable technical solutions.
- Q: What is the two-stage two-envelope bidding method? A: This method is used for procurements where alternative technical proposals are possible, involving submission of technical and financial proposals in separate envelopes.
- Q: How should procurement of consultancy services be conducted? A: The rights and obligations of the procuring agency and consultant are governed by the general and special conditions of the contract.
- Q: Who should be included in the Consultant Selection Committee? A: The committee should include the head of the procuring agency, nominees of the Planning and Development Department and Finance Department, a representative of the procuring agency, and up to two co-opted members with technical expertise.
- Q: What is the quorum for the Consultant Selection Committee? A: Three members, including the chairman, form the quorum for conducting business.
- Q: How are decisions made by the Consultant Selection Committee? A: Decisions are made by a simple majority of members present and voting.
- Q: What are the functions and responsibilities of the Consultant Selection Committee? A: Functions include shortlisting consultants, approving requests for proposals, evaluating technical and financial proposals, and finalizing recommendations for selection.
- Q: What steps are involved in the selection process of a consultant? A: Steps include preparation and approval of terms of reference, cost estimation, public advertisement, issuance of requests for proposals, submission and evaluation of proposals, and final selection.
- Q: What are the methods for selecting consultants? A: Methods include least cost selection, quality and cost-based selection, quality-based selection, and direct contracting for complex projects.
- Q: What is the process for selecting an individual consultant? A: The selection process involves comparing the qualifications and experience of at least three consultants and selecting the best qualified individual.
- Q: What is the process for selecting a firm of consultants for short consultancy? A: The process involves considering at least three quotations from renowned, registered, and well-reputed firms based on qualifications and experience, and selecting the best qualified firm.
- Q: What information should be included in a request for expression of interest? A: Information should include the name and address of the procuring agency, description of the assignment, closing date and place for submission, criteria for shortlisting or prequalification, and any other relevant information.
- Q: What should be included in a request for proposal? A: A request for proposal should include a letter of invitation, instructions to consultants, terms of reference, evaluation criteria, type of contract, and any special provisions.
- Q: How are technical proposals evaluated? A: Technical proposals are evaluated based on experience, financial capability, approach and methodology, quality management, and staff qualifications.
- Q: What forms can an association of consultants take? A: An association of consultants can take the form of a joint venture or a subcontract, with the permission of the procuring agency.
- Q: Who owns the intellectual property rights of documents prepared by consultants? A: All documents, reports, designs, and deliverables prepared by the consultant become the property of the procuring agency.
- Q: Can the procuring agency negotiate with the highest-ranked bidder for consultancy? A: Yes, the procuring agency may negotiate with the highest-ranked bidder regarding methodology, work plan, staffing, contract price, and special conditions.
- Q: What is the professional liability of a consultant? A: The consultant is liable for errors or omissions and may be required to obtain insurance to cover liability, with the extent of liability forming part of the contract.
- Q: How is the acceptance of bids determined? A: The bidder with the lowest evaluated bid, if not in conflict with any other law, shall be awarded the procurement contract within the bid validity period.
- Q: What is a performance guarantee? A: A performance guarantee is a security furnished by the successful bidder to ensure performance under the contract, not exceeding ten percent of the contract amount.
- Q: Are negotiations with bidders generally allowed? A: No, negotiations with bidders are not generally allowed, except as provided under specific conditions in these rules.
- Q: How is confidentiality maintained during the bid evaluation process? A: All information regarding the bid evaluation is kept confidential until the announcement of the evaluation report.
- Q: What are the alternative methods of procurement? A: Alternative methods include petty purchases, petty purchases through quotation, direct contracting, and negotiated tendering under specific conditions.
- Q: What is the procedure for unsolicited proposals? A: Unsolicited proposals for projects involving costs of one thousand million rupees and above must be advertised for open competition, with the initiator exempt from prequalification.
- Q: Are public sector enterprises exempt from bid security or performance guarantees? A: No, all bidders, including public sector enterprises, are required to furnish bid security and performance guarantees as specified in the bidding documents.
- Q: What is the process for on-account payments to contractors? A: The procuring agency must make prompt payments to the contractor against the invoice or running bill on satisfactory performance within the contractually specified time.
- Q: When does a procurement contract commence? A: A procurement contract commences from the date of notice of acceptance or purchase order or the date of signing a written contract, or upon fulfillment of any contingent conditions.
- Q: Can a procuring agency assign the procurement process to another agency? A: Yes, a procuring agency may assign the procurement process to another procuring agency with their consent.
- Q: How long must procurement records be maintained? A: Procurement records must be maintained for a minimum period of five years.
- Q: What is the requirement for public access to procurement information? A: All documents related to the evaluation of the bid and award of contract must be made public as soon as a contract is awarded, except for proprietary or public interest information.
- Q: How are grievances redressed by the procuring agency? A: The procuring agency must constitute a committee to address complaints of bidders before the procurement contract is in force and decide within fifteen days of receiving the complaint.
- Q: What is the method for resolving disputes after a procurement contract is in force? A: Disputes are to be settled through mediation or arbitration, as provided in the procurement contract.
- Q: What constitutes mis-procurement? A: Any violation of these rules is considered mis-procurement.
- Q: What is the blacklisting mechanism or process? A: The process involves issuing a show cause notice, personal hearings, and recording reasons for blacklisting, followed by uploading the decision on the Authority’s website.
- Q: How are financial limits for petty purchases determined? A: Petty purchases below seventy-five thousand rupees are exempt from bidding or quotation requirements, while those above seventy-five thousand but below two hundred thousand rupees require at least three quotations.
- Q: What conditions allow for direct contracting? A: Direct contracting is allowed for acquisition of spare parts or supplementary services from original manufacturers, procurement from a sole supplier, incompatibility issues, repeat orders, emergencies, fixed price procurements, and purchase of motor vehicles from local manufacturers.
- Q: Can negotiated tendering be used without prior publication of a procurement notification? A: Yes, but only under specific conditions such as research-specific supplies, exclusive rights protection, unforeseeable urgencies, and with approval from the Provincial Cabinet.
- Q: Can a public sector manufacturing unit participate in competitive bidding? A: Yes, public sector manufacturing units can participate, and they may match the lowest evaluated bid within three working days of bid opening if the value exceeds one million rupees.
- Q: What should be done if only one bid is received in response to a tender? A: The procuring agency may accept the single bid if it meets the evaluation criteria and does not conflict with the rules, or may opt for re-advertisement.
- Q: What are the criteria for the selection of consultants? A: Criteria include experience, financial capability, approach and methodology, quality management, and the qualifications of proposed staff.
- Q: Can the evaluation criteria in bidding documents be changed after issuance? A: No, any necessary information for bidding or evaluation after the issuance of bidding documents must be provided in a timely manner without altering the original criteria.
- Q: What is the process for making changes in the procurement process? A: Changes must be made in a manner similar to the original advertisement, ensuring transparency and fairness.
- Q: Are standard bidding documents mandatory? A: Yes, procuring agencies must use standard bidding documents as specified under regulations or use existing documents not inconsistent with these rules until new standards are specified.
- Q: How should a procuring agency ensure fair competition in procurement specifications? A: Specifications should be generic, allowing the widest possible competition, and any use of brand names should be qualified with “or equivalent.”
- Q: What should be done if the lowest evaluated bid exceeds the estimated cost? A: The procuring agency may cancel all bids and re-bid after assessing the reasons for the high prices and possibly revising specifications or evaluation criteria.
- Q: How are unsolicited proposals evaluated? A: Unsolicited proposals are advertised for open competition, and the initiator is exempt from prequalification and given certain advantages in the bidding process.
- Q: What is the role of the Punjab Procurement Regulatory Authority in procurement? A: The Authority regulates, monitors, and ensures compliance with procurement laws and rules, providing oversight and support to procuring agencies.
- Q: Can procurement contracts be signed electronically? A: Yes, electronic signatures are acceptable for procurement contracts, provided they comply with legal requirements and regulations.
- Q: How is transparency ensured in the procurement process? A: Transparency is ensured through public advertisement, clear evaluation criteria, maintaining records, and making procurement information publicly accessible.
- Q: What measures are taken to prevent corruption in procurement? A: Measures include requiring integrity pacts, prohibiting negotiations with bidders, and blacklisting contractors for corrupt practices.
- Q: Can a bidder appeal against a blacklisting decision? A: Yes, a bidder can file a representation against a blacklisting decision before the Managing Director of the Authority within thirty days.
- Q: How are procurement records audited? A: Procurement records are subject to audit by internal and external auditors to ensure compliance with procurement rules and regulations.
- Q: What is the role of the Consultant Selection Committee in evaluating bids? A: The committee evaluates technical and financial proposals based on the selection method and evaluation criteria mentioned in the request for proposal.
- Q: Can procurement contracts be amended after signing? A: Yes, amendments can be made to procurement contracts, but they must be in writing and agreed upon by both parties.
- Q: How is the performance of contractors monitored? A: Performance is monitored through regular inspections, progress reports, and adherence to contract terms and conditions.
- Q: What is the procedure for handling grievances during the procurement process? A: Grievances are addressed by a committee constituted by the procuring agency, which investigates and decides upon complaints within fifteen days.
- Q: Can a procuring agency enter into a joint venture for procurement? A: Yes, joint ventures are allowed, provided they comply with the rules and are approved by the competent authority.
- Q: What is the role of the evaluation committee in procurement? A: The evaluation committee assesses whether bids, proposals, or tenders meet the evaluation criteria formulated by the procuring agency.
- Q: What should be done if a procurement involves confidential information? A: Confidential information should be protected, and disclosure should be limited to what is necessary, with prior approval from the Authority.
- Q: How are procurement contracts closed? A: Contracts are closed upon the issue of a delivery or taking over certificate, and any remaining obligations are addressed through the defect liability period.
- Q: What is the process for blacklisting a contractor? A: The process involves issuing a show cause notice, personal hearings, recording reasons for blacklisting, and uploading the decision on the Authority’s website.
- Q: Can the procurement process be suspended due to a complaint? A: No, lodging a complaint does not warrant the suspension of the procurement process.
- Q: What is the significance of an integrity pact in procurement? A: An integrity pact ensures that procurement exceeding the specified limit is conducted with integrity, preventing corruption and malpractice.
- Q: How are bid validity periods extended? A: Extensions are granted under exceptional circumstances, with the approval of the competent authority, and all bidders are requested to extend their bid validity period.
- Q: What is the role of the Provincial Development Working Party in procurement? A: The Provincial Development Working Party approves certain complex projects and the engagement of organizations through direct contracting.
- Q: How are disputes resolved if they arise after a procurement contract is in force? A: Disputes are resolved through mediation or arbitration as provided in the procurement contract.
- Q: Can a procuring agency limit participation to national bidders only? A: Yes, a procuring agency may limit participation to national bidders or prohibit participation of certain nationalities based on government policy.
- Q: How are technical and financial proposals evaluated in two-stage bidding? A: Technical proposals are evaluated first, and financial proposals are only opened for technically accepted bids, with the lowest evaluated bid being accepted.
- Q: What is the process for prequalification of contractors? A: Prequalification involves assessing the capacity of interested parties to satisfactorily perform services or works based on qualifications, experience, and other factors.
- Q: Can prequalification requirements be waived? A: Yes, prequalification requirements can be waived for fast track projects or limited potential consultants, with reasons recorded and approval from the Provincial Development Working Party.
- Q: What are the requirements for submission of bids? A: Bids must be submitted in sealed packages, and the contents must be fully enclosed and unknown until opened.
- Q: How should procurement information be published? A: Procurement information should be advertised on the website of the Authority and, if necessary, in national daily newspapers, ensuring public access and transparency.
- Q: What is the significance of the ‘value for money’ principle in procurement? A: The ‘value for money’ principle ensures that each rupee spent brings the best returns in terms of quality, timeliness, reliability, and overall cost-effectiveness.
- Q: What is the process for handling urgent procurements? A: Urgent procurements are handled through direct contracting or negotiated tendering, with appropriate approval and justification for the urgency.
- Q: How is competition ensured in procurement specifications? A: Specifications must be generic, allowing the widest possible competition, and references to brand names should be avoided unless essential.
- Q: What is the procedure for advertising procurement requirements? A: Procurement requirements exceeding specified limits must be advertised on the Authority’s website and, if necessary, in national daily newspapers.
- Q: Can a bidder withdraw their bid during the bid validity period? A: A bidder may withdraw their bid if they do not agree to an extension of the bid validity period without forfeiture of the bid security.
- Q: What are the criteria for evaluating technical proposals? A: Criteria include the consultant’s experience, financial capability, approach and methodology, quality management, and staff qualifications.
- Q: Can procurement contracts include conditions for defect liability? A: Yes, procurement contracts can include conditions for defect liability, specifying the period and terms for addressing defects in the delivered goods or works.
- Q: What is the procedure for submitting complaints about the procurement process? A: Complaints must be lodged in writing within ten days after the announcement of the bid evaluation report, and the committee must decide within fifteen days.
- Q: How are unsolicited proposals advertised for competition? A: Unsolicited proposals are advertised without disclosing the initiator’s name, and a prequalification process is conducted for open competition.
- Q: What is the role of the managing director in the blacklisting process? A: The managing director reviews representations against blacklisting decisions and may pass orders based on the hearing and available records.
- Q: Can a procurement contract be signed before resolving all complaints? A: No, the procurement contract should not be signed until all complaints have been resolved and due process has been followed.
- Q: What is the process for extending the bid validity period? A: Extensions require recording reasons, obtaining approval from the next higher authority, and requesting all bidders to extend their bid validity period.
- Q: How is compliance with procurement rules ensured? A: Compliance is ensured through monitoring by the Punjab Procurement Regulatory Authority, audits, and maintaining detailed procurement records.
- Q: Can procurement be conducted without prior approval of the competent authority? A: No, procurements must be initiated after obtaining prior approval from the competent authority, as per the delegation of powers.
- Q: What is the significance of a performance guarantee in procurement? A: A performance guarantee ensures that the contractor meets their obligations under the contract, providing security to the procuring agency.
- Q: How are procurement records maintained? A: Procurement records are maintained for a minimum of five years, including all associated documents and details of the procurement process.
- Q: What is the process for resolving disputes in procurement contracts? A: Disputes are resolved through mediation or arbitration, as provided in the procurement contract, ensuring fair resolution.
- Q: Can a procuring agency engage in negotiated tendering for research-specific supplies? A: Yes, negotiated tendering is allowed for research-specific supplies or experiments, with appropriate justification and approval.
- Q: What are the conditions for engaging in direct contracting? A: Conditions include acquisition of spare parts, procurement from a sole supplier, incompatibility issues, emergencies, fixed price procurements, and purchase of motor vehicles from local manufacturers.
- Q: How is transparency ensured in the evaluation of bids? A: Transparency is ensured by following clear evaluation criteria, maintaining confidentiality until the evaluation report is announced, and providing public access to evaluation documents.
- Q: What is the process for assigning the procurement process to another agency? A: The procurement process can be assigned to another procuring agency with their consent, ensuring cooperation and compliance with the rules.
- Q: How are grievances addressed during the procurement process? A: Grievances are addressed by a committee constituted by the procuring agency, which investigates and decides upon complaints within fifteen days.
- Q: What is the role of the Punjab Procurement Regulatory Authority in monitoring procurement? A: The Authority regulates, monitors, and ensures compliance with procurement laws and rules, providing oversight and support to procuring agencies.
- Q: Can a bidder appeal against a blacklisting decision? A: Yes, a bidder can file a representation against a blacklisting decision before the Managing Director of the Authority within thirty days.
- Q: How are procurement contracts amended? A: Amendments to procurement contracts must be in writing, agreed upon by both parties, and comply with the terms of the original contract.
- Q: What is the process for handling urgent procurements? A: Urgent procurements are handled through direct contracting or negotiated tendering, with appropriate approval and justification for the urgency.
- Q: How are bids submitted? A: Bids must be submitted in sealed packages, ensuring contents are enclosed and unknown until opened.
- Q: What is the significance of the ‘value for money’ principle in procurement? A: The ‘value for money’ principle ensures that each rupee spent brings the best returns in terms of quality, timeliness, reliability, and overall cost-effectiveness.
- Q: Can a procuring agency limit participation to national bidders only? A: Yes, a procuring agency may limit participation to national bidders or prohibit participation of certain nationalities based on government policy.
- Q: How are technical and financial proposals evaluated in two-stage bidding? A: Technical proposals are evaluated first, and financial proposals are only opened for technically accepted bids, with the lowest evaluated bid being accepted.
- Q: What is the process for prequalification of contractors? A: Prequalification involves assessing the capacity of interested parties to satisfactorily perform services or works based on qualifications, experience, and other factors.
- Q: Can prequalification requirements be waived? A: Yes, prequalification requirements can be waived for fast track projects or limited potential consultants, with reasons recorded and approval from the Provincial Development Working Party.
- Q: What are the requirements for submission of bids? A: Bids must be submitted in sealed packages, and the contents must be fully enclosed and unknown until opened.
- Q: How should procurement information be published? A: Procurement information should be advertised on the website of the Authority and, if necessary, in national daily newspapers, ensuring public access and transparency.
- Q: What is the significance of an integrity pact in procurement? A: An integrity pact ensures that procurement exceeding the specified limit is conducted with integrity, preventing corruption and malpractice.
- Q: How are bid validity periods extended? A: Extensions are granted under exceptional circumstances, with the approval of the competent authority, and all bidders are requested to extend their bid validity period.
- Q: What is the role of the Provincial Development Working Party in procurement? A: The Provincial Development Working Party approves certain complex projects and the engagement of organizations through direct contracting.
- Q: How are disputes resolved if they arise after a procurement contract is in force? A: Disputes are resolved through mediation or arbitration as provided in the procurement contract.
- Q: Can a procuring agency enter into a joint venture for procurement? A: Yes, joint ventures are allowed, provided they comply with the rules and are approved by the competent authority.
- Q: What is the role of the evaluation committee in procurement? A: The evaluation committee assesses whether bids, proposals, or tenders meet the evaluation criteria formulated by the procuring agency.
- Q: What should be done if a procurement involves confidential information? A: Confidential information should be protected, and disclosure should be limited to what is necessary, with prior approval from the Authority.
- Q: How are procurement contracts closed? A: Contracts are closed upon the issue of a delivery or taking over certificate, and any remaining obligations are addressed through the defect liability period.
- Q: What is the process for blacklisting a contractor? A: The process involves issuing a show cause notice, personal hearings, recording reasons for blacklisting, and uploading the decision on the Authority’s website.
- Q: Can the procurement process be suspended due to a complaint? A: No, lodging a complaint does not warrant the suspension of the procurement process.
- Q: How are procurement records audited? A: Procurement records are subject to audit by internal and external auditors to ensure compliance with procurement rules and regulations.
- Q: What is the role of the Consultant Selection Committee in evaluating bids? A: The committee evaluates technical and financial proposals based on the selection method and evaluation criteria mentioned in the request for proposal.
- Q: Can procurement contracts be amended after signing? A: Yes, amendments can be made to procurement contracts, but they must be in writing and agreed upon by both parties.
- Q: How is the performance of contractors monitored? A: Performance is monitored through regular inspections, progress reports, and adherence to contract terms and conditions.
- Q: What is the procedure for handling grievances during the procurement process? A: Grievances are addressed by a committee constituted by the procuring agency, which investigates and decides upon complaints within fifteen days.
- Q: Can a procuring agency engage in negotiated tendering for research-specific supplies? A: Yes, negotiated tendering is allowed for research-specific supplies or experiments, with appropriate justification and approval.
- Q: How are bid validity periods extended? A: Extensions are granted under exceptional circumstances, with the approval of the competent authority, and all bidders are requested to extend their bid validity period.
- Q: What is the process for making changes in the procurement process? A: Changes must be made in a manner similar to the original advertisement, ensuring transparency and fairness.
- Q: Are standard bidding documents mandatory? A: Yes, procuring agencies must use standard bidding documents as specified under regulations or use existing documents not inconsistent with these rules until new standards are specified.
- Q: How should a procuring agency ensure fair competition in procurement specifications? A: Specifications should be generic, allowing the widest possible competition, and any use of brand names should be qualified with “or equivalent.”
- Q: What should be done if the lowest evaluated bid exceeds the estimated cost? A: The procuring agency may cancel all bids and re-bid after assessing the reasons for the high prices and possibly revising specifications or evaluation criteria.
- Q: How are unsolicited proposals evaluated? A: Unsolicited proposals are advertised for open competition, and the initiator is exempt from prequalification and given certain advantages in the bidding process.
- Q: What is the role of the Punjab Procurement Regulatory Authority in procurement? A: The Authority regulates, monitors, and ensures compliance with procurement laws and rules, providing oversight and support to procuring agencies.
- Q: Can procurement contracts be signed electronically? A: Yes, electronic signatures are acceptable for procurement contracts, provided they comply with legal requirements and regulations.
- Q: How is transparency ensured in the procurement process? A: Transparency is ensured through public advertisement, clear evaluation criteria, maintaining records, and making procurement information publicly accessible.
- Q: What measures are taken to prevent corruption in procurement? A: Measures include requiring integrity pacts, prohibiting negotiations with bidders, and blacklisting contractors for corrupt practices.
- Q: Can a bidder appeal against a blacklisting decision? A: Yes, a bidder can file a representation against a blacklisting decision before the Managing Director of the Authority within thirty days.
- Q: How are procurement records maintained? A: Procurement records are maintained for a minimum of five years, including all associated documents and details of the procurement process.
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Q: What is the procedure for resolving disputes in procurement contracts? A: Disputes are resolved through mediation or arbitration, as provided in the procurement contract, ensuring fair resolution.
