˜ ˇ Tanzania Procurement Journaltenders.ppra.go.tz/model/tpj/TPJ_03_of_2011_final.pdf · Director...

Tanzania

Procurement Journal

Procurement opportunities

page ...3

Procurement audit report

page ...6

Awarded contracts

page ... 8

Tanzania

Procurement Journal

INSI

DE

ISSN: 1821 - 6021 Vol IV - No. 03 January 18, 2011 Free with Daily News every Tuesday

Tanzania

Procurement Journal

www.ppra.go.tzNOT FOR SALE

Public officials from procuring

entities have been urged to use

Framework Agreements (FWA)

awarded by Government Procurement

Services Agency (GPSA) for all items

and services included in the list for

Common Use Items and Services

(CUIS)

The call was made by Kagera Region

Commissioner Hon.

Mohamed Babu during the opening cer-

emony of a two days training on the sys-

tem for procurement of CUIS using

FWA organized by GPSA.

Speaking at the opening ceremony Mr.

Babu told the participants that the gov-

ernment has established the system for

procurement of CUIS using FWA by

procuring entities to benefit economi-

cally as well as to make better use of

public money.

He noted that despite some challenges

in operating the system, there were

some notable benefits accrued to the

Government including; reduced clerical

works and relief to procuring entities

from routine works in procurement,

minimization of price differences

among procuring entities, shortening

lead time and keeping low inventory

levels without facing stock out situation.

Others are the ability by procuring enti-

ties to implement their procurement

plans as per flow of funds from central

Government in line with Public Pro-

curement Act, 2004 (PPA,2004) and

its Regulations, and protection to

procuring entities against price rise

during the period of contract cover-

age and cost reduction in tendering

process for the entire public sector.

The Regional Commissioner urged

participants to understand the mech-

anism of the system to smooth its

operationalization and to achieve

expected results.

In his welcome remarks, the Acting

Director of Procurement and Advi-

sory Services Mr. Nyongera noted

that establishment of the system for

procurement of CUIS is backed by

legal framework whereby GPSA is

required by PPA 2004 to arrange for

procurement of CUIS using Frame-

work Contracts.

In the course of execution of FWA

awarded by GPSA, PEs, suppliers and

service providers encountered number

of challenges mostly caused by lack of

knowledge on the system. In a bid to

overcome these challenges GPSA has

prepared training programme exclusive-

ly to inculcate knowledge and skills to

users of the system.

The first phase of training programme

was conducted in Kagera, Mwanza,

Mara, Shinyanga and Kigoma regions.

Did you know...........................??

Did you know that a decision of the tender board may be made by the tender board without a meeting by circular resolution by circulation of relevant

papers among the members of the tender board?

Stick to framework agreements- procuring entities told

Five candidates have had their results

nullified and barred from attending

PSPTB Exams for three consecutive

sessions after being caught cheating in

the examinations which were held in

November 2010, TPJ has been

informed.

According to PSTPB, the five candi-

dates from different examination cen-

tres were caught in the examination

room with un-authorized materials- pre-

prepared notes on a piece of paper.

“These cheating habits by candidates

need to be condoned as they result in

getting unqualified and unethical pro-

fessionals. PSPTB, will always take

very stern measures to those caught

cheating in the exams or in research

papers” Dr. Tesha, Executive Director

of PSPTB was quoted.

PSPTB penalises five candidates over

irregularity in the Examination

Suspension of car parking tender process not proper - PPAA .... story on Page 4

A group Photo of participants from Kagera Region who attended a training on the system for the Procurement of

CUIS organized by GPSA from 5th to 6th Jan 2011 at Walkguard Hotel.Seated from left to right Y. Nyongera - Ag. Director of

Procurement and Advisory Services GPSA, Hon Mohamed A . Babu - RC for Kagera, Hon Samwel Kamote - DC Bukoba ,Doroth

Bugenyi - Regional Manager GPSA Kagera, Adventina Matungwa participant ,Nestory B . Kanyankole Facilitator from GPSA HQ.

>> 4

Eighty four Procurement and

Supplies Professionals have been

registered in accordance with

Section 11-14 of the Procurement and

Supplies Professionals and Technicians

Board Act (Act No. 23) of 2007, TPJ has

learnt.

According to a report obtained from

PSPTB, a total of 365 applications were

submitted to the Board seeking registra-

tion with the Board in different cate-

gories. Out of these submitted applica-

tions, it was established that 100 have

been registered in different categories as

namely: Authorized category- 30;

Approved Category – 54; Graduate cate-

gory – 8; Affiliate category-4; Full techni-

cians category-1 and Technicians catego-

ry – 3.

The names of registered candidates are

shown in the Table on page 2 and the

detailed Registration criteria by PSPTB is

shown in the accompanying PSPTB

advert for Registration of Procurement

and Supplies professionals.

PSPTB Registers 84 Procurement and Supplies Professionals

Mwanga District council fails to meet requirements of public procurement ... story on Page 2

>> 2

22 Tanzania Procurement JournalTuesday, Sept 29, 20092 Tanzania Procurement Journal Tuesday December 28, 2010Tanzania Procurement Journal Tuesday January 18, 2011

PROCUREMENT ARTICLE

Tanzania Procurement Journal Tuesday January 18, 2010

PSPTB Registers 84 Procurement

and Supplies ProfessionalsContinued from page 1

S/NO. NAME

1 Lawrence A. F. Uromi

2 Audifasy A. Myonga

3 Ally F. Shaali

4 Fatuma Omary Makombe

5 Bakari Maligwa Mohamed

6 Nsubisi Mwasangubo

7 Adam A. Zella

8 Haruna Mrisho

9 Emmanuel M. Urembo

10 Richard G. Malipula

11 Philbert R. Mbatina

12 Justine S. F. Mdingi

13 Philip Serekwa Humbiye

14 Omary N. Mruma

15 Remmy D. Mwanga

16 Joseph S. Mshana

17 Johnson S. Laizer

18 Godrey Julius Kanyama

19 Deogratius Bugomola Kumalija

20 Patience C. Mutabirwa

21 Wilfred Masanja

22 Amina Hassan Kippingu

23 Alola Benezeth malele

24 Fatuma J. Mokiwa

25 Gwamaka M. kitangalala

26 Michael J. Liwanda

27 Gaitan John

28 Godfred b. Mbanyi

29 Eliud Manase Mwakyusa

30 Musa F. Mahambi

S/NO. NAME1 Dickson Biya Isaya

2 Dorothea K. Elias

3 Doreen Kimambo

4 David D. Mlangwa

5 David John

6 Evaritha Amsifu

7 Ellyhuruma Mufuruki

8 Masudi Salumu

9 Bajjet S. Naresho

10 Mugeta M. James

11 Fredrick J. Shangali

12 Peter E. Mgwala

13 Imelda Ndunguru

14 Rashid Kitundu

15 Rashid H. Sheha

16 Carlos Elia

17 Boniface E. Mwalukasa

18 Filbert A. Kafupi19 Fransisko T. Mashimbi

20 Alfred F. Hyera

21 Augustino Robert

22 Neema Mazimba

23 Nestory F. Machumbe

24 Hilda P. Maliti

25 Evaritha Amsifu

26 Olais L. Laizer

27 Rajabu I. Shiwa

28 Fedelis I. Mligo

29 Flavian P. Lunkombe

30 Jonas G. Mpita

31 Baraka J. Marwa

32 Muza Mshui

33 Zubeda Msuya

34 Antonia N. Paulo

35 Godwin J. Haama

36 Proscovia B. Ichwekeleza

37 Machano Ali Machano

38 Mohamed A. Juma

39 Maulidi A. Maulidi

40 Vumilia Kakulima

41 Jacob Kechibi

42 Julius M. S. Kawiche

43 Grace L. Penon

44 James C. Kalanje

45 Antony Akwiline

46 Amos Kazinza

47 John F. Ndetico

48 Thadeo Elias

49 John Medard

50 Jones T. Mapande

51 Agnes Mniko

52 Ramie Hud Tagalile

53 Suleiman R. Salum

54 Jumaa Hamza

AUTHORIZED PROCUREMENT AND SUPPLIES

PROFESSIONAL

APPROVED PROCUREMENT AND SUPPLIES

PROFESSIONAL

S/NO. NAME

1 Neema Kengia

2 Mathias M. Alexander

3 Masolwa Galani

4 Castro D. Nzaye

5 Ores R. Shawa

6 Fenias S. Manase

7 Elian W. Sabuni

8 Edina N. Bingola

GRADUATE PROCUREMENT AND SUPPLIES

PROFESSIONAL

S/NO. NAME1 Hilda A. Luhanga

2 Hussein M. Meena

3 Raymond Joseph

4 Oscar B. Hossea

AFFLILIATE PROCUREMENT AND SUPPLIES

PROFESSIONAL

S/NO. NAME

1 Eunice S. Kweka

TECHNICIAN FULL PROCUREMENT AND

SUPPLIES PROFESSIONAL

S/NO. NAME

1 Robert A. Msuya

2 Ruth B. Mkoma

3 Khalil Y. Abdalla

TECHNICIAN PROCUREMENT AND SUP-

PLIES PROFESSIONAL

Registration of Professionals, Technicians and Firms Following the approval of criteria for registration, the PSPTB has now started to regis-

ter Professionals and Technicians as required by Act No. 23 of 2007.

All practitioners in Procurement and Supplies functions are mandatory required by

the Act No. 23 of 2007 to register with the PSPTB. The following are categories cur-

rently available:-

1. Fellow Category This category is open for persons

• previously registered in the Authorised category

• Holding highest professional qualifications such as CSP, CPSP, MCIPS, CPM

• Holding equivalent qualifications as may be determined by the Board from time to

time

• Having an outstanding performance in the professional ladder

• At least 5 years post qualification experience in Procurement and Supply functions

2. Authorised Category This category is open for the persons

• previously registered at the approved category

• Holder of CSP, CPSP, Graduate CIPS

• Any other equivalent qualification to be determined by the Board.

• At least 2 years post qualification experience in Procurement and Supply functions

3. Approved Category This category is open for

• CPSP Fresh Graduate or equivalent qualification to be determined by the Board.

• No post qualification required

4. Graduate Category This category is open for the persons who have the following qualifications

• Fresh graduate with Advanced or Higher Diploma or Bachelors Degree in

Procurement and Supplies Management (NTA7, NTA8) or Profession Level III,

• Any other equivalent qualification as determined by the Board to have satisfied

the requirement that the units covered in the course pursued enables one to be

registered in this category.

• No post qualification experience required.

5. Affiliate Member This category is open for the persons

• From any field of study as spelt out in the PPA provided there is a strong proof of

his/her strong interest in Procurement and Supplies.

• Who can demonstrate strong interest and proof to have experience in

Procurement and Supplies operations in which case Employer’s written cer tifi-

cation is mandatory.

• With registration from respective Professional Board of which PSPTB shall seek

certification in writing from applicant’s Professional Board.

• Not less than a year practicing in procurement and supply related issues a single

segment.

6. Full Procurement and Supplies Technician This category is open for

• Holders of Board’s Foundation certificate, two years Diploma in Materials

Management/Procurement and Supplies, NTA 6, Higher Stores Management or

any other equivalent qualification to be determined by the Board.

7. Procurement and Supplies Technician This category is open for

• Holders of one year Certificate in Materials Management/Procurement and

Supplies, NTA 4/5, Lower Stores Management or any other equivalent qualifica-

tion to be determined by the Board.

8. Registration for Firms and Institutions All private firms offering consultancy/advisory services, training in the area of

Procurement and Supplies or acts as a Procurement and Supplies Agent are required

to be registered with the Board.

NB: The registration also includes both local and foreign experts and firms.

Further details contact:

Executive Director,

PSPTB, P.O. Box 5993, DAR-ES-SALAAM, Tel : 255-22-2865860 Fax. No. 255-22-

2862138 .E-mail: [email protected] Website: http://www.nbmm.or.tz

Please obtain registration forms from the Executive Director’s office Monday

to Friday during office hours or download from Board’s website at www.nbmm.or.tz

PUBLIC NOTICE

PROCUREMENT AND SUPPLIES PROFESSIONALS

AND TECHNICIANS BOARD

Tuesday December 21, 2010 Tanzania Procurement Journal 3

GOODSProcuring entity: National Identification

Authority

Tender No:

Tender Name: Supply of Motor Vehicles.

Lot 1: Supply of 4WD Mini Station Wagon

(6).

Lot 2: Supply of 4WD Hard Top Long

Wheel Base (4).

Lot 3: Supply of 2WD Min Bus 16 Seaters

(2)

Source of Fund: Government of Tanzania

Eligible Firms: National

Method of Procurement: NCB

Price of Bid Document: Tshs 100,000

Contact Address: The Secretary TB,

National Identification Authority, P.O. Box

12324, Dar es Salaam

Deadline: 9th February 2011, 10:00hrs

Procuring entity: Ministry of Water

Tender No: ME/011/2010-11/G/02

Tender Name: Supply of

Lot 1: Motor Cycles.

Lot 2: Three Wheeler Motor Cycles






Ministry of Water, P.O. Box 9153, Dar es

Salaam


Procuring entity: Tanzania Investment

Bank LTD

Tender No: PA/074/2011/HQ/G/01

Tender Name: Supply of Stationeries






Tanzania Investment Bank LTD, P.O. Box

9373, Dar es Salaam


Procuring entity: Tanzania Port Authority

Tender No: AE/016/2010/11/CTB/G/33

Tender Name: Supply of Laptop

Computers (50)






Tanzania Port Authority, P.O. Box 9184,

Dar es Salaam


WORKSProcuring entity: Mbozi District Council

Tender No: LGA/073/W/DIDF/W/2010-

2011/10

Tender Name: Work for Construction of

Mbulu Mlowo Irrigation Scheme






Mbozi District Council, P.O. Box 3, Mbozi


Procuring entity: Longido District Council

Tender No: LGA/06/2010/2011/W/01

Tender Name: Works for Construction of

Lot 1: Four Staff House at Longido Town.

Lot 2: One Staff House at Gelai

Lubambwa






Longido District Council, P.O. Box 84,

Longido

Deadline: 24th January 2011, 13:00hrs

Procuring entity: Tanzania Library

Services Board

Tender No: PA/046/10-11/W/17

Tender Name: Constriction of two

Domitory Blocks, 2No Ablution Blocks

and Associated External Works






Tanzania Library Services Board, P.O. Box



Procuring entity: Karatu District Council

Tender No: LGA/002/2010-

2011/HQ/W/13

Tender Name: Routine, Recurrent

Maintenace, Periodic Maintenance and

Spot Improvement of District and Feeder

Roads






Karatu District Council, P.O. Box 190,

Karatu


Procuring entity: Tanzania National Roads

Agency

Tender No: AE/001/2010-2011/SHY/W/

53 - 56,58 -59, 61 ,62, 66, 69

Tender Name: Maintenance and

Rehabilitation of Various Trunk and

Regional Roads in Shinyanga Region






Tanzania National Roads Agency, P.O. Box

62, Shinyanga


Procuring entity: Tanzania Institute of

Accountancy

Tender No: PA/94/2010-2011/W/02

Tender Name: Construction of Academic

Block at Dar es Salaam Campus




Price of Bid Document: N/A


Tanzania Institute of Accountancy, P.O.

Box 19522, Dar es Salaam

Deadline: 3rd February 2011, 14:00hrs

Procuring entity: Tanzania Institute of

Accountancy

Tender No: PA/94/2010-2011/W/05

Tender Name: Construction for the

Proposed Vertical Extension to the

Classrooms Block at Mbeya Campus






Tanzania Institute of Accountancy, P.O.

Box 19522, Dar es Salaam

Deadline: 3rd February 2011, 14:00hrs

CONSULTANCYProcuring entity: The Commission for

Mediation and Arbitration

Tender No: IE/023/2010-2011/HQ/C/35

Tender Name: Consultancy and

Supervision for Refurbishment of Mbeya

Regional Labour Office


Eligible Firms: National and International

Method of Procurement: NCS


Contact Address: The Secretary TB, The

Commission for Mediation and Arbitration,

P.O. Box 79590, Dar es Salaam


Procuring entity: Tanzania Electric Supply

Company Limited

Tender No: PA/001/10/HQ/C/023

Tender Name: Provision of Consultancy

for Interior Designing and Supervision for

Renovation Refurbishment of Executive

Board Room at Tanesco Head Office

Building - Ubungo Dar es Salaam






Tanzania Electric Supply Company

Limited, P.O. Box 9024, Dar es Salaam

Deadline: 21st January 2011, 14:30hrs

Procuring entity: Tanzania Airports

Authority

Tender No: AE - 027/2010-2011/HQ/C/15

Tender Name: In House Training Services

on Customer Care and (No Suggestions)

Measurement Courses on Complaint

Management Skills for Employees of

Tanzania Airports Authority (TAA)






Tanzania Airports Authority, P.O. Box



Procuring entity: President's Office Public

Service Management

Tender No: RCIP/PO PSM/09/C6

Tender Name: Expression of Interest for

Consultancy Services to Undertake a

Feasibility Study for Enhancing

Accessibility of Land Records (EALR) in

the Ministry of Lands, Housing and

Human Settlement Development






President's Office Public Service

Management, P.O. Box 2483, Dar es

Salaam


Procuring entity: Tanzania Revenue

Authority

Tender No: TMP/PS/10/06

Tender Name: Consulting Services in

Provision of Audit Support on Taxation in

Telecommunication Industry






Tanzania Revenue Authority, P.O. Box




Authority


Tender Name: Consulting Services on the

Development of Corporate Human

Resources Development (CHRD) Policy

and Strategy










Authority


Tender Name: Consulting Services on

Determination of Minimum Rent for

Different Blocks in Dar es Salaam









NON - CONSULTANCYProcuring entity: Institute of Finance

Management

Tender No: PA/016/2010/2011/NCS/08

Tender Name: Running of IFM Canteen






Institute of Finance Management, P.O. Box

3918, Dar es Salaam


THIS section provides summaries of open tender opportunities in procuring entities (PEs). More details of the tenders may be found on PPRA web-

site www.ppra.go.tz. Prospective bidders are required to confirm the information provided hereunder or seek further details from respective PEs.

PROCUREMENT OPPORTUNITIES

Continues on page 4

Tuesday December 28, 2010 Tanzania Procurement Journal 3Tuesday January 18, 2011 Tanzania Procurement Journal 3


PROCUREMENT OPPORTUNITIES

Procuring entity: Tanzania Electric

Supply Company Limited

Tender No: PA/001/10/HQ/N/09

Tender Name: Repair, Maintenace and

Servicing of Air Conditioning for the

Head Office






Tanzania Electric Supply Company

Limited, P.O. Box 9024, Dar es Salaam



Bank LTD


Tender Name: Provision of Security and

Cleaning Services







9373, Dar es Salaam



Bank LTD


Tender Name: Maintenance and Servicing

of Computers, Printers and Local Are

Network







9373, Dar es Salaam


Continued from page 3

Editorial Board for TanzaniaProcurement Journal

Dr. Ramadhan S Mlinga... Chairman

Dr. Laurent M. Shirima...Member

Eng. Ayub O. Kasuwi ... Member

Mr. Peter M. Shilla ...Member

Mr. Christopher E. Mwakibinga ... Member

Eng. Mary M. Swai ...Member

Eng. Eva Lupembe ... Member

Mrs. Coleta Mnyamani ... Secretary

Eng. H.N Ilahuka ... Editor

TPJ is published by PPRA every Tuesday

Contacts:

Public Procurement Regulatory Authority

(PPRA), PPF Tower, 8th Floor,

PO Box 49, Dar es saalam.

Tanzania

Tel: +255 22 2121236;

Fax: +255 22 2121238

email: [email protected];

Website: www.ppra.go.tz

According to Dr. Tesha, the November 2010 Examination Session was the first Examination under PSPTB based on the new pro-

fessional syllabus which was approved in 2009 and became operational in January 2010. The new syllabus was prepared to take

into account the provisions of the new PSPTB Act 2007 which became operational on 7th July 2009.

Dr Tesha further reported that they had registered 2,554 candidates for examination, of whom 2,351 attempted the exams represent-

ing 92.1% of the candidates. He further reported that 970 candidates equivalent to 41.3 candidates passed their exams, 1030 can-

didates equivalent to 43.8% failed in some subjects required to repeat the fails exams and 352 candidates equivalent to 14.9% have

failed.

Below is the results summary for the 1st PSPTB exams held in November 2010

PSPTB penalises five candidates over Irregularity in the ExaminationContinued from page 1

EXAM STAGE REGISTRATION

ATTEMPTEES PASS REFERRAL FAILURES

NO. % NO. % NO. % NO. %

Basic I 148 137 100 38 27.73 44 32.12 55 40.15

Basic II 110 104 100 51 49 34 32.7 19 18.3

Foundation I 371 356 100 110 30.9 173 48.6 73 20.5

Foundation II 439 416 100 135 32.5 217 52.2 65 15.3

Procurement I 252 223 100 93 41.7 104 46.6 26 11.7

Procurement II 232 209 100 89 42.6 108 51.7 12 5.7

Procurement III 127 115 100 50 43.5 54 46.95 11 9.6

Procurement IV 612 537 100 223 41.5 244 45.4 70 13.1

Procurement V 102 93 100 20 21.5 52 55.9 21 22.6

Research Paper 161 161 100 161 100 0 0 0 0

TOTAL 2,554 2,351 100 970 41.3 1030 43.8 352 14.9

The Public Procurement Appeals

Authority has upheld an appeal

regarding the tender for car parking

revenue collection, saying that the suspen-

sion of the tender process was not proper at

law.

The Appeals Authority has therefore

ordered conflicting parties to finalise the

tender process by signing the contract and

to start execution of the contract on 1

January 2010. It has also ordered that each

party bear their own costs.

The appeal was filed by Pigadeal

Enterprises Limited after being dissatisfied

with the decision of Arusha Municipal

Council’s alleged failure to perform the

contract with the appellant due to court

injunction order effected by one of the

unsuccessful bidders.

PPAA noted that the Resident Magistrate’s

court acted beyond its conferred jurisdic-

tion in ruling that the municipal council

should not award the tender under appeal

as by that time the said tender had already

been awarded to the appellant.

PPAA contended that once a procurement

contract has entered into force the only

recourse open to tenderers to challenge the

award was to lodge an appeal with the

Appeals Authority as per section 82(2) of

the Act.

The Appeals Authority remarked that it

would not be fair to penalise either party

for the decision that was beyond their pow-

ers. Accordingly the authority accepts the

appellant’s prayer for the finalisation of the

tender process by signing the contract.

During the hearing the respondent conced-

ed that they did not reply to the letters

received from the appellant – an act which

the Appeals Authority saw as a lack of seri-

ousness which defeats the principles of

good governance.

The Appeals Authority is of the view that

the fee of TShs. 100,000 charged on the

tender documents was “on the high side”

and contrary to regulations. It recommend-

ed that the municipal council prepare a

simple tender document in Kiswahili

which would be easily understood.

Suspension of car parking tender process not proper -PPAA

Tuesday December 21, 2010 Tanzania Procurement Journal 5

PROCUREMENT REPORTS

Tuesday December 28, 2010 Tanzania Procurement Journal 5Tuesday January 18, 2011 Tanzania Procurement Journal 5

The post-audit follow up carried out

by PPRA has shown that Mwanga

District Council’s road towards com-

plying with the requirement of the

public procurement act and guidelines,

is still long and requires extra efforts.

According to the report released in

September, 2011, the Council’s per-

formance in 10 out of 13 compliance

indicators set by PPRA, was below the

levels required, which also explains

the slight improvement in compliance

levels as revealed by post-audit review

which is 47% compared to 32% found

during the audit.

In order to be within the requirement

of the law, the report recommends the

Council to establish PMU in accor-

dance with the procurement act; pre-

pare and implement the annual pro-

curement plans; create independences

among various procurement functions

in the organization; select and use

appropriate methods of procurements,

among others.

The procurement audits and post-audit

reviews are aimed at ensuring that all

procuring entities in Tanzania com-

plies with the public procurement act,

regulations and various PPRA guide-

lines.. According to statistics, so far

219 entities have been audited since

2007 and follow up to 136 entities

have been made.

A complete audit follow up report for

Mwanga District Council is on page 6

Mwanga District council fails to meet

requirements of public procurement

Through the Ministry of Finance and Economic Affairs, the Government of the United

Republic of Tanzania intends to formulate the National Procurement Policy for the Public

Sector. The formulation process which is at the initial stages is expected to be complet-

ed by July, 2011.

The motive behind such an intention emanates from the significant contribution the

Public Sector Procurement has to the development of the nation. The available evidence

shows that Public Procurement is the only function which is used to implement a larger

part of Government budget covering purchases of goods, services and works. Being an

important component of public expenditure, Public Procurement has been taken to be

among important yardsticks in determining prudence in public expenditure and hence

becomes among measurements used to determine the levels of good governance.

Apart from several measures that have been taken to strengthen Public Procurement in

the country, the importance of establishing the National Procurement Policy for the

Public Sector which will provide for the general direction of such an important govern-

ment function has now become more critical. The many challenges that have been expe-

rienced which are associated with procurement point to the need of having the

Procurement Policy. Apart from being useful in controlling Government expenditures as

well as ensuring the achievement of value for money objective, Public Procurement can

be used as a tool to pursue other Government objectives such as the involvement of

SMEs in Government Procurement Markets, environmental protection, war against child

labour, promotion of local industries and so on. It is therefore that, the Government in

collaboration with stakeholders intends to formulate a National Procurement Policy so as

to strengthen this important area by providing a general guidance that incorporates both

the expectations of the Government as well as stakeholders.

STAKEHOLDERS PARTICIPATION

At this preliminary stage, the Government would like to involve stakeholders to suggest

important areas to which they would like the expected procurement policy to address.

The Government is therefore inviting individuals, public institutions, private sector agen-

cies, civil society organs including religious bodies, and other stakeholders to contribute

their proposals.

Interested parties are advised to send their proposals using the following address:

Director of Public Procurement Policy Unit, Ministry of Finance and Economic Affairs, P. o Box 9111,

DAR ES SALAAM, TANZANIA

Telephone: +255 22 2129450

Fax: +255 22 2129644

Email: [email protected]

Permanent Secretary,

Ministry of Finance and Economic Affairs

THE UNITED REPUBLIC OF TANZANIA

MINISTRY OF FINANCE AND ECONOMIC AFFAIRS

FORMULATION OF A NATIONAL PROCUREMENT POLICY FOR THE

PUBLIC SECTOR

THREE DAYS PROCUREMENT CONTRACT MANAGEMENT WORKSHOP

Venue: St. Gasper Hotel –Dodoma Municipality

Date: 26th to 28th January, 2011

Overview

A programme is designed to provide participants with the ability to deliver sustainable total cost

savings to their organizations through actively managing their suppliers.

Key benefits

This workshop will help you to:-

• Maximize the contribution that sound contracts administration can make within your organization

• Understand the strengths and the weakness within contract law.

• Gain an understanding of contractual risks and how to handle it them

• Negotiate better-both individually and in teams

Who should attend?

• Purchasing/procurement officers and supplies officers

• Member of Tender Boards

• Evaluation team

• Those involved in setting up or negotiating contracts

• Those involved in managing the contracts or commercial function

• Lay persons who find themselves responsible for contractual or commercial matters

Workshop (Programme) Contents

Professional contract administration, risks, rules and relationships

Understanding the legal environment and administration techniques

Contract terms and conditions and contract scenarios

Intellectual property rights

The keys to contract control and Monitoring

Public Procurement Act No. 21 of 2004 and its Regulations (GN. No 97 & 98).

Public Finance Act No 6 of 2001 and its amendment.

Course Fee: Tshs 400,000/= per participant.

For further details contact:

EXECUTIVE DIRECTOR,

PSPTB,

P.O. Box 5993, DAR-ES-SALAAM,

Tel . No. 255-22-2865860

Fax. No. 255-22-2862138

Email:[email protected]

PROCUREMENT AND SUPPLIES AND PROFESSIONALS

AND TECHNICIANS BOARD


PROCUREMENT REPORTS

Procurement audit follow-up results for procurement carried out in financial year 2009/2010

Continues on page 7

On 17th September 2010, the Monitoring and Compliance Committee of the Board of

Directors of PPRA approved the report on the audit follow-up exercise which was conducted

in 91 procuring entities to assess implementation of audit recommendations issued after the

procurement audits in the financial years 2007/08 and 2008/09. The follow-up audits indicat-

ed a remarkable compliance improvement from average levels of compliance of 50% and

55% in the financial years 2007/2008 and 2008/09 respectively, to an average level of com-

pliance of 73% which was above the target. PPRA had a target of ensuring that the average

compliance level of procuring entities reaches at least 69% by the end of the FY 2009/10 and

eventually 80% by the end of the financial year 2010/11.

This report is a continuation of results of 91 audited procuring entities.

Mwanga District Council

After the assessment it was observed that the average level of compliance of the entity

increased from 32% to 47%. On one hand, the performance was above the target of 69% in

three out of thirteen indicators namely: Establishment and Composition of Tender Board;

Advertisement of bid opportunities and Time for preparation of bids. On the other hand, the

average performance was below the target on the following ten indicators: Establishment and

Composition of PMU; functioning of AO, TB, PMU and User Departments; Preparation of

Annual Procurement Plan; Complying to compulsory approvals; Publication of contract

awards; use of appropriate methods of procurement; Use of Standard Tender Documents;

Records Management; Quality assurance and Contract Management.

Observations during the 2007/2008financial year procurement audit

Observations during the 2009/2010financial year audit follow-up

Establishment and Composition of Tender

Board

It was observed that the Council has been

established its Tender Board as required by

Section 28 of the Act and Section 2 of the

Second Schedule of PPA of 2004 and

Regulation 7 (2) of GN 177 of 2007 for the

Local Government.

Establishment and Composition of Tender

Board

The composition of Tender Board is still the

same.

Establishment and Composition of PMU

It was observed that the Procurement

Management Unit was:-

• Established as procurement Committee.

• Does not have adequate space and facilities

to execute its duties.

• Does not appear in the Organization Chart

Establishment and Composition of PMU

The follow up team noted that, the establish-

ment of the Procurement Management Unit is

still the same. However the Council’s

Organization Structure shows that PMU

reports directly to AO as required by

Regulation 22 (5) of GN 177 of 2007 for the

Local Government.

Functioning of AO, TB and PMU

It was observed that there were interference

of functions and power within the Council as

follows:-

• PMU communicate award decisions

• Evaluation committee reports to TB instead

of PMU

• User departments handle their procurements

on their own without the knowledge of PMU.

Functioning of AO, TB and PMU

The team noted that:-

• The AO communicate award decisions.

• In few occasions the Secretary of TB com-

municates award decisions contrary to

Section 33 (f) and 35 (p) of PPA, 2004.

• District Engineer granted extension of time

instead of AO contrary to Regulation 118 (1)

of PPR 2005.

Preparation of Annual Procurement Plan

It was observed that the Council prepared an

Annual Procurement Plan for the FY

2007/2008 without using PPRA templates.

Preparation of Annual Procurement Plan

The follow –up team observed that:-

• The Annual Procurement Plan (APP) as

observed in previous audit prepared for indi-

vidual departments on quarterly basis.

• Does not indicate processing time and meth-

ods of procurement.

• Does not consolidate and aggregate all the

Council’ requirements as required by

Section 45 of PPA, 2004 and Regulation 46

& 48 of GN No. 97 of 2005.

Approvals

It was observed that the Council did not

approve tendering documents as required by

Regulation 80 (3) of GN No. 97 of 2005.

Approvals

The team observed that the Council Tender

Board approves recommendations of the ten-

der evaluation reports and awards decisions,

variations. But as observed in previous audit,

no approval granted to tender notices and ten-

dering documents contrary to Regulation 80 (3

and 4) of GN No. 97 of 2005 and Regulation

18 (c) & 19(a) of GN 177 of 2007 for the

Local Government. Further, minor value pro-

curements were not endorsed as required by

PPA, 2004 and LGR, 2007.



Advertisement of Bid Opportunities

It was noted that tenders were advertised

through Notice board of the council.

Advertisement of Bid Opportunities

The follow up team noted that, the Council

advertised its bid opportunities through the

Council Notice Board and through local

news papers of wide circulation pursuant to

Section 61 (2) of PPA 2004 and Regulation

80 (5) of GN No. 97 of 2005. However, the

Council did not submitted copies of the

advert to PPRA to be posted into PPRA web-

site and Tanzania Procurement Journal as

required by Regulation 9 (1) of GN No. 97 of

2005.

Publication of Awards

The Audit revealed that the results of contract

awards were not published to the public in the

Financial Year 2007/08, and all procurements

done by the Council were not submitted for

posting into the PPRA’s website and journal

as required by Section 55(8) of PPA, 2004.

Publication of Awards

It was observed that the situation is still the

same.

Time for Preparation of Bids

There was no evidence that appropriate time

was given for procurement of goods through

quotations.

Time for Preparation of Bids

Documents reviewed by the follow up team

indicate that, sufficient time provided to bid-

ders to prepare and submit their bids/quota-

tions as per the third schedule of GN 97 of

2005.

Methods of Procurement

The audit revealed that the Council applied

NCT to all tenders. However, the values of

most of tenders lie within competitive quota-

tion threshold.

Methods of Procurement

Currently the Council uses NCB, non com-

petitive Quotations/minor value procure-

ment methods in the FY 2009/2010. Since

the plan does not indicate methods of pro-

curement and processing time, the teams

failed to suggest whether methods used are

in line with the Values of procurements and

limits stipulated in the second schedules of

GN No. 97 of 2005.

Use of Standard Tender Documents

Documents reviewed indicated that standard

tendering documents issued by PPRA were

not used contrary to the requirements under

Regulation 83 (3) & (4) of GN No. 97 of

2005.

Use of Standard Tender Documents

The team observed that contrary to the

requirement of Section 63 of PPA of 2004,

the Council did not use standard tendering

documents for procurement of goods and

non consultancy services.

Record Keeping

The audit revealed that all procurement

records are scattered in different location in

different files.

Record Keeping

The team observed that record keeping sys-

tem used by the Council was still unsatisfac-

tory. Some of procurement records were

scattered in different files and some were

kept in other user departments contrary to

the requirement of Section 35 (m) & 56 of

the PPA No. 21 of 2004 and Regulation 23

(m) of GN 177 of 2007 for the Local

Government.

Assessment of the implementation of specific audit recommendations

Tuesday December 21, 2010 Tanzania Procurement Journal 7Tuesday December 28, 2010 Tanzania Procurement Journal 7Tuesday January 18, 2011 Tanzania Procurement Journal 7

PROCUREMENT REPORTS

Other issues observeda) The Council Tender Board did not

separate tender opening minutes and

tender Board minutes for the meet-

ings they convene. Example TB min-

utes dated 4th October, 2009, 11th

June, 2010 and 8th March, 2010

revealed that TB minutes includes

information regarding both the tender

opening proceedings and adjudica-

tion of the board. In addition, opening

checklists were not filled during

opening proceedings.

b) Contrary to Regulation 65 (2) of GN

No. 97 of 2005 the Council used

Engineers estimates to evaluate bids,

instead of using criteria which have

already being stated in the bidding

documents. It was also observed that

evaluation guidelines prepared and

issued by PPRA for evaluation

process were not applied.

c) Monthly and quarterly reports are not

prepared and submitted to PPRA as

directed by the SCMP. However there

were no evidence for, the PMU

preparation and submission of

monthly procurement report to

Tender Board contrary to Sect. 35 (o)

of PPA of 2004.

d) Contrary to Regulation 90 (4) of G.N.

No. 97 of 2005, the Council did not

evaluate tenders by using the same

criteria stated in the bidding docu-

ments and the necessary attachments

were not attached to the evaluation

reports such as tender opening min-

utes, tender opening checklists and

covenants.

e) Contrary to Regulation 97 (13) & (14)

of G.N. No. 97 of 2005 the Council

did not notify PPRA, within three

days of sending an acceptance notice

to the supplier, service provider, con-

tractor or asset buyer; the name of the

person or body to whom the contract

is awarded, the amount of tender or

proposal and the date on which the

award was made.

f) Contrary to Regulation 97(13) of GN

No.97 of 2005, the Council did not

notify PPRA, within three days of

sending an acceptance notice to the

supplier, service provider, contractor

or asset buyer; the name of the person

or body to whom the contract was

awarded, the amount of tender or pro-

posal and the date on which the

award was made.

g) The tendering documents revealed

that, standard tendering documents

were only used for procurement of

works. However, most of goods and

services were procured through LPOs

by using non competitive quotations.

Recommendationsa) PMU should be established pursuant

to the requirements of section 34(1)

and (2) of PPA 2004;

b) The Accounting Officer should notify

the Authority the composition of

Tender Board as required by Section

29 (1) of PPA 2004;

c) Annual Procurement Plan should be

prepared by using templates issued

by PPRA through government circu-

lar Ref. No.PPRA/CPR/253/2 dated

18th September, 2006 and should

consolidate all requirements of the

Council as required by Section 45(b)

of PPA 2004 and Regulation 46 of

GN 97 of 2005;

d) Functions of the AO, PMU, TB,

Evaluation Committee and User

departments should be independent

as required by Section 38 of PPA,

2004;

e) Methods of procurement should com-

ply with threshold stipulated in the

Second Schedules of GN No. 97 of

2005;

f) Minor value procurements should be

approved by at least two members of

the Tender Board as required by the

first schedule of GN. No. 97 of 2005;

g) All records of procurement should be

maintained and archive by PMU as

required by Section 35(m) & 56 of

PPA, 2004;

h) The Accounting Officer should

appoint inspections and acceptance

committees to inspect all goods,

works and services delivered by the

Council pursuant to Regulation 126-

128 of GN 97 of 2005 and produce

reports;

i) The Council should use the appropri-

ate Standard Bidding Documents

(depending on the value and meth-

ods) issued by PPRA as per the

requirement under Regulation 83(3)

of GN No.97 of 2005, Regulations

51(2) and 52(2) of GN No. 98 of

2005 and Regulation 25(7) of GN.

No. 177 of 2007;

j) Tender notices shall be submitted to

PPRA for posting into PPRA’s web-

site and Tanzania procurement

Journal as required under Regulation

9(a) and Regulation 7(a) of GN No.

97 and GN No. 98 of 2005 respec-

tively;

k) The Council should disclose to the

public award decisions as required by

PPA, 2004 & PPR, 2005; and

l) The Council should manage its con-

tracts effectively. Supervising

Officers for works contracts should

ensure that site meetings are held and

minutes are prepared, progress

reports are prepared as part of moni-

toring the implementation of the proj-

ect. The reports should include

progress against the programme of

works, resources on site, plants and

equipments which are working/ idle,

weather conditions, reasons for

delays etc. Furthermore, payments

certificates should be accompanied

with site inspection reports to justify

the quantities paid.

Continued from page 6

Procurement audit follow-up results for procurement carried out in financial year 2009/2010



Quality Assurance

The audit revealed that the AO did not

appoint inspection and acceptance commit-

tees to inspect all goods delivered by the

Council as required by Regulations 126 (1)

and 127 of GN 97 of 2005.

Quality Assurance

The follow – up team observed that the sit-

uation is still the same, but the District

Engineer inspects the works and issue cer-

tificates. However, progress reports are not

prepared to justify the quality of the works.

Contract Implementation

The audit revealed that progress reports were

not prepared.

Contract Implementation

It was observed that contract register indi-

cated that ten (10) works contracts were

implemented during the year 2009/2010.

But in absent of progress, final reports and

handing over certificates, the team failed to

suggest that all contracts have been com-

pleted according to the terms and condi-

tions of the contract.


TENDER AWARDSName of PE Tender No. Tender description Firm awarded Currency and

amount

Date of

award

Tanzania

Broadcasting

Corporation

PA/084/2009-

10/HQ/N/06

Supply and installation of fire

fighting equipment to TBC

M/s Western Business

Link

Tsh.

50,468,600.00

24-Jun-10

PA/084/2009-

10/HQ/N/05

Provision of dept collection

Agency

M/s Majembe Auction

Mart Ltd

10% chargeable

on amount to be

collected

21-Jun-10

Bank of

Tanzania

Collection and analysis of

quarterly manufacturing data

National Bureau of

Statistics

Tsh. 7,500,000.00 30-Sep-10

Provision of cleaning services M/s Masu Intertrade Ltd Tsh.

71,194,200.00

30-Sep-10

Provision of hygiene services

for office building at Zanzibar

branch

M/s Rentokil Initial

Tanzania Ltd

Tsh.

49,800,000.00

30-Sep-10

Ministry of

Home Affairs

Provision of internet connec-

tivity

M/s SimbaNet (T) Ltd Tsh. 7,800,000.00 20-Sep-10

RAS- Mbeya RAS.007/2009/20

10/G/04 - Lot 1

Supply and installation of

mortuary cold room to accom-

modate 28 bodies

M/s Quality Trade and

Distridution Ltd

Tsh.

98,521,670.05

06-Apr-10

RAS.007/2009/20

10/G/04 - Lot 2


laundry equipmemt at the

region hospital

M/s Anudha Ltd Tsh.

118,600,000.00

24-Apr-10

RAS.007/2009/20

10/G/04 - Lot 3

Supply and installation of hos-

pital equipment at the

Regional Hospital

M/s Lab equipment Ltd Tsh.

381,697,628.70

06-Apr-10

RAS.007/2009/20

10/G/04 - Lot 4


standby generator at the

Regional Hospital

M/s Techno Services

International Ltd

Tsh.

136,073,965.60

06-Apr-10

RAS.007/2009/20

10/G/04 - Lot 5

Purchase of curtains for state

lodge and RC's house- Mbeya

M/s Derma Internation

Ltd

Tsh.

27,780,150.00

27-Oct-10

Ministry of

Infrastructure

and

Development

10002/2009/2010 Supply of motor cycle for

Centre & Local Authorities

M/s Simbanet (T) Ltd Tsh.

118,750,000.00

27-Oct-10

10003/2009/2010 Supply of motor cycles for

central and local Authorities

M/s Quality motors Ltd Usd. 443,739.00 27-Oct-10

10004/2009/2010 Supply of motor cycles for


M/s Incar Euro. 144,200.00 27-Oct-10

10005/2009/2010 Supply of motor vehicles for


M/s Hyundai Usd. 882,000.00 27-Oct-10

10006/2009/2010 Supply of motor vehicles for


M/s Toyota Ltd Jpy.

1,687,631,678.00

+ 1,005,360.00 &

local charges Tsh.

953,500,000.00

27-Oct-10

10007/2009/2010 Supply of tyres and tubes M/s Semvua Enterprises

Ltd

Tsh.

151,098,448.20

29-Dec-09

10008/2009/2010 Supply of cleaning materials

and tea entertainment

M/s Straight Solution Ltd Tsh.

29,867,039.00 &

54,214,650.00

29-Dec-09

10009/2009/2010 Supply of computers and

accessories/fax toners

M/s G & L Bright

Agency Ltd

Tsh.

253,539,524.00 &

108,818,740.00

29-Dec-09

010/2009/2010 Supply of office stationeries M/s Step In Ltd Tsh.

63,679,704.00

29-Dec-09

10013/2009/2010 Supply of forest tender fire M/s Jos Hansen Euro. 267,500.00 29-Dec-09

0013/2009/2010 Supply of motor cycle side car

ambulance

M/s The Ranger

Production Co. Ltd

Usd. 3,318,000.00 29-Dec-09

10015/2009/2010 Supply of new ferry at

Msangamkuu crossing-

Mtwara region

M/s Scheeps Bouw

Noord Nederland B.V

Euro.

1,685,593.00

17-Jun-10

10016/2009/2010 Supply of new ferry for

Ruvuma river crossing at

Kilambo- Mtwara Region

M/s Dutchmed Int. B.V Euro.

1,829,000.00

17-Jun-10

10017/2009/2010 Supply of new ferry for

Ruvuma river crossing at

Rusumo- Kagera Region

M/s Dutchmed Int. B.V Euro.

1,770,000.00

17-Jun-10

10018/2009/2010 Supply of lincensed Kaspersky

enterprise space security

M/s Infosysys IPS Ltd Tsh. 9,957,304.50 17-Jun-10

Name of

PE

Tender No. Tender description Firm awarded Currency and

amount

Date of

award

Ministry of

Infrastructu

re and

Developme

nt

10019/2009/2011 Supply of structure cabling of

data and voice communication

services

M/s C-Net Technologies

(T) Ltd

Tsh. 149,750,791.00 17-Jun-10

Dar es

salaam

University

College of

Education

PA/087/g/2009/00

5

Supply of medical equipment

at DUCE

M/s Lab Equip Ltd Tsh. 26,506,200.00 16-Sep-10

Geita

District

Council

GDC/RFUND/R

M-

SI/2009/2010/04

Routine maintenance of

Katoro- Kaseme- Bukombe

boards 14km and Katoro -

Kaduda - Ipalamasa 6km

M/s Kidagaa Construction

Ltd

Tsh. 47,582,000.00 30-Nov-09

GDC/RFUND/R

M-

SI/2009/2010/02

Spot improvement of Ikangala

- Nyungwa- Misungwi border,

Bukwimba- Kabuya, Izunya -

Kafita - Lushimba, Lushimba

- Kayenze

M/s Anifa Supplies Co.

Ltd

Tsh. 61,250,000.00 30-Nov-09

GDC/RFUND/R

M-

SI/2009/2010/01

Spot improvement and routine

maintenance of Geita town

roads

M/s Atha Investment Co.

Ltd

Tsh. 77,672,000.00 30-Nov-09

GDC/RFUND/R

M-

SI/2009/2010/13


Shabaka - Kaboha, Kaboha-

Shibumba - Nyang'wale,

Ibambila - Mikonze, Nyijundu

- Kakola

M/s Confidence

Contractor Ltd

Tsh. 36,150,000.00 30-Nov-09

GDC/RFUND/R

M-

SI/2009/2010/03

Construction of water supply

system at new Geita bus stand

M/s Confidence

Constractor Ltd

Tsh. 57,242,400.00 10-Feb-10

GDC/CDG/BUS/2

009/2010/03

Construction of lined open

channel (stone pitching) grad-

ing and gravelling at Geita

new bus stand


Ltd

Tsh. 98,877,000.00 30-Nov-09

GDC/RFUND/R

M-

SI/2009/2010/09


Kasota - Bugalama - Misri,

Geita - Mkolani - Busekeseke


Ltd

Tsh. 61,500,000.00 30-Nov-09

GDC/RFUND/R

M-

SI/2009/2010/06


Saragulwa - Mgusu road,

maintenance of Buyagu -

Kashishi road, spot improve-

ment and routine maintenance

of Nyantorontoro - Mbabani

M/s Ighway Construction

Co. Ltd

Tsh. 33,340,400.00 30-Nov-09

GDC/RFUND/R

M-

SI/2009/2010/02

Rehabilitation of Ded's house M/s Shija's & Co. Ltd Tsh. 9,601,360.00 06-Dec-09

GDC/RFUND/R

M-

SI/2009/2010/01

Rehabilitation of Ded's office M/s Shija's & Co. Ltd Tsh. 11,206,000.00 30-Nov-09

GDC/RFUND/R

M-

SI/2009/2010/05


Nyarugusu - Wigo - Bukombe

boarder 20km, spot improve-

ment Nyarugusu - Mhama 'B'

Ikima 0.7km

M/s Shekina Engineering

Co. Ltd

Tsh. 24,194,000.00 30-Nov-09

GDC/CDG/EDUC

/2009/2010/01

Rehabilitation and completion

of Ikangala Sec School

M/s Joben Investment Co.

Ltd

Tsh. 13,891,500.00 30-Nov-09

GDC/WR/BD/200

9/2010/05

Periodic maintainance of

Geita - Mkolani - Busekeseke

roads 32km

M/s Icon Engineers Tsh. 93,799,000.00 09-Jun-09

GDC/WR/RD/200

9/2010/01

Road construction at

Bombambili plots area

M/s Icon Engineers Tsh. 99,960,000.00 17-Aug-09

GDC/CDG/BUS/2

009/2010/03

Production of pavement blocks

at Geita Bus Stand

M/s Satelite Contractors

Co. Ltd

Tsh. 218,000,000.00 30-Nov-09

GDC/CDG/BUS/2

009/2010/02

Grading and gravelling at

Geita bus stand

M/s Anifa Supplies Co. Ltd Tsh. 69,545,660.00 30-Nov-09

GDC/CDG/BUS/2

009/2010/05

Spot improvement of Kamena-

Bunegezi - Nyakato, Kamena -

Nyamigogo - Mwingiro etc

M/s Jossam & Co. Ltd Tsh. 55,650.000.00 30-Nov-09

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