Procurement - Checklist

Use this list to help you plan your procurement activities and develop your project
Procurement Information File

General
1 Official project title(s) Titles used by ministry, schools, suppliers, consultants etc.

2 Client Reference(s) Loan reference, ministry file reference etc…

3 Web details URL details, policy, author, publication procedures etc

4 Start and end dates List both program and project(s) start and end dates

5 Total amount Amount allocated to procurement (currency?)

Goods - Equipment, machines, books, off-the-shelf

software, works etc.
Consultants - Training, curricula development, bespoke
software development etc.
Others

6 Sources of funds List all sources and amounts, including local

7 Use of funds Main purpose of the loans/grants/pledges etc.

8 Exclusions Restrictions on use of funds

Expenditure - Items/systems/areas excluded

Bidders - Ineligible countries, organisations etc.

Client - Excluded beneficiaries in client’s organisation

Other

9 Regulations Under which regulations will goods and services be

procured?
10 Tax status What is the tax position of the project, importation, VAT
etc. (Confirm funds available for taxes!)
11 Bank details Client bank details, authorities, limits etc.

12 Payment instruments LOC details etc. Who is responsible for drafting/issuing?

13 Audit What are the financial audit requirements? Who will audit,
what documentation is required etc.
14 Local Preference Is there an incentive for local goods and services? How will
it be applied?
15 Brand names Regulations and exceptions on the use of brand and trade
names in equipment lists and specifications (Note that
“Windows NT” etc. are trade names and require
justification)
16 Copyright Ensure contract protects copyright material

17 Acceptance Procedure for on-site acceptance of goods and training.

Authorities and responsibilities, level of acceptance etc.
(draw-up written procedure)
18 Exceptions What about broken/missing items

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19 Quality control, QA How will the quality/suitability of goods and systems be
ensured/verified/rectified?
20 Methods – Goods: Details of the various procurement methods to be applied
to goods. Standard documents should be developed if not
already available
Local shopping - Ceiling, number of quotes etc.

NCB - Ceiling, advertising period, media, bidding period etc.

ICB - Ceiling, advertising period, media, bidding period,

conferences, languages etc.
Other

21 Methods – consultants Details of the various procurement methods to be applied

to consultant services
Direct - Ceiling, number of CVs required etc.

Quality Based - Applicable areas, ceilings,

individual/company, advertising periods, media
Quality/Cost Based - Applicable areas, ceilings,
individual/company, advertising periods, media
Other

22 Completion and E.g. how will we agree that goods are delivered, training
payment procedure completed etc. what documents will be sent to whom? (How
will we stop payment if necessary!)
23 Tender approval Procedure for review and approval of tender and contract
documents. How long will it take?

Physical Conditions
24 Electricity Single and 3 phase power in country, voltage, frequency
and typical stability, receptacle type
25 Altitude Details of project sites with potential altitude problems,
say 500m and above
26 Civil works Details of any civil works required in the project

27 Access Access problems due to seasonal weather restrictions,

security clearances, planned relocations, size and weight
restrictions at site etc.
28 Health & Safety Details of health and safety policy, regulations, advice etc.

29 Drawings/surveys Are site drawings available/required, who is responsible?

Tender/contract For each tender planned…

30 Bidder qualification What criteria are used for qualification? (Double-check
that you have the latest information!)
31 Local representation What are the requirements concerning local representation
of bidders (office, workshop, technical staff etc.)
32 Types of contract E.g. FOB, CIF, ex-works etc.

33 Budget cost Estimate of cost of goods plus delivery, installation etc. as

required in contract, currency
34 Packets/lots How will the tender be broken down into lots? (Optimise
for maximum supplier interest and economy of scale. Don’t

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 for maximum supplier interest and economy of scale. Don’t
force suppliers to buy from each other!)
35 Bid bond Amount of bid bond required (remember, don’t use a
percentage!)
36 Currency Currency of bids, bonds, guarantees etc.

37 Pricing/contracting How will the bids be priced? E.g. ex-works + delivery, CIF +
breakdown local transportation + separate installation and training
contract?
38 Payment terms Payment terms to be included in contract (should be
justified!)
39 Performance bond Amount of performance bond required

40 Document costs Price of bidding documents, method of payment, use of

funds received
41 Advertising Timing of notice(s) and media to be used

42 Conference Pre-bid conference details if required. Date, time, location,

participants etc.
43 Timing Dates of tender issue, bid deadline etc?

44 Bid opening Date, time, place, participants etc. (draw-up a written

procedure)
45 Evaluation When will evaluation take place, who is responsible,
criteria, exchange rates, duration estimate etc. (refer to
written procedure)
46 Post award information Information required from successful bidder prior to
award (information it would be unreasonable to ask of all
bidders at the time of bidding)
47 Equipment lists Are lists available? Are they current? Who will develop and
approve the equipment lists? When will they be ready?
48 Specifications Are specifications available? Are they current? Who will
draft/write specifications?
49 Software Have requirements for software been expressed in the
most efficient manner, e.g. country, site or single user
licence?
50 Approval How will lists and specifications be checked/approved?
Who is responsible? Who should be consulted?
51 Budget prices Source of item budget prices, factors, updates etc.

52 Drawings Requirements/availability of equipment/systems drawings.

Are they required as part of the bid?
53 Services Incidental services to be included in contract(s). Local
transportation, installation, training, maintenance,
equipment registration, technical libraries etc
54 Inspection Pre, and post delivery inspection requirements. Who is
responsible, certification methodology etc.
55 Logistics management Who will manage logistics, client, supplier or other? What
are the ownership and risk implications?
56 Casing and packing Packing and casing rules. E.g. casing should reflect physical,
rather than administrative, site but accommodate local
responsibilities and authorities.
57 Freight Freight forwarding company details

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58 Hazards Chemical, radioactive and other hazards expected in cargo.
Relevant regulations to apply.
59 Customs Customs clearance agent details

60 Taxes etc. Confirm that all client liabilities are in place

61 Insurance Insurance cover required from supplier, subcontractors

and client. Details of risk transfer points, pricing in bid.
62 Local delivery Responsibilities, costs etc. details of local contractor

63 Delivery points Draw-up site distribution matrix. Provide contact point at

each site.
64 Unloading Responsibility for unloading (check against insurance risk).
Documentation?
65 Unpacking Responsibility for unpacking (check against insurance risk).
Documentation?
66 Installation Responsibility for installation (check against insurance
risk). Documentation? Refer to installation schedule
67 Commissioning Ditto

68 Training Special training needs, on-site, national seminars, overseas

etc. Certification (Distinguish between operator, and
application training). Will training be evaluated in the bid?
69 Registration Goods registration requirements, responsibilities

70 Technical manuals Quantities required, electronic copies, technical libraries

etc
71 Spare parts Spare parts requirements. Who decides, accepts? Supplier
stocks and price lists? Local availability?
72 Consumables Initial supply of consumables required. Local sources for
further supplies.
73 Warranty Minimum warranty period required. Incentives for longer
periods? Manufactures’ extended warranties, registration
with suppliers

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