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User Guide For The Preparation of The Procurement and Disposal Plan Templates
User Guide For The Preparation of The Procurement and Disposal Plan Templates
Authority
JULY 2012
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA
Table of Contents
ACRONYMS.................................................................................................... III
1.0 INTRODUCTION........................................................................................... 1
1.1 PURPOSE OF THE USER GUIDE ..........................................................................................1
2.0
TEMPLATES.............................................................................................. 2
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012
ii
Acronyms
ADP
APP
CC
PDE
PDU
PPDA
PPDA Act
Regulations
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012
iii
1.0 Introduction
In accordance with Section 58 of the PPDA Act, 2003 a Procuring and Disposing Entity
(PDE) is required to plan its procurements and disposals.
The Authority has developed the following procurement and disposal plan templates to be
used by the PDEs to develop procurement plans and disposal plans:
i. User Department Procurement Plan
ii. Annual Procurement Plan
iii. Annual Disposal Plan
The purpose of the above templates is to provide PDEs with standardised documents to be
used as models that will assist them in fulfilling the requirement of procurement and disposal
planning. These plans shall be displayed on the PDEs procurement and disposal notice
boards for at least 20 working days from the date of approval of the plans by the Accounting
Officers.
The annual procurement plans, the user department procurement plans and annual disposal
plans are to be submitted to the Secretary to the Treasury and the Authority during the month
of July of each financial year. Entities should also submit a soft copy to the Authority to
plans@ppda.go.ug.
The annual procurement and disposal plans may be updated and where changes are made to
an existing plan, the PDE shall notify the Secretary to the Treasury and PPDA by submitting
the updated and approved plan.
Please note that the procurement plans should be linked to the Output Based Tool (OBT)
procurement plans to ensure that the contract signature dates is in the same quarter with that
under the OBT. This will ensure timely availability of funds before contract signature.
1.1 Purpose of the User Guide
This User Guide has been prepared to provide guidance to public officials in the correct use
of the User Department Procurement Plan, Annual Procurement Plan (APP) and Annual
Disposal Plan (ADP) Templates.
The information in this User Guide is intended to guide the User Departments and
Procurement and Disposal Unit (PDU) staff in the preparation of Procurement and Disposal
Plans in compliance with the Public Procurement and Disposal of Public Assets (PPDA) Act
and Regulations, 2003.
The APP Templates have been designed to:
(a) Simplify the drafting of individual Procurement Plans by Procurement and Disposal
Units;
(b) Minimise the time spent by User Departments and Procurement and Disposal Units to
prepare annual Procurement Plans;
(c) Enable PDEs monitor all planned procurements and ensure that they follow the right
procedures and observe target dates; and
User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal
Plans
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(d) Enable the Authority to monitor the procurement volumes for PDEs in the respective
Financial Years.
2.0
Templates
The User Department Procurement Plan template is designed for use by all the User
Departments (including Units, projects, and any subdivision within the PDE). It is submitted
to the Head PDU by the Head of the User Department for consolidation of similar
requirements required within the same period and with similar funding sources. Below is the
format of the template for the User Department Procurement Plan.
User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal
Plans
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User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
Quantity/ Unit
of Measure
Financial Year
Currency and
Estimated cost
Source of funding
1
2
3
4
5
6
7
8
9
Prepared by User:
Name:
. Name:
Name:
Signature:
. Signature:
Signature:
Date:
. Date:
Date:
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012
Page 3 of 22
S/No.
Subject of Procurement
Quantity/ Unit of Measure
Currency and estimated cost
Source of funding
Date when supplies/ services/works are required
1. In preparing the User Department Procurement Plan, the User Department should start by
indicating the name of the PDE, the User Department and the Financial Year for which
the plan is being prepared.
2. Column 1: Indicate the serial number of the requirement e.g. 1, 2, 3, 4...
3. Column 2: Indicate a brief description of the procurement e.g. supply of two computers,
construction of 2 classroom block, routine maintenance of 12 Km of XXX road
4. Column 3: Indicate the quantity and the unit measure of the requirement e.g 3 vehicles, 2
laptops
5. Column 4: Indicate the currency and estimated cost of the requirement. Reference should
be made to the market prices within the region and PPDAs updated list of common user
items.
6. Column 5: Indicate the source of funding for the procurement e.g GOU, WB, IFAD, EU
etc
7. Column 6: Indicate the date when supplies/ services/works are required by the User
Department e.g September 2012, January 2013 etc
2.2
The Annual Procurement Plan template is designed for use by the Procurement and Disposal
Unit (PDU) for consolidation of all the procurement requirements from all the User
Departments for supplies, services and works. The PDU should aggregate similar
procurement requirements within the same period of time to enjoy economies of scale and to
reduce procurement costs.
The PDU should make use of framework contracts for requirements which are required
repeatedly over a set period of time.
The Authority has developed two templates:
i. For submission to the Secretary to the Treasury, PPDA and publication on the PDEs
notice board; and
ii. For internal use to monitor the implementation of the planned vis-a-vis the actual
implementation of the Procurement Plan.
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012
Page 4 of 22
2.2.1 Template of Annual Procurement Plan for goods, works and non-consultancy
services for submission to the Secretary to the Treasury, PPDA and publication on the
PDEs notice board
This template is divided into fourteen (14) separate columns. PDUs are required to fill in all
parts of the Plan. It is advised that goods, works and non-consultancy services are separated
for ease of review. The template comprises of the following;
Column A:
Column B:
Column C:
Column D:
Column E:
Column F:
Column G:
Column H:
Column I:
Column J:
Column K:
S/No
Subject of procurement
Currency
Estimated cost
Source of funding
Procurement method
Contract type
Pre-Qualification (Yes or No)
Invitation and award of bids with four (4) sub columns on bid invitation date,
bid closing/opening date, approval of evaluation report and award notification
date.
Contract signing date
Completion date
The APP template for supplies, works and non-consultancy services shall be prepared and
signed by the Head of PDU and approved by the Accounting Officer before submitting to the
Secretary to Treasury and PPDA.
The information captured in this template is extracted from the Procurement Plan for goods,
works and non-consultancy services for internal use.
Guidance notes on how to fill in the corresponding columns are provided under Annex I.
User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal
Plans
Page 5 of 22
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
PDE Name:
Financial Year:
S/No
Subject of
procurement
Currency
Estimated
cost
Source of
funding
Procurement
method
Contract
Type
PRE-QUAL
(Yes or No)
Bid
invitation
date
Prepared by
Name:
Signature:
Designation:
Bid closing/
Opening
date
Approval
evaluation
report date
Contract
signing
date
Award
notification
date
Head PDU
Date:
Approved by
Name:
Signature:
Designation:
Date:
Accounting
Officer
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012
Page 6 of 22
Completio
n date
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012
Page 7 of 22
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
PROCUREMENT PLAN FOR CONSULTANCY SERVICES - FOR SUBMISSION TO THE SECRETARY TO TREASURY, PPDA
AND PUBLICATION
Procuring and Disposing
Entity:
Financial Year:
S/N
Subject of
procurement
Currency
Estimated
cost
Source of
funding
Procurem
ent
method
Contract
type
Invitation of
Expressions of
Interest date
Prepared
by
Name:
Signature
:
Designati
on:
Date:
Approved
by
ClosingOpening
date
Approval
of
shortlist
Notificati
on date
Invitation
of
proposals
date
Submission/
opening
date
Approval
of final
evaluatio
n report
Notific
ation
date
Completion
date
Contract
signing
date
Name
Signatur
e:
Designa
tion:
Date:
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012
Page 8 of 22
S/No
Subject of procurement
Plan vs. Actual
Basic Data (currency and estimated cost, source of funding and procurement
method)
Column H-M: Prequalification (document, invitation date and evaluation)
Column N-U: Invitation for bids and Evaluation (invitation for bidding, bid evaluation and
contract award)
Column V-W: Contract finalisation (contract signature and contract completion)
The APP template shall be prepared and monitored by the PDU through filling in the planned
dates and the actual implementation dates. Data entered into this template is linked to the
template for submission to the Secretary to the Treasury, PPDA and for publication.
Guidance notes on how to fill in the corresponding columns are provided under Annex I.
Below is the format of the template of the APP for supplies, works and non-consultancy
services for internal use.
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012
Page 9 of 22
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
PROCUREMENT PLAN FOR GOODS, WORKS AND NON-CONSULTANCY SERVICES - INTERNAL USE
Name of Procuring Entity:
Financial Year:
Basic Data
Pre-qualification
Document
S/No
.
Subject of
Plan vs.
Procurement
Actual
Invitation Date
Evaluation
Bidding Documents
Curr
ency
Completio
Estimated
Source of
Procurement
Cost
Funding
Method
Preparation by
PDU and CC
submission
Approval by
Invitation
Closing-
Submission
Approval by
CC
Date
Opening
Evaluation Report
CC
Prep &
Submission
by PDU
Approval
by CC
Bid
Invitation
Date
Bid ClosingOpening
Submission
Bid Evaluation
Report
Approval by
Approval by
CC
SG
Contract
Signature
Plan
Actual
Plan
Actual
Plan
Actual
Name:
Signatu
re:
Design
ation:
Prepared by
Procurement Officer
Date:
Approved by
Name:
Signatu
re:
Design
ation:
Head PDU
Date:
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012
Page 10 of 22
Date
n Date
S/No
Subject of procurement
Plan vs. Actual
Basic Data (currency and estimated cost, procurement method,
selection method and contract type)
Request for expression of interest (invitation and evaluation)
Preparation of RFP documents (preparation by PDU and approval by
CC)
Invitation of proposals and approval of award (consultant proposals
and proposal evaluation)
Contract finalisation (contract value, contract award date and contract
signature date)
The APP template shall be prepared and monitored by the PDU through filling in the planned
dates and the actual implementation dates. Data entered into this template is linked to the
template for submission to the Secretary to the Treasury, PPDA and for publication.
Guidance notes on how to fill in the corresponding columns are provided under Annex II.
Below is the format of the template of the APP for consultancy services for internal use.
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012
Page 11 of 22
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
PROCUREMENT PLAN FOR CONSULTANCY SERVICES - INTERNAL USE
Name of the Procuring Entity:
Financial Year:
S/N
o.
Subject of
Procureme
nt
Plan
vs.
Actual
Estimated
Cost and
Currency
Basic Data
Procurem
Select
ent
ion
Method
Meth
od
Invitation
Invitati
on
Date
ClosingOpening
Evaluation
Submissio
n
Evaluatio
n Report
Appro
val of
Shortli
st
Preparation of RFP
Documents
Prep &
Submissio
n
by PDU
Approval
by CC
Contract Finalization
Appro
val of
Techni
cal
Evalua
tion
Report
Openin
g Fin.
Propos
als
Submissio
n
of Final
Evaluatio
n Report
Approval
Evaluation
Report
Contract
Value
Contract
Award
Date
Plan
Actual
Plan
Actual
Plan
Actual
Plan
Prepared
by
Actual
Name:
Signature
Designation:
Date:
Approve
d by
Name:
Signature:
Designation:
Date:
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012
Page 12 of 22
Contract
Sign
Date
The Annual Disposal Plan template is designed for use by the Procurement and Disposal Unit
(PDU) for consolidation of all the assets of a PDE for disposal. The PDU should aggregate
similar assets into lots where the values are low.
This template is divided into seven (7) separate columns. PDUs are required to fill in all parts
of the Plan. The template comprises of the following;
Column 1:
Column 2:
Column 3:
Column 4:
Column 5:
Column 6:
Column 7:
S/No
Asset to be disposed
Reference number in the Asset Register where applicable
Quantity and Unit of Measure
Value given by the Board of Survey where applicable
Method of disposal
Period within which the asset should be disposed
The ADP template shall be prepared and monitored by the Head of the PDU, approved by the
Head of Finance and Administration and the Accounting Officer.
Below is the format of the template of the ADP.
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012
Page 13 of 22
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
Asset to be
disposed
Reference
Number in the
Asset Register
where applicable
Quantity and
Unit of Measure
Method of
Disposal
Disposal period
within which the disposal
should take place
Q1
Q2
Q3
Q4
1.
2.
3.
4.
5.
6.
7.
8.
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans issued by the PPDA May 2012
Page 14 of 22
Prepared by PDU
Administration
Name:
Name:
Name:.
Signature: ..
Signature: ..
Signature: .....
Date: ...........................
Date: .........................
Date: .............................
User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal Plans
Page 15 of 22
The above templates are issued in soft copy by the PPDA and are also available on its website
at www.ppda.go.ug
The User Department Procurement Plan template is named User Department Plan.doc
The APP Formats is named PPDA Procurement Plan template issued June 2012.xls
The ADP Format is named Annual Disposal Plan format.doc.
This User Guide is named user guide.doc.
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA May 2012
Page 16 of 22
Financial Year:
S/No:
Subject of procurement:
Currency:
Estimated cost and currency: Indicate the estimated value of the procurement for each
procurement. The estimated value shall to a large extent reflect
the market price and budgeted amount for that procurement. To
assist procuring and disposing entities to prepare correct
estimates, reference should be made to the Authoritys average
price list for supplies and non consultancy services.
Source of funding:
Selection Method:
Procurement method:
Invitation date:
Indicate the date when the Entity expects to conduct prequalification, call for bids, invite expressions of interests or
proposals.
Closing-Opening date:
Indicate the proposed closing date for submission of prequalification documents, bids, expression of interest or
proposals.
Page 17 of 22
Approval by CC:
Submission/Opening date:
Contract Type:
Completion date:
User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal
Plans
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