CHAPTER TWO

WORK DONE AND LESSON

Preparation of tender documents

A tender documents or any other documents inviting tenderers to participate in procuring or

disposal by tender proceedings and includes documents inviting potential tenderers to pre-

qualify, and standard tendering document and it contains

 Invitations to Tenderer

 Instructions to Tenderers

 Tender Data Sheet

 General Conditions of Contract

 Special Conditions of Contract

 Specifications

 Drawings

 Bill of Quantities

 Tender Form

 Form of Tender and Appendix to Bid

 Form of Qualification information

 Letter of acceptance

 Form of Contract Agreement

 Form Security

 Tender Security form or Tender

Securing Declaration form

  Performance Security Form

 Bank Guarantee for Advance Payment Form

 Integrity

 Undertaking by Tenderer on Anti-Bribery Policy

When I was in the field in tender document I started by fill in the invitation of tender

document which normally contain information such as TENDER No.

SMZ/F123/W/NCB/4LOTS/ 2018-2019/18. F123 a ministry of finance in every

organization is normally provide these number and can be differ to every organization, W

mean tender is for work and it can be G for goods, S for service depend for tender it

self, NCB is method to be used in the tender, LOT number in the tender and 2018/2019

is current finincial year and 18 is tender number itsejf, name of the project

CONSTRUCTION, REPLACEMENT AND MAINTANACE OF ZPC BUILDINGS AND LIGHT

HOUSES, bid security such as All bids must be accompanied by a bid security Banker’s

Cheque or Banker’s Guarantee in the amount of two percent (2%) of the Bid Price,

receiving and opening date of tender that is all tenders in one original plus three (3)

copies, properly filled in, and enclosed in plain envelopes must be delivered to the address

below Secretary of Tender Board, Zanzibar Port Corporation, Malindi, Zanzibar at or before

10:00am Local Time on 31th October, 2018. Tenders will be opened promptly thereafter in

public and in the presence of Tenderers’ representatives who choose to attend in the

opening at the time stated in the Invitation Notice, also method of tender such as a

Tendering will be conducted through the National Competitive Bidding procedures specified

in the Public Procurement Act No 11 of 2016 and open to all Bidders as defined in the Act

Instructions to tender, generally involve table of clause and it used by procurement officers

as references incase at the time of fill tender document and by any chance the

procurement officer become unfamiliar with terms a clause is been used to direct the
procurement officer with exactly what he or she is supposed to fill in the tender document

Tender data sheet, providing information regard the tender quotation to supplier as well as

the term and condition a supplier must have and detail contents required in the tender

data sheet to be fill in are

 Name of Procuring Entity

 Describe the goods to be provided using this Contract and the location where the

goods are to be provided also Commencement date for supply of Goods

 Completion date of delivery and other subsequent services if any

 Financial year for the operations of the Procuring Entity

 Name of Project [insert: name and summary description of the Project]

 Name of financing institution: [insert: name if any]

 Name and identification number of the Contract: [insert: name and identification

number of the Contract

General Condition of Contract, it contains standard terms and conditions which are

generally applicable for all contracts irrespective of the nature of work, supplier type and

other factors.

Special Conditions of Contract or SCC relates to the specific contract. It includes terms

and conditions which are applicable for that particular contract only and will vary for each

contract depending upon the nature of work, supplier type and other factors such as

The employer name

The Project manager

Name and identification number of the Contract

Project name

The Commencement date of Project

The intended completion date of the whole project to be stated

Site location

The language of the Contract document which English

The law applies to the Contract

Specifications, here is all about sets of precise and clear specifications to respond

realistically and competitively to the requirements of the employer and normally comes

from user department

CHAPTER THREE

LITERATURE

Definition of Key Terms

Procurement

According to Public Procurement Act (PPA) of 2004 and its Regulations of 2005,

Procurement means buying, purchasing, renting, leasing or otherwise acquiring any goods,

works or services by a procuring entity spending public funds on behalf of a ministry,

department or region administration of the government or public body and includes all

functions that pertain to the obtaining goods or services.

Tender

According to Public Procurement Act (PPA) of 2004 and its Regulations of 2005, Tender

means an offer, proposal or quotation made by a supplier, contractor or consultant in

response to a request by a procuring entity.

Tendering

Lyson (2004) refers tendering as purchasing where by potential suppliers are invited to

make and unequivocal offers of the price and terms which all acceptances shall be basis

of subsequent contracts.

Procuring Entity (PE)

According to PPRs, 2005 the word procuring entity means a public body and any other

body, or unit established and mandated by government to carry out public functions.

Procurement Management Unit (PMU)

A Procurement Management Unit is a division or department in each procuring entity

responsible for the execution of the procurement functions (PPA, 2004).

User department

A user department is any division or unit by whatever name known of that ministry,

authority or other body; that initiates procurement and disposal by tender requirements and

forward them to the Procurement Management Unit.

Public Procurement

Public procurement is the process through which official government agencies obtain goods

and services, including construction services or public works. It also includes all functions

pertainn to obtaining any goods, services, or construction, including description of

requirements, selection of sources, evaluation of offers, preparation and award of contract

(Kerisa, 2010).

Supplier

Supplier means Company, corporation, organization, partnership or individual person

supplying goods or services, hiring equipment or providing transport services and who is,

according to the contract, a potential party or the party to a procurement contract with the

procuring entity (PPA, 2004).

Goods

Goods means raw materials, products, equipment and other physical objects of every kind

and description, whether in solid, liquid or gaseous form, electricity, intangible assets and

intellectual property as well as services incidental to the supply of the goods provided that

value of the services does not exceed the value of the good themselves (PPA, 2004).

Services

Services means any object of procurement other than gods or works, which involve the

furnishing of labor, time or effort including the delivery of reports, drawings or designs, or

the hire or use of vehicles, machinery or equipment for the purpose of providing transport,

or for carrying out work of any kind, with or without the provision of drivers, operators or

technicians (PPA, 2004).

Works

Work means all works associated with the construction, reconstruction, demolition, repair or

renovation of a building, structure, road or air field. Works also means any other civil

works, such as site preparation, excavation, erection, building, installation of equipment or

materials, decoration and finishing. Works also means services which are tendered and

contracted on the basis of performance (PPA, 2004).

Nair (1990) defined ‘Tender’ as the process of ascertaining availability and price of

materials in sealed covers which are opened and scrutinized at a predetermined time by a

tender committee. He then propounded that, the tender system includes the bidders to

quote the lowest price, safeguards the interests of both the buyer as well as that of the

bidders, ensures impartiality and fairness.

Margaret Griffiths and Ivor Griffiths (2002), propounded that ‘Tender’ may be seeking to

establish two different types of contract between the person inviting the offer and the

person submitting the successful tender, and there by entering in a contract. Jonathan

(2002) explains ‘Tendering’ as basically a method of procurement usually done where

goods or services involved are of high value.

Mrope (2005) talking note given to BBA (PLM) during procurement day said that, the

reasons for tendering are making the best use of public funds and ensure value for

money, put in place a fair practice in the public sector procurement, ensure maximum

competition and accordingly fair treatment among suppliers, contractors and consultants.

CHAPTER THREE

ANALYSIS
GAPS BETWEEN THEORY AND PRACTICES

In analyzing the situation of Zanzibar Port Corporation concerning the procurement

department, I focused on several issues like general performance of the organization that

ZPC as an organization stands its own than depending on other sources.

According to the theories learnt in the class is that; in order to improve the preparation of

tender document as the one whose deal with such activity must cooperate well, and keep

well all necessary records at the required place. User department also need prepare early

specifications, in order to facilitate the preparation of tender document.

In the market what appears relate to what we lean in class, e.g. in procurement process in

case 1 step skipped it may lead the entire process to be scrapped. And the most important

thing in the procurement process and stores operation is coordination and cooperation

between the workers.

TRAINING ASSESSMENT

Training assessment was excellent since the given supervisors were ready to direct and

lead me on performing the task given appropriate and competent, so that to improve my

career. Hope the organization enjoyed my presence at their organization and the services I

rendered.

SKILLS LEARNT AND ENHANCED

The skills learnt during the practical Training were a lot though; I was able to enhance

some of them, so relate to my carrier that I will be able to improve my professional. The
skills enhanced were like to prepare tender document as one of activities that I did, also to

co-ordinate assist my fellow staff in other relating activities

PROBLEMS FACED

.Complaints from customers

There were times customers with complains faced me and even abused me without

knowing that I was just a student. Most of these complains came after physical visits and

sending them letters of offence.

Poor arranging of files.

ZPC had a good and well organized registry room but the only problem was misplacement

of files due to human errors. Because I was still new when I went back without a file they

never trusted me and they also went back to search for the same file and if they would

not find it that’s when they believed. This was a bit embarrassing to me.

Lack of enough computers.

ZPC never had computers specific for field students this made our operation of duties to

be slow and in case of any assignment one had to work and the other had to wait for the

first to accomplish his duty for him to use a computer.

RECOMMENDATIONS TO SOLVE THE ABOVE PROBLEMS

Organize for some new computers.

Since ZPC is a very large organization it should at least try to organize for some

computers that would be used by field students because the work that the Practical

training students do is for their own good since they are the ones that benefit much

compared to the students themselves.

.The problem of complaints from customers was a bit out of my control but the staff

members tried to help us in case one tried to disrespect us so at least this was reduced

during our PT time.

PRACTICAL TRAINING EXPECTATIONS.

Close relation for employment opportunity. My first main expectation of taking my practical

training at ZPC was to create a closer relationship with the organization so that I would

work with it in the future after accomplishing my studies at the institute. I would like to say

that to a greater extent my expectations were met because I was able get close to many

of the organization staff and got a chance to ask them on ways of how to get an

opportunity to work with ZPC and they were free to give as the information. I was also

able to get most of the staff contacts so that in case of any query I would ask for their

assist once. Most of the ZPC staff members used to praise us over how hardworking and

promising students we were at the organization.

Though everything went on well but there were some problems on this because
 • ZPC does not get its employees direct from school.

• Most of the workers of ZPC do not want to retire at the right age of

retirement so this becomes a challenge to me and my colleagues

CHAPTER FOUR

CONCLUSSION AND RECOMMENDATION

CONCLUSION

Practical Training session is among the valuable programs set to enhance student’s

learning and understanding the facts about their career. The Training exposes students to

new challenges and opportunities in their chosen profession. Most of the things taught

theoretically are practiced during this period. It enables students to experience different

working environment before they are actually employed or self-employed upon completion

of their studies.

For instance, at ZPC I learn many things among of those is preparation for the tender

document which in my career and I have obtained something in excess and which is

beneficial. Further I gained personal confidence and self-trust as I working with different

people having different managerial positions..

RECOMMENDATION

Inclusion of software packages in to the syllabus

Most of the courses taught at the Tanzania institute of accountancy are taught manually

which is very common to the really world because most of the organizations are

specialized in software’s like Epicor. So by including it in the syllabus this will introduce

students to different knowledge of the software’s and easy their application at the office.

Practical Training duration

The practical Training duration should be extended or be done in both first and second

year because most of the students get to learn few of the tasks done by the organization

because of limited time compared to how large the organization and its duties are. In case

it seems to be costly to the institute because it requires paying the lectures for supervision

the Training can just take place and the students required to prepare reports but and

supervisors my not visit the specific organizations.

Organize for regular visits to the organization

I would like to encourage the institution to organize regular visits to specific organization

that are related to some courses like Procurement and Logistic Management. Students

who study these courses should arrange for regular visits to organizations like Councils,

PPRA and others to learn the practical part of it because most of the students do not

understand when they are taught but just claim because of limited time and having many

other courses to study with a short period of time of four months. So by having these

visits this will help them understand most of the important basics to grasp on their theory.