PPCC Training Manual 9 (1).doc

Procurement entity relied to justify the selection

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procurement entity relied to justify the selection procedure used; (j) in procurement proceedings involving direct invitation of proposals for services, a statement of the grounds and circumstances on which the procurement entity relied to justify the direct invitation; (I) in procurement proceedings in which the procurement entity, limits participation on the basis of nationality, a statement of the grounds and circumstances relied upon by the procurement entity for the limitation; (m) a summary of any requests for clarification of the prequalification or invitation documents, the responses received as well as a summary of any modification of the documents; (n) a record of any complaints received from suppliers, contractors or consultants and the responses received. Records and documents maintained by procurement entities on procurement shall be made available for inspection by the an investigator and the Auditor-General upon request; and where donor funds have been used for the procurement, donor officials shall also upon request to the sector Minister have access to relevant procurement files for purposes of verification and review. Contract Administrators should endeavor to audit their own records to assess the standard of the records and identify areas for improvement. Records can be kept manually in filing cabinets or electronically on diskettes or CD Rom. Which ever way one chooses, the information should be accessible when needed. CHAPTER 11 11. 0 PAYMENTS Payment conditions must be clearly indicated in the solicitation document and must comply witlrand give consideration to the following; Funding agency payment/disbursement procedures; Contracting Entity's processing time for payment and if applicable, that of the paying office/department; Usual commercial payment terms for such procurement. Payment must be effected promptly in accordance with the terms of the contract since late payment entitles the contractor/supplier to claim interest charges. According to the pertinent payment clause of the contract, payment may become due as follows: 72
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Payment on delivery: usually used in the procurement of goods. The contractor/supplier's entitlement to payment under this method is triggered by its fulfillment of its delivery obligations according to the contract terms. The delivery obligations of the contractor are specified by the applicable INCOTERMS used in the contract. Payment against performance milestones; usually used in turnkey and lump sum contracts or in the supply contracts where partial or percentage payments against performance milestones are specified. Additionally, an advance payment upon contract signature may be stipulated and it is necessary that the contract requires the contractor/supplier to produce a bank guarantee against such down payments to safeguard the Contracting Entity's rights; Progress payment; usually used in ad measurement (unit rates) contracts where payment is made periodically against the exact performance accomplished during the specified period.
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