Procurement Number: / GPPA-Form 005 [GPPR 156(2)]
SECTION A: SUBMISSION FOR APPROVAL OF PROCUREMENT PROCEDURE [GPPR 86 - 107]
A1. / describe what the procuring organisation intends to procure:………………………………………………………………………………………………………………
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(attach GPPA-Form 100 – requisition)
A2. / estimated value of the procurement: [GPPR 14(1)]
describe methodology for estimating value:
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NOTE: In accordance with GPPR 13, any procurement estimated at 1,000,000 Dalasis or more must be submitted to and approved by the GPPA prior to action by the procuring organisation.
A3. / will any third party consultant assist the procuring organisation in this procurement proceeding? yes _____ no ____
if yes, identify who will be involved and describe their role in the procurement
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(attach copy of GPPA approval of use of third party consultant per GPPR 17)
A4. / will this procurement be conducted in co-ordination with other procuring organisations or entities to satisfy the common needs of the procuring organisations? yes ___ no ___ [GPPR 15(1)]
if yes, identify all of the procuring organisations that will be served by the procurement:
-- describe briefly how the entities will co-operate in the procurement:
if no, was the possibility of co-ordinated procurement explored? yes _____ no _____
-- if yes, why was a co-ordinated effort not appropriate or failed:
-- if no, why was a co-ordinated effort not considered:
As discussed by the Contracts Committee, as composed of the Members listed in the Minutes (attached), and in GPPA-Form 012, this Procurement Procedure is Approved:
For Further Action by the Procuring Organisation (less than 1,000,000 Dalasis)
For Submission to the GPPA Prior to Issuing a Solicitation per GPPR 13
Signature:______Date:______
Chairperson on behalf of Contracts Committee
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FOR OFFICIAL GPPA USE ONLY
GPPA DECISION ON PROCUREMENT PROCEDURE:
After consideration of the above request by the Contract Committee, it is:approved ______
not approved ______(describe reason for non approval below)
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Signature:______
Director General GPPA or Authorised Representative
Date:______
SECTION B: APPROVAL OF REQUEST FOR PROPOSALS [GPPR 86]
B1. / provide justification for using request for proposals:…………………………………………………………………………………………………………………………………………….
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B2. / which selection method is used in this procurement:
explain choice: [GPPR 92(4)]
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B3. / explain how short list was developed and provide information on the request for expressions of interest, where and when published, and responses received:
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B4. / explain the review of qualification requirements:
date of review and finding of qualification: ..……………………………………………………………………….
name and title of official responsible for finding:
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requirements and documents reviewed:
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(attach GPPA-Form 016 – record of qualification determination)
To this date, the Contracts Committee Record for this procurement includes Sections (check all that apply): Section A __Section B __
As discussed by the Contracts Committee, as composed of the Members listed in the Minutes (attached), and in GPPA-Form 012, this Request for Approval of Request for Proposals is Approved:
For Further Action by the Procuring Organisation (less than 1,000,000 Dalasis)
For Submission to the GPPA Prior to Issuing a Solicitation per GPPR 13
Approval of request for proposals and preceding actions has been requested by the contracts committee [GPPR 13] ______(date).
method of transmission: ..…………………………………………………………………….
Signature:______Date:______
Chairperson on behalf of Contracts Committee
FOR OFFICIAL GPPA USE ONLY
GPPA DECISION ON PROCUREMENT PROCEDURE:
After consideration of the above request by the Contract Committee, it is:approved ______
not approved ______(describe reason for non approval below)
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Signature:______
Director General GPPA or Authorised Representative
Date:______
SECTION C: SUBMISSION FOR EVALUATION REPORT AND AWARD [GPPR 95]
C1. / request for proposals issued:date: ………………………………………………………………………………………………………..
method of transmission:
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(attach copy of request for proposals)
C2. / describe deadline for submitting proposals:
date: ………………………………………………………………………………………………………..
time: ………………………………………………………………………………………………………..
place: ………………………………………………………………………………………………………
C3. / will this procurement be conducted in co-ordination with other procuring organisations or entities to satisfy the common needs of the procuring organisations? yes _____ no ____ [GPPR 15(1)]
if yes, identify all of the procuring organisations that will be served by the procurement:
-- describe briefly how the entities will co-operate in the procurement:
if no, was the possibility of co-ordinated procurement explored? yes _____ no _____
-- if yes, why was a co-ordinated effort not appropriate or failed:
-- if no, why was a co-ordinated effort not considered:
C4. / was procurement cancelled before a contract was awarded? [GPPR 50]
yes _____ no _____
if yes,
provide date of decision: ……………………………………………………………………………………………………………………………………………
provide reason procurement was cancelled:
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when were proposers notified of cancellation?
date:…………………………………………………………………………………………………….……………………………
method of transmission:
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when were unopened proposals returned?
date: ………………………………………………………………………………………………….………………………………..
method of transmission: ……………………………………………………………………………………………………….
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C5. / how many proposals were submitted by the deadline:
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except for any proposals recorded in item c6 were any other proposals rejected?
yes _____ no _____
if yes, how many ?
give reasons for each rejection:
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C6. / were any proposals rejected because the procuring organisation determined that the prospective tenderer who submitted the proposal had given or promised to give, directly or indirectly, to a current or former officer or employee of the procuring organisation or other government authority a gratuity in any form, an employment or any other thing or service of value, as an inducement with respect to an act or decision of, or procedure followed by, the procuring organisation in connection with this procurement proceeding? [GPPR 146(b)]
yes _____ no _____
if yes, explain:
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date notice given to prospective tenderer: ……………………………………………………….
date copy of notice sent to GPPA: ………………………………………………………………….
C7. / Describe any meetings held to clarify the RFP and attach records of the meeting(s) and any amendments issued.
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C8. / were final discussions held: yes ______no ______[GPPR 103]
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(if yes, attach GPPA-Form 022 – record of final discussions)
C9. / how many proposals were evaluated and compared:
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(attach GPPA-Form 020 – record of evaluation of each proposal, for each proposal evaluated and GPPA-Form 021 – summary report of evaluation and comparison of proposals)
C10. / how many proposals were received but not evluated:………………………………………….
identify each such proposal, describe the reason they were not evaluated, and date financial proposal returned unopened
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award is recommended to: [GPPR 66]
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(attach copy of proposed notification of award)
reasons for selecting this bidder:
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gpp bidder registration number: ______(no award shall be made to any suppllier unless they are registered with the gppa for the year in which is made. Verification of the number can be requested from gppa)
C11. / prices to be paid under this contract award are considered to be fair and reasonable based on:
Price Analysis______cost analysis______other______
(attach copy of the basis for considering prices fair and reasonable)
C12. / attach draft notification of award to supplier for approval
to: ………………………………………………………………………………………………………...
planned date of issuance: ……………………………………actual date after approval:…………………… …….
method of transmission: …………………………………………………………………………………………………………….
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reasons for selecting this service provider:
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C13. / unsuccessful participants to be notified of award
planned date: ………………………………………………actual date……………………………………………………
method of transmission:
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notice of award to be advertised
date: …………………………………………………………………………………………………..
name of publication: ………………………………………………………………………………..
(attach GPPA-Form 030 – notice of award.)
To this date, the Contracts Committee Record for this procurement includes Sections (check all that apply): Section A __Section B __Section C
As discussed by the Contracts Committee, as composed of the Members listed in the Minutes (attached), and in GPPA-Form 012, this Request for Approval of Evaluation Report and Contract Award is Approved:
For Further Action by the Procuring Organisation (less than 1,000,000 Dalasis)
For Submission to the GPPA Prior to Issuing a Contract Award per GPPR 13
Approval for the award of the contract has been requested by the contracts committee [GPPR 13] ______(date).
method of transmission: ..…………………………………………………………………….
Signature:______Date:______
Chairperson on behalf of Contracts Committee
FOR OFFICIAL GPPA USE ONLY
GPPA DECISION ON EVALUATION REPORT AND AWARD
After consideration of the above request by the Contract Committee, it is:approved ______
not approved ______(describe reason for non approval below)
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Signature:______
Director General GPPA or Authorised Representative
Date:______
SECTION D: SUBMISSION FOR REQUEST FOR CONTRACT AMENDMENT
D1. / describe each modification to the procurement contract and include the date and justification for modifying the contract:………………………………………………………………………………………………………………………………………..
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D2. / were any price adjustments granted? yes ______no _____ (part viii r 145)
if yes,
date: ………………………………………………………………………………………………………………………………..
amount: ……………………………………………………………………………………………………………………………
reason:
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describe methodology for calculating amount:
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D3. / describe each claim in dispute and the resolution or outcome of dispute:
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To this date, the Contracts Committee Record for this procurement includes Sections (check all that apply): Section A __Section B __Section C __Section D __
As discussed by the Contracts Committee, as composed of the Members listed in the Minutes (attached), and in GPPA-Form 012, this Request for Approval of Contract Amendment is Approved:
For Further Action by the Procuring Organisation (less than 1,000,000 Dalasis)
For Submission to the GPPA Prior to Issuing a Contract Award per GPPR 13
Approval for the award of the contract has been requested by the contracts committee [GPPR 13] ______(date).
method of transmission: ..…………………………………………………………………….
Signature:______Date:______
Chairperson on behalf of Contracts Committee
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FOR OFFICIAL GPPA USE ONLY
GPPA DECISION ON CONTRACT DOCUMENT
After consideration of the above request by the Contract Committee, it is:approved ______
not approved ______(describe reason for non approval below)
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Signature:______
Director General GPPA or Authorised Representative
Date:______
SECTION E: SUBMISSION FOR CONTRACT COMPLETION
E1. / did any proposer or prospective proposer seek administrative review of procuring organisation’s acts or omission during the course of this procurement proceeding? yes ___ no ___ [GPPR 141]if yes, briefly describe each review action:______(date)
level of review(s):……………………………………………………………………………………………………………………………
key issues in dispute:
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(attach copy of each decision issued)
E2. / anticipated completion date of contract:
identify unit within procuring organisation responsible for administrating the contract:
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name and title of contact person responsible for administering the contract:
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(attach copy of the contract.)
E3. / was/were payment(s) issued within thirty days of invoice? yes _____ no _____
if no,
date invoice received: ………………………………………………………………………………….
date invoice paid: ……………………………………………………………………………………….
reason for delay in payment: …………………………………………………………………………
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(attach copy of GPPA-Form 040 - payment authorisation for each payment)
E4. / date of completion of contract:
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date of final payment:
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summary of activities preceding closeout:
inspection:
……………………………………………………………………………………………………………..……………………………………………………………………………………………………………..audit:
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other:
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(attach GPPA-Form 041 - record of supplier performance assessment)
To this date, the Contracts Committee Record for this procurement includes Sections (check all that apply): Section A __Section B __Section C __Section D __Section E __
As discussed by the Contracts Committee, as composed of the Members listed in the Minutes (attached), and in GPPA-Form 012, this Request for Approval of Contract Closeout is Approved, and, if this contract has been reviewed at any stage by the GPPA for approval, the Chairman of the Contract Committee certifies that a copy of this contract closeout report has been forwarded ______(date) to the GPPA.
Signature:______Date:______
Chairperson on behalf of Contracts Committee
July 2003 Change 1 / 1