About the Course

Public procurement and asset disposal laws in many countries vests the responsibility of developing and issuing of standard bid/tender documents and formats to public procurement regulatory authorities. Public procurement regulatory authorities play a crucial role in overseeing and ensuring that government procurement processes are conducted fairly, transparently, and in compliance with established laws and regulations. They establish guidelines, frameworks, and standards for procurement procedures to prevent corruption, promote competition, and ensure value for money in the acquisition of goods, services, and works. These authorities also monitor procurement practices, provide training and support to public officials, and address disputes or grievances arising from procurement processes. Their oversight helps maintain accountability and integrity in the use of public funds, contributing to efficient and effective public service delivery. This course aims to provide participants with an overview of the legal systems related to contracting for the procurement of goods and services. It will explain the legal requirements and provide practical discussion on drafting documents for a procurement, to allow them to create contracts that are legally binding, identifying key legal risks and highlighting when specialist advice is needed.

Target Participants

This course is ideal for in-house counsel, advocates, and procurement professionals, accounting officers, internal auditors, external auditors, and compliance managers who are involved in the planning, and execution of purchases and contracts, end-users involved in setting specifications and all others who are involved in the planning, evaluation, preparation, and management of purchases that cover the acquisition of materials, equipment, and services.

What you will learn

By the end of the course the learner should be able to:

• Understand the legal and regulatory framework for public procurement.
• Be able to carry out the procurement process from planning to execution.
• Identify and mitigate procurement risks.
• Understand the ethical implications in procurement practices.
• Conduct procurement procedures efficiently, ensuring fairness and transparency.

Course duration

10 days

Course Outline

Module 1: Procurement Legal Framework & Planning

• Procurement Legal Framework
  • Overview of the legal basis for public procurement (e.g., national procurement laws, international standards, and agreements).
  • Key regulations governing procurement processes.
  • Ethical and regulatory compliance in procurement.
• Procurement Planning
  • Definition and importance of procurement planning.
  • Roles and responsibilities of various stakeholders in procurement planning.
  • How to draft a procurement plan, including alignment with budget and project objectives.

Module 2: Procurement Cycle, Tender Process, and Tender Award

• Procurement Cycle
  • Stages of the procurement cycle (planning, tendering, awarding contracts, managing contracts).
  • Timeline for each stage and its importance in achieving timely delivery.
• Tender Process
  • Types of tenders (open, restricted, direct procurement).
  • How to draft and publish a tender notice.
  • Responding to tenders (bidders’ process).
• Tender Award
  • Criteria for awarding contracts.
  • Legal requirements and best practices for awarding a tender.
  • Managing disputes during the tendering process.

Module 3: Contracts & Contract Management

• Understanding Contracts
  • Definition and key components of a public procurement contract (terms, conditions, deliverables).
  • Different types of procurement contracts (fixed-price, cost-reimbursable, time and materials).
• Contract Management
  • Post-award contract management and oversight.
  • Monitoring contract performance (timeliness, quality, and cost control).
  • Managing contract amendments and disputes.
  • Closing contracts successfully and handling post-delivery evaluations.

Module 4: Inventory Control, Asset Management & Disposal Planning

• Inventory Control & Asset Management
  • Best practices in managing government-owned assets.
  • Effective inventory control mechanisms (stock tracking, audits, depreciation).
• Stores Management & Distribution
  • Managing public stores: procurement, warehousing, and distribution processes.
  • Guidelines for inventory record-keeping and movement tracking.
• Procurement & Disposal Planning
  • Planning for asset disposal: methods, regulations, and ethical considerations.
  • Managing the disposal process and ensuring transparency.
  • Compliance with disposal laws and minimizing public loss.

Module 5: Internal Organization of Procurement Entities

• Procurement Entities Structure
  • The internal organization of procurement bodies (procurement units, committees).
  • Roles and responsibilities of procurement officers and committees.
  • The decision-making process within procurement teams.
• Coordination and Communication
  • How procurement teams coordinate with different ministries or departments.
  • Ensuring transparency and communication between procurement teams and other stakeholders.

Module 6: Supplier Prequalification and Registration

• Prequalification of Suppliers
  • The importance of supplier prequalification.
  • How to develop criteria for prequalification.
  • Evaluation and validation of prequalified suppliers.
• Supplier Registration
  • Process and requirements for registering suppliers in the government procurement system.
  • Benefits of a robust supplier registration system.
  • Managing supplier databases and ensuring diversity and fairness.

Module 7: Tender Evaluation Process

• Evaluation Process Overview
  • Technical vs. financial evaluation: understanding the difference.
  • How to conduct a comprehensive bid evaluation (using scoring and grading systems).
• Evaluation Committee and Roles
  • The role of procurement committees in the evaluation process.
  • How to manage conflicts of interest in evaluation committees.
• Decision Making and Awarding Contracts
  • Finalizing the evaluation process and preparing tender reports.
  • Best practices for ensuring transparency in the evaluation and award processes.
  • Handling complaints and protests related to tender evaluation.

Module 8: Developing Specifications, Terms of Reference, and Bills of Quantities (BoQs)

• Developing Specifications
  • Key elements of a well-defined specification.
  • Importance of clear and concise specifications for procurement success.
• Terms of Reference (ToR)
  • What constitutes a good ToR.
  • How ToRs guide the procurement process and set expectations for deliverables.
• Bills of Quantities (BoQs)
  • Understanding BoQs in the context of procurement.
  • How to prepare a BoQ for construction and service contracts.
  • Ensuring accuracy in BoQs to prevent cost overruns.

Module 9: Methods of Procurement

• Different Procurement Methods
  • Open tendering, restricted tendering, direct procurement, competitive dialogue, etc.
  • When to apply each method and the advantages/disadvantages of each.
• Choosing the Right Method
  • Factors to consider when choosing a procurement method (budget, project size, market conditions).
  • Case studies on applying different procurement methods.

Module 10: Procurement Plan, the Role of Users and Ethical Considerations

• Procurement Plan Development
  • Understanding the components of a procurement plan.
  • How to align the procurement plan with ministry goals and budgets.
• Role of Users in Procurement Planning
  • Engaging the end-users of goods/services during procurement planning.
  • How the needs of users influence procurement decisions.
  • Importance of collaboration between procurement staff and ministry users.

• Ethical Standards in Procurement
  • Principles of transparency, fairness, accountability, and integrity.
  • How to prevent corruption, fraud, and conflict of interest.
• Procurement Sanctions
  • The legal and financial consequences of unethical practices in procurement.
  • How to implement and enforce sanctions for violations.
  • Protecting whistleblowers and ensuring accountability.

Training Approach

This course is delivered by our seasoned trainers who have vast experience as expert professionals in the respective fields of practice. The course is taught through a mix of practical activities, theory, group works and case studies.

Training manuals and additional reference materials are provided to the participants.

Certification

Upon successful completion of this course, participants will be issued with a certificate.

Tailor-Made Course

We can also do this as a tailor-made course to meet organization-wide needs. Contact us to find out more info@trainingsinkigali.com

Payment

The training fee covers tuition fees, learning materials, and training venue. Accommodation and airport transfer are arranged for our participants upon request.

Payment should be sent to our bank account before start of training and proof of payment sent to info@trainingsinkigali.com