Procurement
procedure in the Ministry of Justice and Constitutional
Affairs
The Procedure in
ministry of Justice
Submissions
to the Senior Office Supervisor
Submissions
to the Secretary Contracts Committee
Delivery
of the goods and services
Payment
Procurement
refers to the purchasing or buying of goods, services
and or works.
The
procurement procedure in Ministry of Justice and Constitutional
Affairs like in other Government departments is in
accordance with the Public Finance (Procurement) Regulations
2000, which decentralised Public procurement services
to individual government departments. This brought
into force the individual Contracts Committees that
replaced and took over the roles that were played
by the former Central Tender Board (CTB). The Contracts
Committees in various Government Ministries and departments
(Procuring entities) now report to the reformed Central
Tender Board (CTB).
The
Procedure in ministry of Justice as follows.
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The
process starts with identification of the needs. This
is done by the individual Directorates and Departments
or sometimes individual officers the three being referred
to as end-users. These meet and decide on what they
want to procure whose total cost must not exceed the
budgetary provisions and the money release for such
items in any given month.
A
requisition form (CTB form 20) is filled and submitted
to the Senior Office Supervisor in case of procurements
costing less than Shs. 2,000,000/= (Micro procurements)
and to the Secretary Contracts Committee in case of
those costing Shs. 2,000,000/= and above.
Submissions
to the Senior Office Supervisor
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The
Senior Office Supervisor calls for pro-forma invoices
from at least three of the firms on the approved list
of suppliers and service providers for that Financial
Year. The list consists of those firms that were pre-qualified
during the tender bid exercise that is done once at
the beginning of every Financial Year.
He
then forwards the pro-forma invoices to the Accounting
Officer who in turn instructs him to write a Local
Purchase Order (LPO) in favour of the firm with the
best-evaluated quotation. The order is however written
after the procurement is committed by the Senior Accountant
in accordance with the commitment Control System in
order to ensure that funds for that procurement are
available.
Submissions
to the Secretary Contracts Committee.
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In
case of submissions made to the Secretary Contracts
Committee, the Secretary determines the best procurement
method in accordance with the regulations. The most
common one is Request for quotations (RFQs), which
is for purchases of between Shs. 2m and 25m.
Depending
on the urgency of the need and the number of procurement
requests, the Secretary convenes a meeting of the
Contracts Committee in liaison with the Chairman of
the Committee at an appropriate time.
When
the Committee approves the request, the Secretary
is then tasked to ensure the process of procuring
the goods or services required. For example in case
of Request for quotations, he will call for price
quotations from at least 3 firms from the list of
approved suppliers.
When
the Committee meets again at an agreed time, the bids
are evaluated and the best evaluated is awarded the
contract.
A
purchase order is then prepared in favour of the winning
team.
N.B.
For Transport matters, the requests for service and
repair of vehicles and other related issues are made
to the Transport officer in writing. She arranges
for pro-forma invoices and the preparation of the
Purchase Orders.
Delivery
of the goods and services.
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Upon
receipt of a purchase order from the Ministry, a firm
will deliver within the stipulated time frame and
in accordance with the terms and conditions of both
the proforma invoice and the Contracts Committee order.
Apart
from delivery of services, which is done where the
services are to be done, all deliveries of goods are
done in the office of the Senior Office Supervisor.
The Internal Auditor must be present to witness the
delivery. If he is satisfied that the goods and or
services are those that were ordered for and that
there is value for money, he stamps the delivery note
and the tax invoice from the delivering firm.
The
tax invoice must be recorded in the Ministry invoice
register before it is forwarded to the Accounting
Officer for payment.
Payment
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Note
that the regulation says that goods, services must
be paid for within month after delivery unless an
understanding is reached between the purchaser and
the supplier or service provider.
After
the Accounting Officer has sanctioned payment for
a certain good or service, he forwards it to the Accounts
Section. The Accounts Section must debit the vote
of the department that requisitioned for the goods
or service. However, some goods are paid for centrally
and these include.
•
Service and repair of motor vehicles
• Service and repair of office equipment
• Telephone and postal services
• etc
For more information, please contact the under secretary:
bafaki@justice.go.ug
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