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A Quick Guide to Contract Awards

Invitation for Bids

An Invitation for Bids should contain the following information:

·         The Name of the Project and/or the title of the contract;

·         The name of the procuring entity responsible for the particular procurement;

·         Description of the works, goods or services to be procured

·         The date, time and precise location relating to the collection of the tender and/or pre-qualification documents ;

·         Contact information for responsible officer;

·         National Contracts Commission (NCC) Grade and/or Category;

·         The requirement for evidence of possession of a valid Tax Compliance Certificate;

·         The cost of the Bidding Document;

·         Place and deadline for bid delivery;

·         Required Bid Security amount and Form;

·         The place, date and time of  Bid Opening; and

·         For complex procurement, the minimum qualifications Bidders shall meet.

 

Receipt of Bids

When receiving bids, Procuring Entities shall ensure that:

·         The location of the Tender Box and the address for submission of bids, including a contact name and room number is specified;

·         Adequate provisions are made to receive bids submitted prior to the submission deadline;

·         A clock is prominently placed, in close proximity to the Tender Box and set to the standard time indicated by the “117” operator; and

·         Bidders sign the Bid Receipt Record (Form #1), indicating the date and time the bid was submitted and the number of packages received. A tender number shall be written on the outside of the bid envelope.

All bids received shall be deposited in the designated Tender Box specific to the tender. The Tender Box must be appropriately marked and prominently placed. The Box must also have a lock, and access should be restricted to the designated Tender Officer, who holds the key. In addition, the procuring entity shall also ensure that an officer is always available to open the Tender Box, receive and record the bids. A clock shall be set (at the correct time) and placed in close proximity to the Tender Box. In the event that a bid cannot be deposited in the Tender Box due to its size, the bid shall be secured in a safe or vault until the time of opening

 

 

Opening of Bids

The opening of bids shall take place as soon as possible after the deadline for submission. Adequate procedures should be in place to facilitate the Bidders’ representatives who wish to attend the Bid Opening.

Procuring Entities shall ensure that:

·         An accessible room (of suitable size), as specified in the Bidding Documents, is reserved for the opening of bids;

·         The Bid Opening exercise is chaired by the Tender Officer and that at least two (2) other representatives from the Procuring Entity are present;

·         All Bidders’ representatives present at the opening sign an attendance register (Bid Opening Record - Form # 2);

·          All bids received are placed on a table, and the number of bid envelopes are consistent with the Bid Receipt Record. If there is a discrepancy, NO bids shall be opened until all bids received are accounted for (in the room);

·         The documents to be inspected and recorded as each bid is opened (Bid Opening Record - Form # 2).

Evaluation of Bids

An analysis and evaluation of the tenders should be carried out by the tender evaluation committee and a report should be produced in the following general format:

               I.            INTRODUCTION

             II.              SCOPE OF WORKS

           III.              PRE/POST QUALIFICATION PROCESS

          IV.             INVITATION TO TENDER

            V.            OPENING OF TENDERS

          VI.            RESPONSIVENESS OF TENDERS

        VII.            ANALYSIS OF TENDERS

      VIII.            CONCLUSIONS

           IX.            RECOMMENDATION

For contracts valued above J$15,000,000.00:

·         Agencies shall make advance contact with the National Contracts Commission (NCC) Sector Committee who will advise on when to make reports available as well as the number of copies required.

·         The submission to sector committees must be accompanied by an approval letter from the Head of Entity requesting the Sector Committee to consider the recommendation for award. The tender documents and consultant’s report must accompany the submission.

·         The Sector Committee having completed its review will then submit the recommendation to the National Contracts Commission for Endorsement.

For contracts Above J$40,000,000.00:

·         Agencies shall make submission to Cabinet for approval after consideration by the National Contracts Commission.

At no time should the cost of a procurement, be fragmented in order to conceal the true cost.

 

Quick Reference for General Services, Goods and Works

The table below represents a quick reference and does not reflect the complete procurement process.

Where the procurement cost exceeds J$5 Million, GoJ Standard Bidding Documents shall be used

Contract Thresholds

Procurement Method

Procedures

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Above J$40Million

International Competitive Bid (ICB)

·         Invite tenders from contractors, through general advertisement at least once in a daily circulated, national newspaper and advertise in the appropriate international publication as required.

·         A valid TCC and NCC registration are required prior to the contract award.

·         Use Standard Bidding Documents (www.mof.gov.jm )

·         The Procuring Entity may request Bid Security.

·         The recommendation for the award of the contract must be supported by the Head of Entity.

·         The recommendation for the award of the contract must be submitted by the Head of the Procuring Entity to the NCC through the Sector Committee.

·         The Cabinet Submission must be supported by MoF.

·         The award recommendation must be endorsed by the NCC.

·         The award of contract recommendation and Cabinet Submission must be approved by Cabinet

Local Completive Bidding (LCB)

·         Invite tenders from registered contractors, through general advertisement at least once in a daily circulated, national newspaper.

·         A valid TCC and NCC registration are required at bid submission.

·         Use Standard Bidding Documents.

·         The Procuring Entity may request Bid Security.

·         The recommendation for the award of the contract must be supported by the Permanent Secretary.

·         The recommendation for the award of the contract must be submitted by the Head of the Procuring Entity to the NCC through the Sector Committee.

·         The Cabinet Submission must be endorsed by MoF.

·         The award recommendation is to be endorsed by the NCC.

·         The award of contract recommendation and Cabinet Submission is to be approved by Cabinet.

Above J$15Million to J$40Million

Local Completive Bidding (LCB)

·         Invite tenders from registered contractors, through general advertisement at least once in a daily circulated, national newspaper.

·         A valid TCC and NCC registration are required at bid submission.

·         Use Standard Bidding Documents.

·         The Procuring Entity may request Bid Security.

·         The recommendation for the award of the contract must be supported by the Permanent Secretary.

·         The recommendation for the award of the contract must be submitted by the Head of the Procuring Entity to the NCC through Sector Committee.

·         The award recommendation is to be endorsed by the NCC.

·         The recommendation for the award of the contract is to be approved by the Head of the Procuring Entity.

 

 

 

 

 

 

 

 

Above J$5Million to J$15 Million

Local Completive Bidding (LCB) (Goods and General Services)

·         Invite tenders from registered contractors, through general advertisement at least once in a daily circulated, national newspaper.

·         A valid TCC and NCC registration are required at bid submission.

·         Use Standard Bidding Documents.

·         Bid Security is not required.

·         The recommendation for the award of the contract is to be endorsed by the Procurement Committee.

·         The recommendation for the award of the contract is to be approved by Head of the Procuring Entity.

Local Completive Bidding (LCB) (Works)

·         Invite tenders from registered contractors by posting tender notice on the Procuring Entity’s website, the electronic notice board and at a National Works Agency’s Parish Office/Parish Council Office where the work will be undertaken.

·         A valid TCC and NCC registration are required at bid submission.

·         Use Standard Bidding Documents.

·         Bid Security is not required.

·         The award recommendation is to be endorsed by the Procurement Committee.

·         The award recommendation is to be approved by the Head of the Procuring Entity.

Above J$1.5  million to J$5 Million

Limited Tender

·         Invite a minimum of five (5) registered contractors to provide quotations.

·         A valid TCC and NCC registration are required at bid submission.

·         Use Standard Bidding Documents.

·         Bid Security is not required.

·         The recommendation for the award of the contract must be endorsed by the Procurement Committee.

·         The award recommendation is to be approved by the Head of the Procuring Entity.

Above J$500,000 to J$1.5 Million

Limited Tender

·         Invite a minimum of three (3) registered contractors to provide quotations.

·         A valid TCC and NCC registration are required at bid submission.

·         Bid Security is not required.

·         The award of contract recommendation is to be approved by the Head of the Procuring Entity.

Purchase of up to J$500,000

Direct Contracting

·         Any contractor can be engaged

·         Contractors are not required to be registered with the NCC.

·         A TCC is not required.

·         Bid Security is not required.

·         A Tax Registration Number (TRN) is required.

 

Procurement Matrix for Goods, General Services and Works

NCC Registered Contractors
NCC Endorsed Contracts
Searchable NCC Contract Endorsement Spreadsheet Database
List of Works Categories and Grade Limit
List of Goods and Services Categories
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