ZPPA PROCUREMENT PROCESS

Simplified bidding/selection
Used for low value (up to K1 million) off the shelf purchases
At least three (3) competitive quotations are obtained by use of a written Request for Quotations document
The Request for Quotations should give clear instructions on the conduct of the procurement process, including the preparation and submission of quotations and information on the evaluation of quotations and award of contract
Suppliers requested to submit quotations supported by certificate of registration, ZRA Tax Clearance Certificate and relevant certification, e.g. National Council for Construction
There is no need to advertise and/or gazette
The evaluation is based on the request for quotations that was issued
The purchase is confirmed by the Local Purchase Order
Open bidding/selection
Preferred procurement method
For high value procurements (above K1 million)
Invitations to bid are gazetted and advertised in newspapers
The invitation to bid is open to the public
The bidding document is obtainable upon payment of non-refundable fee
The invitation to bid has a minimum floatation period of four weeks for National tenders and six weeks for International tenders
Sealed bids are deposited in a tender box
The public is invited to attend the tender closing and bid opening ceremony
Evaluation is based on the criteria given in the bidding document
Authorization for award of contract is either by the Procurement Committee or the Central Tender Committee depending on the level of authority of a procuring entity during the interim period only
There is a requirement for publication of the best evaluated bidder before contract award
A formal contract document is signed
After commencement of a contract with the successful bidder, a procuring entity shall inform all other bidders that their bids have been unsuccessful and shall give reasons for that decision
Limited bidding/selection
Used where:

the circumstances do not justify or permit the use of open bidding
the goods, works or services are only available from a limited numbers of suppliers or firms
there is an urgent need for the goods, works and services and engaging in open bidding would therefore be impractical
The invitation to bid is not gazetted nor advertised in newspapers
The invitation to bid is restricted to nominated firms only
A solicitation/bidding document is prepared and obtainable upon payment of a non-refundable fee
The invitation to bid has a minimum floatation period of four (4) weeks for national tenders and six (6) weeks for International tenders
Sealed bids are deposited in a tender box
The public are free to attend the tender closing and bid opening ceremony
Evaluation is based on the criteria given in the tender document
Authorization for award of contract is either by the Procurement Committee or the Central Tender Committee depending on the level of authority of a procuring entity during the interim period only
A formal contract document is signed
Direct bidding
Used where:

the goods, works or services are only available from a single source and no reasonable alternative or substitute exists
due to an emergency, there is urgent need for the goods, works or services making it impractical to use other methods of procurement because of the time involved in using those methods
additional goods, works or services must be procured from the same source because of the need for compatibility, standardisation or continuity
an existing contract could be extended for additional goods, works or services of a similar nature and no advantage could be obtained by further competition
the estimated value of the goods, works or services does not exceed the threshold prescribed in the Public Procurement Regulations
The invitation to bid is not gazetted nor advertised in newspapers
The invitation to bid is restricted to the nominated firm only
The solicitation/bidding document is prepared and obtainable upon payment of a non-refundable fee
The invitation to bid has a minimum floatation period of four (4) weeks for national tenders and six (6) weeks for International tenders
Sealed bid is deposited in a tender box
The public are free to attend the tender closing and bid opening ceremony
Evaluation is based on the criteria given in the solicitation/bidding document
Authorization for award of contract is either by the Procurement Committee or the Central Tender Committee depending on the levels of authority of the procuring entity during the interim period only
A formal contract document is signed