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Procurement of goods and services
Katalyst manages a transparent procurement process designed to maximise value for money and ensure full accountability for procurement decisions. The General Manager, advised by the Director, Finance and Administration, has overall responsibility for the development and implementation of the procurement system. Directors are responsible for procurement within the Business Plan and their respective budgets, by recommending or approving a procurement activity; the respective Manager and Director certify that the purchase is within the framework of the relevant Business Plan and associated annual budget. The Procurement Controller within the Finance Department is responsible for advising Katalyst employees on the procurement procedures, and for ensuring that procurement procedures are correctly followed and fully documented.
Setting the Selection Criteria:
While the exact criteria set will usually vary based on the nature of the particular assignment, the following criteria are generally applicable in the evaluation of potential goods and service providers for office running and direct programme activities:
• professional capacity to carry out the assignment (relevant skills, available knowledge);
Required Submission Documentation:
All competitive tenders require qualifying organisations to submit the following:
Organizational information must include:
Technical information must include:
Mandatory Legal and Financial Information:
It is mandatory for bidding organisations to submit documentary evidence demonstrating their legal, taxation, and financial status.
• a certificate of incorporation and Trade License (for individual/ sole proprietor companies, a trade license only);
Exceptions to this mandatory list can only be decided by the Director of Finance and Administration on a case by case basis and must be documented in the procurement file.
See also the RfP for any other specific required documentation.
Form of Submission: All offers must be sent in hard-copy form (i.e. submission of e-mail tenders alone are unacceptable), and lodged either via the postal system or courier service or delivered directly to the Katalyst office,with separate envelopes for the technical and financial proposals, enclosed within an outer envelope. All envelopes are to be addressed to the Katalyst person listed in the RfP/EoI notice, with the two inner envelopes also marked ‘Technical Proposal’ and ‘Financial Proposal’, as relevant. Failure to do so will disqualify the tendering organization from the tendering process. In all cases, the offer must be sealed in a covering envelope, addressed as per the RfP/EoI notice, and lodged directly in the Tender Box located at the Ground Floor Reception area.
Evaluation of offers by Katalyst:
Separation of financial and technical elements:
The technical proposal envelopes only, are opened first, and evaluated against the required deliverables for the contract. Only the financial proposals of the bidders whose technical proposals meet the minimum technical proposal score will be opened and evaluated. Those bidders whose technical proposals fail to meet the minimum requirement will have their financial proposal envelopes returned unopened, and will be advised that their proposals failed to meet the technical requirements, and which requirement(s) they failed to meet. As mentioned above, in the case of proposals involving cost-sharing, both the technical and financial proposals may be considered at the same time.
Scoring is dependent on the type of good or service to be procured.
The key criterion is that the proposal selected demonstrates that the organisation can best meet Katalyst’s requirements, as outlined in the RfP, with a balance of financial and technical criteria i.e. is the best ‘value for money’.
• Notification of Unsuccessful Tenderers:
• Repetition or Cancellation:
If no sufficiently suitable bids are found, the Evaluation Panel has the discretion to go through the whole process again, or enter into direct negotiations with a preferred bidder from among the qualifying organisations. Katalyst has the right to cancel a bidding process, accept or reject bids without notifying any reasons to the bidders. It also has the right to ask one or more of the bidding organisations to resubmit and/or revise its proposal if it deems fit.
Tenderers must refrain from pre-discussion of the contents of any such selection criteria or interview plan or confer any other unfair advantage on any other tenderer involved in this procurement process.
Katalyst reserves the right to invite additional bidders to participate in an announced tender, exclude one or more bidders from consideration, extend the deadline for submitting bids, or cancel any tender procedure.