MINISTRY OF FINANCE CENTRAL TENDERS BOARD GOVERNMENT OF TRINIDAD AND TOBAGO
SYNOPSIS OF CURRENT OPERATIONS • Procurement of Goods, Works Services and Consultancies • Registration of Suppliers and Contractors • Disposal of Unserviceable Items and Real Estate Property Central Tenders Board – Government of the Republic of Trinidad & Tobago
Core Functions of Central Tenders Board 1. Invite, consider and accept or reject offers/proposals for the procurement of goods, works and services including consultancies by Public or Selective invitation on behalf of Government Central Tenders Board – Government of the Republic of Trinidad & Tobago
Core Functions Cont’d Ministries/Departments and Statutory Bodies falling under the purview of the Central Tenders Board • Government may act on its own behalf and request a special purpose company to procure goods, services, works or consultancies as necessary Central Tenders Board – Government of the Republic of Trinidad & Tobago
Core Functions Cont’d 2. Registration of suppliers, contractors, consultants in various disciplines. Central Tenders Board – Government of the Republic of Trinidad & Tobago
Core Functions Cont’d 3. Disposal of surplus or unserviceable articles belonging to Government (original price of $1000. 00 TT) and Real Property Central Tenders Board – Government of the Republic of Trinidad & Tobago
Target Groups Suppliers, contractors, consultants, Ministries/Departments/Statutory bodies, Municipal Corporations, Tobago House of Assembly, Individuals, Companies, Partnerships, Sole Traders, Joint Venture Consortiums, prospective tenderers, professionals, business organizations, entrepreneurs, general public and interested persons. Central Tenders Board – Government of the Republic of Trinidad & Tobago
Registration of Contractors/ Suppliers/Consultants • Suppliers, Contractors or Consultants may obtain the form from the Central Tenders Board Office or online from the Ministry of Finance website at http//www. finance. gov. tt Central Tenders Board – Government of the Republic of Trinidad & Tobago
Registration of Contractors/ Suppliers/Consultants Cont’d Applicants must complete the form with all necessary information required therein and return the registration forms to the Central Tenders Board along with the following documents : - • Certificate of Incorporation of the applicant’s company Central Tenders Board – Government of the Republic of Trinidad & Tobago
Registration of Contractors/ Suppliers/Consultants Cont’d • Certificate of Registration under the Business Names Act {in the case of a partnership} • Certificate of Continuance Central Tenders Board – Government of the Republic of Trinidad & Tobago
Registration of Contractors/ Suppliers/Consultants Cont’d • Income tax certificate with file number • Value Added Tax (VAT) Registration Certificate and Number Central Tenders Board – Government of the Republic of Trinidad & Tobago
Registration of Contractors/ Suppliers/Consultants Cont’d • Completed Registration forms are recorded manually at the office of the Secretary to the Board Central Tenders Board – Government of the Republic of Trinidad and Tobago 12
Procurement Methods Cont’d 1. Public/Open Invitation of Tenders Ø Tender Notices are advertised locally in two daily newspapers Ø Wide Circulation internationally Ø Development Business Forum and reputable Journals and Ø Online at CTB’s website: www. finance. gov. tt Central Tenders Board – Government of the Republic of Trinidad & Tobago
Procurement Methods Cont’d 2. Tenders are invited selectively from a shortlist of Registered contractors and Consultants and firms that have been subject to a Pre-qualification exercise. Central Tenders Board – Government of the Republic of Trinidad & Tobago
Procurement Methods Cont’d • All contracts awarded are published monthly by the Central Tenders Board in the Trinidad and Tobago Gazette and on the organization's website. Copies of the Contracts awarded are also submitted to the Auditor General. 15
Procurement Methods Cont’d 3. Sole Selective tenderers are invited when their expertise is limited to a specialist nature and is required within a short time frame. • Justification for selection is submitted for Ministerial approval and must be approved by the Minister of Finance Central Tenders Board – Government of the Republic of Trinidad & Tobago
CENTRAL TENDERS BOARD AND SUB-COMMITTEE FINANCIAL LIMITS Central Tenders Board Over $2, 000. 00 Ministerial/Departmental Tenders Committee $1, 000. 00 - $2, 000. 00 Permanent Secretary/ Departmental head up to $1, 000. 00 Regional Corporation Tenders Committee $200, 000. 00 - $500, 000. 00 Special Ministerial Committee $100, 000. 00 - $200, 000. 00 Office Machines, Appliances and Furniture No Financial Limit City and Borough ‘Corporation Tenders Committee $100, 000. 00 - $500, 000. 00 City Clerk, Town Clerks up to $100, 000. 00 Tobago House of Assembly Tenders Committee $5, 01. 00 - $500, 000. 00 Clerk Tobago House of Assembly up to $50, 000. 00 Chief Executive Officer up to $100, 000. 00 CONSULTANCY SERVICES UNSERVICEABLE/SURPLUS ARTICLES – DISPOSALS P. S. - $200, 000. 00 P. S - $250. 00 M. T. C. - $200, 001. 00 $1, 000. 00 C. T. B. – Over $1, 000. 00 M. T. C. – Over $251. 00 - $1, 000. 00 C. T. B. – Over $1, 000. 00 17
Tendering Process cont’d • Interested persons {individuals or firms} collect the relevant Bid Package/Tender/Documents from the scheduled Contracts Officer after paying a specified deposit to the Cashier, on the presentation of the official receipt before the closing time. Central Tenders Board – Government of the Republic of Trinidad & Tobago
Tendering Process cont’d • Prospective Bidders deposit bids in the Tenders Box, located at the Central Tenders Board Division on or before the appointed closing date. All BIDS RECEIVED AFTER THE CLOSING TIME ARE REJECTED Central Tenders Board – Government of the Republic of Trinidad & Tobago
Tendering Process cont’d • The Tender must have the following information as requested in the Tender Documents 1. Address telephone and fax numbers, E-Mail addresses Central Tenders Board – Government of the Republic of Trinidad & Tobago
Tendering Process cont’d 2. 3. 4. 5. 6. 7. The Company’s profile Customer references Bank references Permission to contact references Completed Bills of Quantities List of key personnel Central Tenders Board – Government of the Republic of Trinidad & Tobago
Tendering Process cont’d 8. List of completed projects 9. List of current projects 10. List of equipment 11. Three (3) years audited financial statements (where applicable) 12. Price (Contractors are advised to show the Tender price separately from VAT Central Tenders Board – Government of the Republic of Trinidad & Tobago
Tendering Process cont’d 13. Valid Income Tax Registration 14. Tender Deposit Receipt (where applicable) 15. Bid Bond duly stamped by the BIR (where applicable) Central Tenders Board – Government of the Republic of Trinidad & Tobago
Tendering Process cont’d The Board considers and awards contracts to the lowest evaluated bidder that satisfies the project specifications or criteria. The Board also has the authority to reject tenders. Recommendations are submitted to the Board by an Evaluation Committee Central Tenders Board – Government of the Republic of Trinidad & Tobago
Tendering Process cont’d The successful Contractor is required to pay a Cash Performance Deposit or provide a Performance Bond. If the cash Performance Deposit or Bond is not established within the stipulated time, the Central Tenders Board Division issues a reminder note and if there is no response, the second place bidder is selected. Central Tenders Board – Government of the Republic of Trinidad & Tobago
Tendering Process cont’d Once the Cash Performance Deposit or Performance Bond is paid/or established, the client Ministry/Department is informed and the order issued. Central Tenders Board – Government of the Republic of Trinidad & Tobago
Tendering Process cont’d A contractual Agreement is signed between the Client and the Contractor. The agreement inclusive of the detailed terms and conditions, specifications, delivery time and price is prepared by the Office of the Chief State Solicitor. Central Tenders Board – Government of the Republic of Trinidad & Tobago
Hiring of Consultants The Central Tenders Board Division also invites for: • Expressions of Interest • Requests for Proposals This is done through public/open invitations, selective invitation or a sole invitation.
Hiring of Consultants cont’d An Evaluation Committee approved by the Board prepares a Short List or submit a recommendation for approval by the Board. Central Tenders Board – Government of the Republic of Trinidad & Tobago
Annual Supplies and Services Contracts are awarded for supplies and services for the Central Government Local Government and Statutory Bodies on an annual basis. Central Tenders Board – Government of the Republic of Trinidad & Tobago
Annual Supplies and Services Contracts Cont’d • Bonded to the Government to Government for a Calendar Year • Selected Items used in bulk • Competitive Prices are obtained. Central Tenders Board – Government of the Republic of Trinidad & Tobago
Current System • Presently, there is no independent body to lay complaints. • Complaints are addressed by the staff of the Central Tenders Board – Government of the Republic of Trinidad & Tobago
Current System Cont’d • A contract Completion Certificate is completed prior to the release of the Performance Bond or the Performance Deposit • All awards are published on the website: www. finance. gov. tt Central Tenders Board – Government of the Republic of Trinidad & Tobago
Current System Cont’d • Contractors are informed of their shortcomings when requested as per the Evaluation Report • Redress may be obtained via Judicial Review. Central Tenders Board – Government of the Republic of Trinidad & Tobago
PROPOSED REFORMS ON PROCUREMENT CENTRAL TENDERS BOARD MINISTRY OF FINANCE GOVERNMENT OF TRINIDAD AND TOBAGO Central Tenders Board – Government of the Republic of Trinidad & Tobago
CABINET BY MINUTE 1964 OF JULY 17, 2008 AGREED THAT: (a) the White Paper on the Reform of the Public Sector Procurement Regime (2005) be revised based on the recommendations of the Task Force Central Tenders Board – Government of the Republic of Trinidad & Tobago
• Present for the consideration of Cabinet a new policy to govern Public Sector Procurement which if approved will include the drafting of appropriate legislation by the Minister of Finance for: (1) Overall revision of the current Procurement Policies Central Tenders Board – Government of the Republic of Trinidad & Tobago
PROCUREMENT REFORMS (2) To implement the use of e-Auctions or procurement by electronic bidding as a subset of a revised procurement regime Central Tenders Board – Government of the Republic of Trinidad & Tobago
PROCUREMENT REFORMS Cont’d (3) To establish a Project Management Unit under the Ministry of Finance: - • • • Monitor projects undertaken by the State Enterprises Ensure project efficient execution Complete Contract Administration Central Tenders Board – Government of the Republic of Trinidad & Tobago
INTERIM POLICY i. Retract the White Paper on the Reform of the Public Sector Procurement Regime ii. Approve a new electronic based procurement regime as outlined above and that the Attorney General should begin drafting the necessary legislation. Central Tenders Board – Government of the Republic of Trinidad & Tobago
INTERMIN POLICY Cont’d iii. Approve amendments of Sections of the Central Tenders Board Act: • Introduction of e-procurement via eauctions • Registration via electronic databases • Incorporation of new procurement methods such as BOLT and BOOT. Central Tenders Board – Government of the Republic of Trinidad & Tobago
INTERMIN POLICY Cont’d iv. Agree to the repeal of the Central Tenders Board Ordinance as the long term solution; and v. Utilize existing provisions in the Central Tenders Board Act including the use of Central Audit Committee of the Ministry of Finance and the standard procedures for procurement until the final draft of the proposed legislation is approved. Central Tenders Board – Government of the Republic of Trinidad & Tobago
New Procurement Regime It is proposed that the new procurement regime will: ØCreate an entity to be named the National Procurement Agency ØProvide for alternative procurement techniques including (Public Private Partnerships (PPP), Build Own Operate Transfer (BOOT) and Build Operate Lease Transfer (BOLT) Central Tenders Board – Government of the Republic of Trinidad & Tobago
New Procurement Regime Cont’d Ø Establish e-Procurement as the general procurement framework Ø Incorporate an appeals mechanism – via an appeals tribunal for dispute resolution. Central Tenders Board – Government of the Republic of Trinidad & Tobago
New Procurement Regime Cont’d Ø Provide overarching legislation to include all State Agencies, Statutory Boards and Government Ministries and Departments. Ø Modernise the Procurement Procedure Central Tenders Board – Government of the Republic of Trinidad & Tobago
New Procurement Regime Cont’d ØStreamline requirements for hiring consultants ØProvide for existing contracts to be reviewed and continued Central Tenders Board – Government of the Republic of Trinidad & Tobago
New Procurement Regime Cont’d ØRequire all contracts to be subject to an appeals tribunal ØProvide for the allocation of adequate human and material resources for the National Procurement Agency. Central Tenders Board – Government of the Republic of Trinidad & Tobago
New Procurement Regime Cont’d The Policy will also facilitate: - ØPre-Registration of providers (electronic) ØEstablish a database or the Registration of suppliers/contractors/consultants (electronic) ØCriteria for the pre-qualification, implementation assessment and post project evaluation of suppliers/contractors/consultants Central Tenders Board – Government of the Republic of Trinidad & Tobago
New Procurement Regime Cont’d ØThe establishment of criteria for the removal of suppliers/ contractors/consultants from the database who fall below the standards required by the Agency for continuing to be listed on the database. Central Tenders Board – Government of the Republic of Trinidad & Tobago
New Procurement Regime Cont’d • The New Procurement Authority will be more efficient in allocating bids because it will be based on electronic transactions. The new system will assist in meeting project deadlines, eliminate cost overruns and level the playing field for all interested bidders. Central Tenders Board – Government of the Republic of Trinidad & Tobago
THE NEW PROCUREMENT REGIME The new procurement regime will enhance: Ø Transparency Ø Accountability and efficiency Ø User-friendliness Ø Easy administration of contracts Ø Standardization and Ø Value for money Central Tenders Board – Government of the Republic of Trinidad & Tobago
THE NEW PROCUREMENT REGIME With this intention, the Government of the Republic of Trinidad and Tobago strives to: • Include international best practices of the industry in our operations • Meet the standards of Developed Nations Central Tenders Board – Government of the Republic of Trinidad & Tobago
AS We move towards Vision 2020 THANK YOU Compiled by: Indrani Rampersad Director of Contracts (Ag. ) Central Tenders Board Ministry of Finance Central Tenders Board – Government of the Republic of Trinidad & Tobago
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