As company projects get more complex, it becomes more important than ever to use a

procurement method to optimize this budget and source suppliers best suitable to provide the

necessary goods and service.

In this essay .I will look at the different procurement methods used by the Ministry of Lands

Procurement refers to activities involved in obtaining the goods and services a company

needs to support its daily operations. This process includes sourcing items, negotiating terms,

purchasing the items, receiving and inspecting goods, and keeping records of every step of

the procurement process.

In the ministry of Agriculture there are specified procurement methods identified for each

group .Public Procurement methods are procedures used by procuring services and

construction works the ministry there are procurement methods used .

Competitive bidding method

( l) The competitive bidding method of procurement entails a process in which- (a) a bidding

document is published in accordance with section 38; and all eligible and qualified bidders

are permitted without discrimination to submit their bids; and all bids from eligible and

qualified bidders are assessed according to the same criteria; and (d) subject to subsection (2),

the bidding is held in one stage.

(2) Competitive bidding may be held in two stages, in accordance with prescribed

procedures, where-

(a) it is not feasible to define fully the technical or contractual aspects of the procurement to

elicit competitive bids;

(b) because of the complex nature of the procurement requirement, the procuring entity

wishes to consider various technical or contractual solutions and to discuss them with bidders

before deciding on the final technical or contractual specifications.

(3) Where the procurement requirement is of particularly high value or complexity,

competitive bidding may be preceded by prescribed pre-qualification procedures, with a view

to identifying qualified bidders prior to the submission of bids.

What Is The Bidding Process?

The bidding process (also known as the tender process) is a method to select the most suitable
service provider or supplier, by comparing proposals against specific criteria.

There are times when product owners, clients, or project teams need to outsource services or
purchase goods to fulfill project deliverables. When this happens, picking an organization or
subcontractor to work with can be crucial for a project’s success.

The bidding process provides a thorough way of evaluating a partner’s competencies before a
contract is awarded. The process is essential for organizations who want to work with the public
sector, but is also common in industries such as construction, game development and advertising.

The bidding processes

Step 1: Request for Proposals

owners or project teams first need to issue a request for proposal or invitation to bid (ITB) to initiate
the bidding process. A tender manager then prepares a package that indicates specifics about the
project.

The package should effectively communicate the goals, priorities, and requirements of the project so
that bidders have a clear picture of what needs to be done. This should include deadlines,
expectations, specifications, supporting documents, and the list of requirements that the bidders
should submit.

Due diligence is essential when evaluating bidders: it is typical to request the bidding company’s
profile, project portfolio, personnel resumes and financial statements.

The invitation to bid can be open to everyone, or strictly by invite.

bid can then be passed to the requesting organization.

Step 2: Bid Preparation of Interested Parties

Once an RFP is issued, interested parties will begin to evaluate the proposal. In this context,
the project manager who prepares the bid is called a bid manager.

The bid mana

ger communicates with the project team to verify the availability of resources that they’re about to
commit, as well as liaising with the company that issued the RFP for clarifications.
If the bidding party is a general contractor, this process may include facilitating another bidding
session with subcontractors or third-party vendors. Once all details are compiled and organized, the
Step 3: Bid Evaluation And Selection
After collecting the bids, procurement managers compare them against each other and their
requirements.

At the ministry its not always that lowest bid wins. The most popular way to pick the best
vendor or service provider is the M.E.A.T criteria (most economically advantageous tender).
Apart from the cost, MEAT criteria consider quality, accessibility, social value, innovation,
and more.

Selection can be a two-step process where applicants are shortlisted before the final tenders
are selected.

Communication between the buyer and bidders is expected during this stage. The tendering
organization can also request presentations or interviews for more clarification.

Step 4: Contract Negotiation And Awarding

The final stage of bidding is negotiation and selection.

After picking the preferred vendor or service provider, the tendering organization will inform
them of the final approved price and additional requests if applicable.

The management and administrative departments of the project team’s organization can start
getting involved at this stage. Legal terms, payment terms, deliverable schedules, and other
important details are documented and signed by the involved parties to

Restricted bidding method

The restricted bidding method of procurement entails a process in which the bidders are limited to
those selected or invited by the procuring entity.

The restricted bidding method of procurement may be used-

(a) when the time and cost of considering a large number of bids is disproportionate to the
estimated value of the procurement requirement;
(b) where urgency renders impracticable the time-limit prescribed for the purpose of section 39
("Bidding period"): Provided that the urgency shall not be due to the procuring entity's
unjustifiable delay; or
(c) for procurement contracts with an estimated value that does not exceed the prescribed
threshold.

Under the restricted bidding method of procurement-

(a) the procuring entity shall invite bids from a standing list of qualified bidders established
and maintained by the procuring entity in accordance with the prescribed procedure;
(b) (b) in all other respects, the procedures for the single stage competitive bidding method
shall be employed.

( 1) The request for quotations method of procurement entails a process in which the procuring
entity solicits at least three competitive quotations for its procurement requirement from reputable
suppliers, and the procurement requirement is below the prescribed threshold. (2) The request for
quotations method of procurement shall be effected in accordance with such procedures as may be
prescribed

Discuss areas in which public procurement can be improved in Zimbabwe.

Creating a Standard Procurement Policy

Purchasing material for a business becomes easy when an organisation establishes a smooth

procurement process instead of customizing each process based on its unique features. It is

better for an organisation follow set of rules that are created to conduct the purchase .

Standardisation brings consistency and uniformity for example when the Ministry of
Agriculture is procuring and the must be uniformity at the procuring department at Ministry
of Health or defence this can help to improve public procurement in Zimbabwe when all
public procurement officers follow the same rules and regulations.

Establish strong anti-corruption and conflict -of-interest provisions

Due to the heightened risk of corruption and conflicts of interest in Public procurement ,it is
important to include rule to preserve the integrity of the procurement process ,as well as
penalties for non compliances

2. Establish strong anti-corruption and conflict-of-interest provisions

“Because of the heightened risk of corruption and conflicts of interest in

public procurement, it is important to include rules to preserve the integrity
of the procurement process, as well as penalties for non-compliance”, the
report said.

The report pointed to anti-corruption laws in Paraguay, where there is a

centralised list of people who cannot submit bids in public tenders. If
companies on the list bid for contracts they can be banned from
participating in public procurement for up to three years.

Paraguay’s public procurement law also allows authorities to void and

revoke contracts in the event of fraudulent acts or administrative sanctions.