Operations & Management Manual (Chapter III)-Procurement Manual

PROCUREMENT MANUAL
Second Amendment of 08 June 2023
 Table of Contents
Introduction .................................................................................................................... 1
SECTION 1 ...................................................................................................................... 4
1. Introduction ....................................................................................................................................... 4
2. General Principles .............................................................................................................................. 4
3. Scope of Purchases ............................................................................................................................ 5
4. Procurement Committee ................................................................................................................... 5
4.1 Procurement Committee Members ....................................................................................... 5
4.2 Competition ........................................................................................................................... 5
4.3 Terms of Reference of Procurement Committee .................................................................. 6
4.4 Scope of Work of the Committee Members .......................................................................... 6
5. Raising Purchase Requisition (PR)...................................................................................................... 7
6. Purchase of Immovable Properties ................................................................................................... 7
7. Foreign Purchase ............................................................................................................................... 7
8. Annual Procurement Plan/Calendar .................................................................................................. 7
SECTION 2 ...................................................................................................................... 8
9. Procurement Method ........................................................................................................................ 8
9.1 Open Tendering Method (OTM) ............................................................................................ 9
9.2 Limited Tendering Method (LTM) ........................................................................................ 17
9.3 Simple Quotation Method ................................................................................................... 18
9.4 Direct Purchase Method (Single Quotation) ........................................................................ 18
9.5 Single source/Sole source Method ...................................................................................... 19
9.6 Framework Agreement /Contract Method .......................................................................... 20
SECTION 3 .................................................................................................................... 21
10. Enlistment (Procedures for Enlistment of Suppliers) ..................................................................... 21
10.1 New Enlistment .................................................................................................................... 21
10.2 Renewal of Existing Vendors ................................................................................................ 24
10.3 Enlistment through Head Hunting ....................................................................................... 24
11. Black Listing of the Vendor............................................................................................................. 24
12. Termination of Contract ................................................................................................................. 25
13. Exception of bidding process ......................................................................................................... 25
14. Purchase Order .............................................................................................................................. 25
14.1 Contents of Purchase Order................................................................................................. 25

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 14.2 Imposing penalty .................................................................................................................. 26
14.3 Distribution of Purchase Order Copies ................................................................................ 26
15. Repeat Order Timeline ................................................................................................................... 26
16. Conflict of Interest ......................................................................................................................... 26
17. Goods and Service receive/confirmation procedure ..................................................................... 26
18. Payment to Supplier/Contractor .................................................................................................... 27
19. Consultant Hire .............................................................................................................................. 27
20. Complaint Resolve.......................................................................................................................... 28
21. Vendor Information checks ............................................................................................................ 28
22. Procurement of Goods/Service in Field Offices ............................................................................. 28
23. Exception ........................................................................................................................................ 29
24. Record keeping............................................................................................................................... 29
25. Negotiation..................................................................................................................................... 29
26. Approval Authority ......................................................................................................................... 29
27. Appendixes and Annexures............................................................................................................ 30

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SECTION 1
1. Introduction
TIB being a Trust pursues a policy of minimizing at most, waste of time labor and its fund.
TIB wants a reflection of this policy in the management of procurement, stores and stock
control. Conscious uses of store accommodation and at the same time taking advantage of
bulk buying discount and anticipated price hike can generally be considered as a mark of
efficiency. Under circumstances and at times buy just quantity and just in time may also be
thought to be important. Procurement policy is thus based on a very objective requirement,
short and long term planning.

This manual describes planning and process of procurement of goods and supplies, making
payment therefore, raising, executing and preserving documents for inspection, inventory and
audit.

2. General Principles
a. To ensure that TIB is in compliance with TIB and all grant regulations.
b. To make purchases/procurements in a planned and economical way.
c. To record and monitor purchases contract properly and avoid frequent/random purchases.
d. Purchasing Controls: It is an objective of TIB to fully plan all project activities and procure
all necessary materials in advance. Purchasing must be done according to the procedures
outlined below. Staff authorized to make purchase requests are responsible to plan
purchases in advance and make sure that the funding sources are available.
e. Purchasing in Bulk: In order to procure materials at the most favorable prices, purchasing
in bulk quantity is encouraged provided the turnover of the item is predictable and is of
high volume.
f. Purchase requisitions should be sent to Procurement Unit well ahead in order to get
adequate time for market survey, collecting quotations. Rush purchase should always be
avoided.
g. Prior to any procurement, concerted efforts should be made by the requisitioner, the
Administration staff to ensure that item to be purchased is not already available in TIB.
These efforts should be documented for all purchase.
h. All procurement should be conducted in a manner to provide, to the maximum extent
practicable, open and free competition. The Procurement Unit should be alert to
organizational conflicts of interest or non-competitive practices among suppliers that may
restrain or eliminate competition or otherwise restrain trade.
i. No employee of TIB shall participate in the selection, award or administration of a contract
where the concerned employee or employee’s immediate family has a personal financial
interest, or the employee has any arrangement for prospective employment.
j. No employee of TIB shall solicit or accept gratuities, favors or anything of monetary value
from contractors/suppliers or potential contractors.
k. The purchase of goods and services must always be based on free and fair competition i.e.
at the best prevailing prices;
l. The best qualities and types required for the Office.
m. Available within the required time
n. Purchased/obtained from original, genuine and competitive sources.
o. Purchase of technical items/equipments/works may only be done after receiving clearance
of technical specification from the relevant officer/team.
p. Purchase to ensure that the goods ordered have subsequently been received by the TIB or
a service to be rendered has actually been done. All purchases should be handled by the
Procurement Unit against approved requisitions.

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 q. Post facto approval of purchase should be totally avoided. In cases of purchase of special
circumstances then all documentation should be maintained properly.

3. Scope of Purchases
a. Capital and non-capital Assets
b. Supplies, stationery and printing materials
c. Other materials, supplies and services such as:
i. Repair/ maintenance contracts
ii. Repair and overhauling of vehicles etc.
iii. Selection for service agencies (such as travel agent, household movers, electricians,
vehicle workshops, event management agencies, meeting/ training/ orientation/
workshop/ conference/ convention centre etc.)
iv. Consultants, Experts and Insurances

4. Procurement Committee
Procurement of any item above Tk. 20,000 will be executed by a Committee of 5 to 10
members consisting of the Senior Manager/Manager of Finance & Administration and
representatives of other divisions and units of TIB. The Procurement Committee will
recommend for taking decisions on procurement according to the provisions of procurement
manual. At least 5 committee members should sign in bid summary and send their
recommendation to the management for their approval. Time to time committee members
may be changed due to resignation of any staff or resignation from the committee and
declaration of new members by the Executive Management Team (EMT).

4.1 Procurement Committee Members

The Committee will identify, review and recommend the potential suppliers, quality and
prices. A committee will be formed representing requisitioned from different areas, finance &
administration and program operations. Coordinator-F&A, Coordinator–O&C, Coordinator-
CFG, Coordinator-CE, Deputy Coordinator-Administration, Deputy Coordinator-IT, Research
Fellow-R&P, Deputy Coordinator-O&C will act as member of procurement committee.
a. At least 5 (five) members should be present for holding the meeting. If necessary, the
requester or any technical person may be invited to attend the Procurement Committee
Meeting as a member.
b. Deputy Coordinator-Procurement or designated person of the procurement unit will convene
the meeting of the Procurement Committee as and when necessary and will coordinate
the activities of the meeting.
c. The committee will follow the normal selection criteria applied universally and followed i.e.
the lowest bidder provided that quality, guarantee, service and promptness of supplies are
assured and practicability to be maintained. In cases where the lowest bidder is not
expected to accomplish the work as per requirement of the TIB, the next lowest bidder
shall be considered but only with proper justification, which should be documented.
d. The Procurement Committee is empowered to recommend for approval of all
procurements the total value of which exceeds taka of 100,000.
e. The recommended procurements shall be placed to the Executive Director/Deputy Executive
Director/Director-Finance & Administration for approval. Executive Director/Deputy Executive
Director/Director-Finance & Administration may approve or defer the procurement.

4.2 Competition
a.Sealed Quotations invitation from suppliers through written notice. Before submission of
the quotation, requester will be invited in the orientation for the suppliers about the
specification of items (if require).

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 b.The price quotation will be opened in front of the members of the committee and award
would be made to the responsible bidder whose bid would be most advantageous to the
office in terms of price, quality and other factors combined.
c. All procurement transactions shall be conducted in a manner to provide practical, open
and free competition to the maximum.
d.Comparative statement will be prepared by Procurement Unit on the basis of quotation
collected and will be produced to the committee for making decisions on procurement.
e.The committee will follow the normal selection criteria applied universally and followed
commonly i.e. the lowest bidder provided that quality, guarantee, service and
promptness of supplies are assured and practicability to be maintained. In cases where
the lowest bidder is not accepted to accomplish the work as per requirement of the TIB,
the next lowest bidder shall be considered but only with proper justification which should
be documented.
f. In the event that the Committee has information or reasons to believe that market price
is lower than offers received, or the terms received are not favorable, the committee
may ignore offers received.
g.For specialized items Director-Finance and Administration may seek the assistance of the
relevant technical personnel for obtaining the bids.

4.2.1 Minimum Bid

a. A minimum three bids (03) for all types of Procurement Methods will be required
(except single source).
b. If the Sourcing Procedure results in fewer than the minimum number of bids
required, the concerned procurement officer should present the situation to the
procurement committee to review the justification (a set of reasons or a logical basis
for a course of action or belief).
b. The justification of the decision should be documented in the procurement file (e.g.
procurement committee meeting minutes) for approval by the procurement
committee. If the procurement committee do not fully agree with the justification,
then sourcing process shall be completed as per committee recommendation.
c. In case of receiving three bids where only one bid is found as responsive,
procurement committee may recommend to accept to award the only responsive bid
or to go for re-tendering solicitation process (if necessary).

4.3 Terms of Reference of Procurement Committee

a. Procurement Committee will be formed consisting of the following members from
different Divisions and Units:
b. Finance and Administration: Coordinator-F&A and Deputy Coordinator-Administration
c. Information Technology: Coordinator-IT, Deputy Coordinator-IT
d. Civic Engagement: Coordinator-CE
e. Communication: Coordinator-O&C and Deputy Coordinator-O&C
f. Research: Senior Research Fellow-R&P and Research Fellow -R&P
g. Climate Finance Governance: Coordinator-CFG
h. Deputy Coordinator-Procurement/Assistant Coordinator-Procurement will act as Secretary

4.4 Scope of Work of the Committee Members

a. Procurement of any item above Tk. 100,000 will be executed through a Procurement
Committee. Recommendation of the committee members may be accepted by the
approval authority if at least any five committee members recommend and sing on the
bid summary.

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 b. Procurement Committee will recommend on procurement according to the provisions of
Procurement Manual.
c. At least three (3) committee members will be present at the time of opening sealed
quotations and signature of minimum five (5) committee members will be required in all
bid documents. Any members of Procurement Unit will notify to committee members.
d. Committee will ensure the quality of materials/service and if lowest bidders do not meet
the quality, committee may recommend the next lowest bidders.
e. In case of Open Tendering Method and Limited Tendering Method, committee members
will evaluate the technical and financial proposal.
f. Committee will recommend for enlistment of any vendor (who meet criteria) in any
category at any time.
g. In case of exception, committee will recommend justification through note for records.
h. Committee member will time to time evaluate the performance of vendors.
i. Committee members will recommend to management for blacklisting vendors based on
performance evaluation.
j. Procurement committee may give suggestions for development of procurement process
or complain regarding irregularities of procurement process to Director Finance &
Administration.

5. Raising Purchase Requisition (PR)

Purchase requisition will be raised before processing of procurement by the end user
(person/division/unit) or store in-charge through supervisor/divisional head in the prescribed
form and budget clearance will be obtained from the Coordinator-Finance & Administration.
After getting budget clearance, raiser of the PR will obtain management approval from the
management as per the Table of Authority and send it to Procurement Unit for processing the
procurement. However, a minimum time bound must be ensured in case of raising any PR. PR
should be raised well ahead allowing adequate time for procurement unit to process
procurement of goods/service ensuring quality of goods/service. Vendor/service provider
wise separate PR should be raised for procurement of goods/service.

6. Purchase of Immovable Properties

Purchase of land, building, structure or any such item shall be processed through negotiations
or by executing Memorandum of Understanding, contract or by deed of conveyance. Approval
of Board of Trustees is a must.

7. Foreign Purchase
Need for foreign purchase shall be determined by the EMT, only and after approval by the
Board and formalities for import shall be carried through by the Procurement Committee.
Procedure for foreign purchase would be determined by Board of Trustees.

8. Annual Procurement Plan/Calendar

After preparation of annual budget all division and unit will prepare the quarterly procurement
plan/ well ahead (advance) PR submission based on the annual budget for more efficient and
timely procurement. All division head and unit head will send it to Director F&A for execution.
Procurement unit will take initiative for procurement of goods and services as per the
following procurement method. Mid of the year it may be revised based on actual need and
change of program direction.

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SECTION 2
9. Procurement Method
At the time procure of goods and services TIB will apply any of the following procurement
methods:

9.1 Open Tendering Method (BDT 20,00,001 and Above)

9.2 Limited Tendering Method (BDT 100,001 to 20,00,000)
9.3 Simple Quotation Method (BDT 50,001 to 100,000)
9.4 Direct Purchase Method (Single Quotation) (BDT 10,001-50,000)
9.5 Direct Purchase Method (Cash) (BDT 0-10,000)

Table 1: Threshold for the determination of procurement Method:

Estimated Value Procedure Method

Up to Tk.10,000 Quotations will not be required and can be Direct Purchase Method
purchased through Spot/cash purchase /Direct (DPM)-applicable for
Purchase Method (DPM). Work order and items which are not
procurement committee recommendation will available at enlisted
not be required. Payment may be made vendors/service
through Cash. providers.
Tk.10,001 to Single quotation will be required and items Direct Purchase Method/
50,000 can be purchased through Spot /Direct (Single Quotation
Purchase Method (DPM). Method)

Procurement committee recommendation will

not be required. Payment may be made
through Cheque/Electronic Transfer.
Tk.50,001 and Minimum Three (3) sealed quotations will be Simple Quotation
below 100,000 required. Work order and procurement Method
committee recommendation not be required.
Tk. 100,001 to Tk. Minimum Three (3) sealed quotations will be Limited Tendering
20,00,000 required. Work order and procurement Method (LTM) or
committee recommendation should be Restricted Tendering
required. Method
Above Taka Open Tendering M e t h o d ( OTM) and Open Tendering
20,00,000 Minimum Three (3) participants are required. Method (OTM)
Work order and procurement committee
recommendation should be required.
Note: The estimated value as specified above is on the basis of purchase requisition (PR)

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9.1 Open Tendering Method (OTM) (Above BDT 20,00,000)

9.1.1 General
Open tendering is the process of procurement carried out through
newspaper/website advertisement that is most likely to maximize economy and efficiency.
Openness ensures transparency and eliminates tendencies towards favoritism.
Hence, OTM shall be the preferred method of procurement except for those
items/services where there are overwhelming reasons for not doing so or where the
value of the contract is so low that it does not serve the purpose of efficiency and
effectiveness.

9.1.2 Purpose
The main purposes of OTM are to:
a. Check the competitiveness of existing suppliers;
b. Provide opportunities to new suppliers;
c. Comply with legal requirements;
d. Ensure fairness and confidentiality; and
e. Prevent corruption and collusion.

9.1.3 Steps to be followed

a. Approved Procurement Requisition
b. Preparation of Tender Pack (Procurement Committee Agreed on Evaluation
Criteria)
c. Tender Publish on one Newspaper and one online Media
d. Opening Bid
e. Evaluation of Bid, Prepare, Comparative Statement and Meeting Minutes.
f. Due diligence checks based on the procurement committee recommendations
(ATC Check, Physical Verification, Reference Check, etc.)
g. Issue NOAL, Receiving Bid Security, Issue WO/PO/Sign Off
Agreement/Contract and take approval as per Table of Authority (TOA).

** Documentation will be prepared and kept as per above check list for
record and audit purpose.

9.1.4 General Terms

a. Bid security 1% may be taken based on the nature of goods/services.
b. The time allowed for submission of tenders shall not be less than 14 days. The days can
be lowered in case of emergency with prior approval of ED/DED/DFA.
c. Tender should be dropped in the tender box or through the electronic medium- (E-
tender) and record the tender details in a tracking sheet (Ref: Annexure-5).
d. The Procurement Committee undertakes the final negotiations with shortlisted vendors
who qualifies (if necessary).
e. Performance Security (PS) @10% may be taken if PO value exceeds BDT 20 lacs. In case of
exception, with procurement committee recommendation, ED/DED may waive part or
full amount of Performance Security amount (For Consultant/expert service PS may not
be required).
f. Purchase Order or Contract/Agreement will be issued to the selected/recommended
vendor.

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9.1.5 Advertisement
Open T e n d e r i n g M e t h o d will be applied through advertisement, where suppliers
will be chosen by their qualification criteria, specification of procurement product and
competitive price offered in their price proposals.

Procurement Unit (PU) shall be responsible for advertising all Invitations for Tender
(IFT) and shall advertise at least in one widely circulated Bangla and/or English language
national newspaper. The advertisement shall also be published in the web portal of
TIB or other such service providers as felt necessary.

9.1.6 Threshold
OTM is the preferred method for procurement, and must be applied where the
estimated value of any contract of goods and related services or non- consulting
services to be procured is Taka more than 20 lacs (twenty lac). However, considering
the availability, size, complexity and delivery schedule of the product/service to be
procured, OTM may also be applied where, appropriate, e v en where the value of any
contract of goods and related services or non-consulting services to be procured is less
than Tk.20 lac (twenty lac).

9.1.7 Preparing and Issuing a Tender Document

a.PU is responsible for the preparation and i s s u i n g o f t h e t e n d e r document.
b.At the time of preparation of tender documents, procurement unit should include all
the mandatory information in the Tender Documents like Instructions to Tenderer and
General Conditions.
c. The supplier is responsible for the preparation and submission of its tender. During
this process, Procurement Unit -PU shall promptly respond in writing to any written
request for clarification from suppliers and if found appropriate/reasonable, amend
the tender document accordingly. Verbal requests from suppliers are prohibited and
shall not be responded to.
d.The tender document should furnish all the information needed by a prospective
sup pl i er . The time spent in preparing clear and unambiguous tender document is
well compensated for in the evaluation of tenders, the award of contract and during
the implementation of the contract. Many problems, which occur during the
implementation o f contract, are due to misunderstandings, inconsistencies and/or a
lack of clarity in tender document.

9.1.8 Purpose of Tender Documents

The purpose of the tender documents is to inform suppliers about:
a.The rules applicable to the tendering process;
b.The precise requirements for the goods and related services or non- consulting
services to be provided;
c. Criteria which will be applied in evaluating tenders; and
d.The terms and conditions of the contract the suppliers will be required to enter into, if
successful.

9.1.9 Setting a Tender Submission Date

A date and time for submission of tenders must be fixed in all cases. The period
allowed for the completion and submission of the tender will depend on:
a.The complexity of the requirement;
b.The urgency of the requirement; and

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 c. A reasonable time for suppliers to formulate their offers. If the time is too short, it
will discourage some suppliers from tendering, which will reduce competition and
may limit the quality of the tender.
d.Under OTM the time allowed for the submission of tenders shall not be less than
fourteen (14) days.

9.1.10 Consistency of Providing Information to the Tenderer:

The same information must be given to each potential supplier. This is a self-
evident statement, but care must be taken to ensure that all suppliers are working
on the same information. This is particularly important when a supplier requests
clarification on an issue from the purchaser. In such case if any clarification is
provided to the supplier who sought clarification, then the same clarification should
be provided to all other potential suppliers even if they did not seek the same.

9.1.11 Suppliers Requesting Extension of Tender Submission Date

Request from suppliers for an extension of the date of tender submission should
normally be denied. Only in the most extreme circumstances request for extension
shall be considered.

9.1.12 The Specification

The Specification is the key component in the overall contract package and its
importance cannot be overstated. It sets the quality and performance standards for
the contract and defines what the programme/department wishes to buy and what the
supplier must provide.

The purpose of the Technical Specifications (TS) is to define the technical

characteristics of the goods and related services required or description of the non-
consulting services required.

The concerned Division/Unit w i l l be responsible f o r the preparation of

Technical specifications -TS considering the following issues:

a. The Technical specifications (TS) constitute the benchmarks a g a i n s t which the

purchaser will verify the technical responsiveness of tender and subsequently
evaluate the tenders.
b. Technical specifications should be broad enough to avoid restrictions on similar
kinds of goods; in the case of non-consulting services this will not be applicable
and description of services must be clearly defined.
c. TS shall be fully descriptive of the requirement in respect of, but not limited to,
the following:
Standard of materials and workmanship required for the production and
manufacturing of the goods;

9.1.13 Detailed test required (type);

Specify all essential technical and performance characteristics and requirements,
including guaranteed or acceptable maximum or minimum values, as appropriate; and

Reference to brand names and catalogue number should be avoided as far as possible.

9.1.14 Validity Period

Tenderers should be asked in the Invitation for Tender-IFT to agree to a nominated
tender validity period. This states how long the offer will remain open. As it requires

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 the tenderer to hold his/her price firm for that period, the length of the validity period
should carefully be calculated by PU and should be no longer than which is reasonably
sufficient to leave the offer open until the date of contract award. It is conventional to
express this period in days (e.g. 30, 60, etc.).

9.1.15 Extension of Validity Period

If it becomes obvious that, for whatever reason, the contract cannot be awarded before
the expiry of the validity period, tenderers should be asked in written to extend the
validity period. The consequence o f “accepting" a tender where the price is "out of
time" is that the supplier may legitimately seek to increase his/her price to reflect the
expiry of the price covered by his/her original calculations.

All Tenderers may, of course, refuse to extend the validity date, which may lead to
the procurement to be aborted, and a new tendering process started. It is therefore
important to keep to the validity period as practical as it is possible.

However, if a supplier refuses to extend his/her validity period s/he shall be allowed
to withdraw his/her tender without forfeiting the tender security, if any.

9.1.16 Communications with Tenderers

It is essential that in the first instance all written enquiries from tenderers should be
directed to the concerned procurement Manager of the PU and verbal enquiries
must not be accepted. He or she may decide in some cases that technical enquiries can
be referred to a specialist, but the procurement Manager must retain control of the
procurement; his/her duty is to ensure that all suppliers receive the same information.
Any information or clarification of substance, which is given to one tenderer, must
formally and immediately be given in writing to all tenderers.

9.1.17 Keeping Information on Tenderers Confidential

Tenderers should never be told who is in competition with them. This prevents collusion
and sharpens the need for a competitive approach.

Throughout the process, all information whose disclosure might prejudice the
outcome of the tendering process should be marked with "Confidential".

9.1.18 Tender Receipt

All tender documents shall contain Instruction to Tenderers (ITT) addressing the
modality in which tender envelopes shall be marked and submitted. Tenders shall be
properly marked by tenderers in order that they shall not be confused with other
types of correspondence which may also be hand- delivered or posted by mail or
courier services.

The inner and outer envelopes shall:

a. Bear the name and address of the tenderer;
b. Be addressed to the purchaser at the address specified in the tender document;
c. Bear the name of the tender and the tender number as specified in the tender
document; and
d. Tenders should be received and kept, unopened and securely stored in tender box,
which is locked, preferably by officials who are not involved in the procurement.

When the tenders are in large volume or envelopes are large and /or thick it is usually
directly received by an assigned officer.

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 Tenders received after the deadline for the submission shall be returned to the
tenderer unopened.

9.1.19 Tender Opening

It is very important that the integrity of procedures for receiving and opening tenders
should be preserved. The time mentioned in the tender document for the opening of
tenders, should be immediately after the deadline for the submission of tenders.
Procurement Committee may open the tender or new committee may be formed for
opening the tender.

At the appointed time and date for opening of tenders, the procurement Committee-
PC will unlock the tender box, remove all tenders and hand over the original to
procurement Unit-PU for safe custody. Tender envelopes are opened one at a time
starting with any withdrawals and followed by:
a. Verifying that there is one original;
b. Verifying that there is a properly signed tender form; and
c. Numbering each tender in sequence and entering the information contained in the
tender on the Tender Opening Comparative Statement.

The following information, at the minimum, shall be read out from the original
version of each tender and recorded on the Tender Opening Statement (TOS):
i. Name of the tenderer;
ii. Withdrawal or modification or substitution, if any;
iii. Number of corrections;
iv. The tender price;
v. Discounts, if any; and
vi. Presence of tender security, if required.

Upon completion of opening of the tenders, all members of PC and the tenderers or
their representatives who attend the tender opening shall sign the TOS.

9.1.20 Tender Withdrawal or Modification or Substitution

A tenderer may withdraw, modify or substitute its tender after it has been submitted
by sending a written notice, duly signed by the original authorized representative. The
written notice must be:

a. In the case of a WITHDRAWAL, be submitted in a sealed envelope, clearly

identifying the relevant tender and marked WITHDRAWAL;

b. In the case of a MODIFICATION or SUBSTITUTION be submitted in a sealed

envelope, with the relevant modified or substituted documents, clearly identifying
the relevant tender and marked MODIFICATION or SUBSTITUTION as applicable.

Tenderer may wish to replace or amend a tender which has been submitted but
where the due return date has not yet passed. An offer, which clearly replaces all, or
part of one already submitted should be accepted provided it arrives before the due
date and meets all the other requirements for receipt of tenders.

9.1.21 Examination and Evaluation of Tender

The examination and evaluation of tenders consists following stages:
a. Examination of Tenders
b. Evaluation of Tender
c. Post Qualification (Due Diligence):

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 Due Diligence checks should also be conducted for Pre-Qualified (Enlisted
Vendors/Head Hunting Vendors) suppliers and repeated in every 2 years unless
further enlisted period may be extended based on approval from the concerned
authority. Due-Diligence check consists following key areas:

9.1.22 Supplier Reference Check/Vendor Information Check

Before vendor enlistment or before issuing any work order in OTM for procurement of
goods or services references given by the supplier should be checked. References may
be check either through email communication or over phone. Procurement Unit will check
Vendor References/ Vendor Information through using Appendix-3-KYC Form.

9.1.23 Quality Checks

Procurement committee or assigned concerned specialist should conduct quality checks,
depending on nature of goods or services. Quality checks and Site visit reports may be
prepared and documented in the procurement files prior to awarding WO/PO /Contract.

9.1.24 Supplier Site Visit or Supplier Physical Verification

Deputy Coordinator-Procurement /Assistant Coordinator-Procurement along with
Procurement Committee members (minimum 2 members) may conduct site visit
inspections and physically verify legitimacy of the suppliers. To conduct visit and to
record all required information physical verification form in (Appendix-05) may be
used.

9.1.25 ATC Check (Anti-Terrorism Checklist)

Procurement Unit will check vendor history whether the vendor is engaged with any
terrorist activities or money laundering activities. For verification, procurement unit may
check the list terrorist under Bangladesh Anti-Terrorist Act 2013 (2cho). Terrorist list is
available in website http://www.un.org/sc/committees/list _compend.shtml.

9.1.26 Tender Evaluation Committees (TEC)

Procurement Committee will play the vital role for evaluation of tender
documents. For purchase of technical goods or services management may hire
consultant for evaluation of tender documents. Consultants will also be a member of
tender evaluation committee. Manager-Procurement will coordinate the whole
evaluation process.

9.1.27 Examination of Tenders

a. Examination o f tenders is meant to determine the responsiveness o f each tender.
The TEC checks that the formal requirement of the tender documents are fulfilled.
b. Except for the check of completeness and responsiveness, these checks are usually
simple and quick to perform. There are certain rules that should be followed:
c. A tender that is not properly signed or not accompanied by a security, if required,
should be rejected;
d. An error in calculation may be corrected;
e. Tenders to confirm that all documentation requested in tender document has been
provided; and
f. Determine that each submitted document is complete in all respects.

9.1.28 Evaluation of Tenders

The purpose of the evaluation is to determine the ranking between substantially

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 responsive tenders, in order to identify the tender most advantageous to the TEC, i.e.
the one offering the best value for money. The following determinants /elements may be
kept under consideration while proposing the evaluation criteria in the tender
documents–

a. Evaluation Criteria
b. Essential
c. Commercial Capacity

The criteria and scoring parameters for essential, capability and commercial criteria
should be evaluated by the Procurement Committee depending on the local context and
nature of goods or services required. A Work Example table for Evaluation Criteria is
attached as Appendix 06.

The key role for a proper evaluation is to consider only those factors specified in the
tender documents and only against the criteria specified in the tender document.

Clarification of each tender follows the evaluation of all competing tenders. This involves
making judgments on financial, technical, contractual and other related matters.

The successful tenderer shall be the tenderer with the lowest evaluated tender cost.

9.1.29 Responsiveness of the Tenders

The TEC’s determination of a tender’s responsiveness is to be based on the contents of
the tender itself without recourse to extrinsic evidence.

A substantially responsive tender is one that conforms in all respects to the

requirements of the tender document without material deviation, reservation, or
omission.
A material deviation, reservation, or omission is one that:
Affects in any substantial way the scope, quality, or performance of the goods and
related services specified or non-consulting services in the contract; or

Limits in any substantial way or is inconsistent with the tender document, the purchaser’s
rights or the tenderer’s obligations under the contract; or

If rectified would unfairly affect the competitive position of other tenderers

presenting substantially responsive tenders.

If a tender is not substantially responsive to the Tender Document, it shall be rejected

by the purchaser and shall not subsequently be made responsive by the
tenderer by correction of the material deviation, reservation or omission.
There shall be no requirement as to the minimum number of responsive tenders.

The purchaser/TEC may regard a tender as responsive even if it contains minor

deviations that do not materially alter or depart from the characteristics, terms,
conditions and other requirement set forth in tender document or if it contains errors or
oversights that are capable of being corrected without affecting the substance of the
tender.

Provided that a tender is substantially responsive, the purchaser may request that the
tenderer submits the necessary information or documentation, within a reasonable

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 period of time, to rectify nonmaterial nonconformities or omissions in the tender related
to documentation requirements. Such omission shall not be related to any aspect of the
price of the tender. Failure by the tenderer to comply with the request may result in the
rejection of its tender.

9.1.30 Post Qualification

Post qualification is undertaken to determine whether the tenderer, whose tender has
been selected, is qualified to perform the contract. Before awarding the contract, the
TEC should determine whether the tenderer, whose tender has been evaluated as the
most responsive or the lowest evaluated tender, is qualified to effectively carry out the
contract.

A tenderer who does not meet the required qualifications will be rejected, and the
TEC should proceed to make a similar determination regarding the tenderer with the
next most advantageous tender.

9.1.31 Award Criteria

PU with the approval of appropriate authority shall award the contract to the
tenderer whose offer is substantially responsive to the tender document, that the offer
has been determined to be the lowest evaluated tender, and provided further that
the tenderer is determined to be qualified to perform the contract satisfactorily.

9.1.32 Purchaser’s Right to Vary Quantities

The purchaser shall reserve the right at the time of contract award or afterward to
increase or decrease the quantity, per item, of goods and related services or non-
consulting services originally specified in tender document, provided this does not exceed
fifteen (15%) percent of the quantity indicated in the Schedule of Requirements, and
without any change in the unit prices or other terms and conditions of the tender and the
tender document.

9.1.33 Notification of Award

Prior to the expiration of the period of tender validity, the purchaser shall notify the
successful tenderer, by issuance of a Notification of Award Letter (NOAL) that his/her
tender has been accepted.

Until a formal contract is prepared and executed, the NOAL shall constitute a binding
contract.

The NOAL shall state the value of the proposed contract, the amount of the Performance
Security (PS), the time within which the PS shall be submitted and the time within which
the contract shall be signed.

9.1.34 Performance Security (PS)

The successful tenderer shall furnish PS for the due performance of the contract to the
amount of five (5) percent of the contract value or as specified in the contract.

9.1.35 Formation of Contract or Issuance of work order

For a contract to be formed there must be two parties and a situation where one has
accepted an offer from the other party.
A contract may be defined as an agreement made between at least two parties with the
intention of creating a legal relationship, enforceable by law.

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9.2 Limited Tendering Method (LTM) (BDT 100,001 to 20,00,000)

Procurement value exceeding Tk. 100,000 and below Tk.20,00,000 will be followed
competitive bidding process among the enlisted/non-enlisted potential vendors through
written letter / sealed quotation. However, considering the availability, size, complexity and
delivery schedule of the product/service to be procured, LTM may also be applied where
appropriate.

LTM can be adopted in cases the time and administrative cost required to receive,
examine and evaluate a large number of tenders would be disproportionate when
compared to the value of the goods and related services / non-consulting services to be
procured. The LTM shall be adopted obtaining quotations from enlisted firms/suppliers
through written letters/sealed quotation. Based on the nature of goods / services or
considering the urgency, quotation may be received either in tender box or by restricted
email address by ensuring utmost confidentiality. The selection shall be made without
discrimination, i.e. all the enlisted firms or suppliers shall be invited to tender. The
firms/suppliers have to be well qualified, reliable and reputed with good standing and
rating. However, due to unavailability of goods or services from enlisted vendors non-
enlisted vendors may be invited. In addition, in case of emergency; physical verification
may be waived for non-enlisted awarded vendor.

The time allowed for submission of quotation (s)-if applicable depends on nature of
goods/service below Tk.50,000 should be (2) two working days and above from Tk.50,000
to Tk.20,00,000 should be 3 (three) to 5 (five) working days or more, exception can be
approved by ED/DED/DFA.

9.2.1 Steps to be followed:

a. Approved PR
b. Prepare RFQ and Distribution to the Enlisted vendors
c. Opening and Evaluation of Bids
d. Prepare Comparative Statement and Meeting Minutes (if necessary).
e. Issue WO/PO/Contract and take approval as per table of authority (TOA).

9.2.2 General Terms for LTM:

Any purchases with value BDT 100,001 to 20,00,000 should follow this method:
a. RFQ should be sent to ALL enlisted vendors in the database. However, due to
unavailability of goods or services from enlisted vendors non-enlisted vendors may be
invited
b. Vendors submit tenders in sealed envelopes (in tender box) or soft copy to the TIB
restricted email address.
c. The committee may decide to negotiate with the lowest quoted bidder or all qualifying
vendors (if necessary).
d. The committee will also consider advance payment request, if any, and recommend
through the comparative statement which will be approved as per the TOA.
e. Performance security @ 5% of the total PO value may be taken from vendor if PO
Value is in between BDT 8 lacs to 20 lacs. In case of exception, ED/DED may waive
part or full Performance Security.
f. Issue WO/PO/Contract to the recommended vendor.

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 9.3 Simple Quotation Method (BDT 50,001 to 100,000)

Under LTM, this method is a convenient form of competitive procurement of goods/services

and can be used for contracts estimated to cost within the threshold from Tk50,001 to
Tk100,000. Minimum three quotations must be collected. The time allowed for submission of
quotation (s)-if applicable depends on nature of goods/service below Tk.100,000 should be (3)
three working days and exception can be approved by ED/DED/DFA. If minimum quotations are
not found within extended two more working days, a justification will be provided and approval
will be taken from the concern authority as per TOA.

9.3.1 Steps to be followed:

a. Approved PR
b. Collect minimum three quotations through either written or by email.
c. Enlisted vendor must be used as a preference.
d. If there is no enlisted vendor available in the supplier database or enlisted vendors not
participated in the initial invitation, then quotation may be collected from non-enlisted
vendors.
e. Once quotations are obtained, procurement unit must analyze- the price, quality and
other factors (where application) on the Comparative Statement or email and make
recommendation for approval from the concerned authority.
f. Issue PO, Contract as per table of authority (TOA)

9.4 Direct Purchase Method (Single Quotation-BDT 10,001-50,000)

Under DPM up to Tk.50,000 one quotation/invoice/price-list is required which will be

approved by the authority and above Tk.10,000 will issue work order. Direct Procurement
Method (Single) is not a competitive procurement process. This method is suitable for use
only for: (a) small value contracts (b) additional quantities of goods/services against existing
contracts, or (c) standardization of equipment / software, or (d) goods that are available
from only one source, or (e) in exceptional circumstances, such as in response to
emergencies with proper justification.

9.4.1 Steps to be followed:

a. Approved PR
b. A quotation to be obtained from a preferred vendor either in written or by email.
c. Quotation may be collected from enlisted or non-enlisted vendors. (Enlisted vendors will
get the highest priority for invitation).
d. Issue PO, Contract as per table of authority (TOA)
e. Payment will be made through checque or bank transfer.

9.4.2 Direct Purchase Method (Cash) (Up to 10,000 Taka)

Direct procurement is the process of purchasing or obtaining law value materials,

resources, goods and services that are utilized in the core operations of an organization.

In case of day to day regular/irregular items for which there is no enlisted vendor, the
Deputy Coordinator-Procurement/Administration or any person nominated by them may

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 purchase items straightway if the price of any item is within Tk. 10,000. No purchase
order and no quotation in such case will be necessary and payment will be made through
cash. If the price of any item is within the Tk. 10,000; spot enquiry may be made and at
least one quotation will be needed, payment will be made through cash or cheque (if
possible). For spot “CASH Purchase- within Tk.10,000”, Director F&A or his/her
designated person will form a team consisting of three members for completion of the
whole process and the team shall use the below prescribed format for checking the price.

Spot quotations should be collected in the cases of purchases directly from the open
market. A market survey using the following pro-forma should be used in case spot
quotations are unavailable.

9.4.2 (A) Form for Direct Market Survey Purchases:

Name of the Date Market Name of the Price Selected Remarks
item (s) visited Shops/ quoted Shops/
Suppliers verbally Suppliers

Purchase made by:

Name_____ ________________ Name ___________________

Designation: ________________ Designation:_______________
Date ______________________ Date ____________________

i. In all cases, the team will explore at least three possible sources and will procure
from the best possible source in terms of price and quality.

ii. All cash procurement should be completed within the minimum possible time. In no
case should this take more than three working days after the cash is obtained.

iii. All cash memo/bills should be adjusted immediately after procurement, maximum
two working days by the concern personal.

9.5 Single source/Sole source Method

In the following cases organization may use single or sole source method:
The goods or services are available only from a particular supplier or contractor, or a
particular supplier or contractor has exclusive rights in respect of the goods or services, and
no reasonable alternative or substitute exists or Brand items;

There is an urgent need for the goods or services, and engaging in tendering proceedings
or any other method of procurement would therefore be impractical, provided that the
circumstances giving rise to the urgency were neither foreseeable by the procuring entity
nor the result of dilatory conduct on its part;

Before going to purchase any goods or services from the sole sources, detailed and specific
note for record/proper justification should be prepared which should be recommended by
the procurement committee and duly approved by the management. Certificate of sole
sources or single sources may be obtained from the vendor.

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 9.6 Framework Agreement /Contract Method

Framework agreement may be applicable for any amount & any goods or services for any
period of time for the following reasons:
a. Select best/qualified/efficient vendor
b. Ensure Competitive price
c. Ensure Value for Money (VFM)
d. Avoid repeated bidding process e.g. Supplies, Stationery, Service, Repair &
Maintenance,
e. Ensure Emergency Support
f. Ensure Quality goods and service
g. Ensure in time support service
h. Reduce time and administrative cost
i. Encourage Competition among enlisted supplier and service providers

For selection of vendors, organization may follow the Open Tendering Method or Limited
Tendering Method. At the time of bidding, organization should disclose the total
approximate quantity and specific time of agreement. For each item, framework agreement
will be made with the lowest bidder/selected bidder to ensure quality.

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SECTION 3
10. Enlistment (Procedures for Enlistment of Suppliers)

A database of vendors pre-selected through an objective process reduces the risk of

improper procurement, decreases the chance that inappropriate vendors will be selected,
and improves the efficiency and effectiveness of procurement. Basically, vendor selection is
a three-stage process:
a. New Enlistment
b. Renewal of Existing Vendors
c. Enlistment through Head Hunting

Approved vendors must be enlisted through a formal procurement process. “Approved”

vendors are those who meet certain established criteria as described hereafter and who
have been officially approved by an Enlistment Committee.

Formation of Enlistment Committee for Enlistment of Vendors

An Enlistment Committee shall be formed comprising of the following members:

ED/DED : Chairperson (approving authority)
Manager Procurement : Member Secretary
One Technical Expert : Technical Expert from each Programme / Dept / Division
/ Section/Unit
General Member/s : Member/s from any other Programme / Dept/
Sections/Unit

The Member Secretary shall bear all responsibilities relating to enlistment formalities with
the assistance from procurement team. The Member Secretary shall be responsible for
advertisements, collection of bids, arranging meetings, inviting Committee members,
steering data entry for evaluation, etc. The Enlistment Committee will open the received
documents and vendor address must be verified physically by a team designated by the
Committee. All the members shall sign the evaluation sheet followed by recommendation.
Upon completion of this process, the vendor enlistment shall be put up for approval of
ED/DED, with a copy to Manager Procurement.

10.1 New Enlistment

10.1.1Documentary needs / eligibility criteria for enlisting any vendor

The mandatory documentary needs for enlisting a vendor is to have the valid trade
license (updated up to the current year) and business address (i.e. Telephone/Fax/ name
of contract person etc.), which evidences the legal existence of the business entity.
Other business documents like Value Added Tax (VAT), Registration Certificate, Tax
Payer Identification Number (TIN) Certificates are compulsory. The other documentary
needs like, work experience within and outside TIB, enlistment in other organization,
company profile, sole certificates, distributorship etc. should be considered as optional
based on the availability of vendors for a particular group of items.

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 10.1.2Vendor’s Information Form:
Vendors must complete a data sheet incorporating the following information when
submitting enlistment documents duly signed (copies of mandatory documents must be
attached):
i. Trade License
ii. TIN Certificates/ Turnover Payment Certificate
iii. VAT Registration Certificates
iv. Experience/performance certificate as supplier from any reputed organization along
with a list of its present customers with their telephone number
v. Business name, address with telephone / fax/ e-mail number
vi. Name of proprietor/partner/CEO
vii. Name of contact person designated/who would be designated for TIB.
viii. In case of Group C (Publication), copy of curriculum vitae mentioning experience on
creative designing, editing, proof reading and experience certificate.

10.1.3 Optional Documents are

i. Experience certificate indicating category in which firms have particular expertise/
experience.
ii. Nationality of the Company (in case other than Bangladeshi)
iii. Business experience with TIB: The enlistment letter or a purchase order (PO)
received from TIB.

10.1.4Grouping/ Sub-grouping of Vendors

The Enlistment Committee may divide vendors into categories/groups based on their
experience in respect of particular line items/ business, e.g., stationery, supplies and printing
material supplier, project material supplier, furniture and office equipment supplier etc. The
groupings will be done in the following manner:

Sl No. Name of Group Name of Item

01 Group A: All kinds of office stationery (pen, paper, pencil, eraser,
Stationery stapler, note book, calculator, register, khata, marker,
gems clip, binding clip, staples, etc)
02 Group B: All kinds of office supplies (tea , coffee, sugar, car wash
Supplies liquid, tissue paper, air freshener, floor and toilet
cleaning material and equipment, mineral water, liquid
soap, indoor plants, etc)
03 Group C: Designing and printing of newsletter, brochure, policy
Publication brief, flyer, sticker, poster, annual report, research
report, books, visiting card, banner (digital and hand
written), festoon, cards (greetings cards, visiting
cards),etc.
Steps for printing work will include:
a. Graphics design.
b. Pre-press layout.
c. Edit: Bengali and English.
d. Proof reading/copy editing/cover design etc.
e. Dummy print copy.
04 Group D: T- shirt, crest, bag, umbrella, cap, pen, mug, wrist
Promotional Item band, etc.

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 05 Group E: Media & TV & radio advertisement production and broadcasting,
Communication bill board & sign board preparation and installation,
campaign, web page and apps development etc.
Individual or organization may be enlisted for these
works.
06 Group F: IT Computer/laptop/UPS/Printer/Anti-virus software/IT
Equipment Accessories
07 Group G: General Photocopy & Binding
Service
08 Group H: IT Repair Repair & Maintenance of Printer/UPS/Computer etc
& Maintenance
09 Group I: General Any general items which is not covered by others
Supplier categories.

10 Group J: Electric All home and office electric and electronic items (AC,
and Electronic TV, Fridge, Microwave, IPS, Solar System, Solar Energy,
appliances Mobile phone, etc.)

11 Group K: Furniture Office Furniture

12 Group L: Training Training and Workshop Venue, Food, Accommodation,

and Workshop Logistics, etc.
Venue

13 Group M: Group Restaurant, Packed food Supply for Training, workshop,

Catering Service- event etc.
Food Supplier

14 Group N: Hotel Accommodation for employees (All Over the

Accommodation Bangladesh)

15 Group P: Courier Courier & Parcel Services

& Parcel Services
16 Group O: Rental A Rental of Vehicle Services
Car & Transport

The number of groups and items under groups may vary depending on situation.

10.1.5 Methods of Circulation

a. Newspaper Advertisement and/or TIB Website

The advertisement/ enlistment notice shall be published in two most widely circulated
national newspapers at least for one day and/or posted on TIB’s web site specifying
general terms & conditions for enlistment.

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 b. Evaluation of the Enlistment Offer for Competitive Bidding
Upon receipt of applications the Enlistment Committee shall open them on the due
date and time following which Member Secretary shall sort out the documents as per
requirement. After scrutiny the vendors should be listed into groups and sub-groups in
a broad sheet for approval of the Committee. The Committee members shall
undertake a final review before final approval. The list of eligible vendors shall be
displayed on a notice board and shared with concerned suppliers through email.

It is good practice to select five to seven vendors for each group/sub-group. Based
on the need, any vendor can be enlisted during the year if approved by the Enlistment
Committee.

After selection of the vendors, the Procurement Unit shall verify the accuracy of
information submitted by each vendor, e.g., existence of the vendor,
validity/legitimacy of Trade License, VAT Registration. Tax-payer Identification
Number (TIN), experience, profiles of owners of business and reference etc.

c. Time Frame for Enlistment

Although there is not mandated timeframe for vendor enlistment, it should ideally be
done at least once in two years’ subject to renewal through the same process. Bearing
in mind that vendor enlistment is a continuous process, it can be undertaken at any
time within the year.

d. Making Changes to Enlisted Vendor List and Adding New Vendor/s (need based)
Sometimes, between annual reviews of the enlisted vendors, the Enlistment
Committee, may, if necessary, consider bringing changes to the enlisted vendor list
and add new vendor/s after obtaining approval in due process.

10.2 Renewal of Existing Vendors

Existing vendors may qualify for renewal of their services for a further period based on
their overall performance evaluations (company profile, its services, quality of product,
price, delivery, warranty, financial strength, and quality of management, technical ability,
and potential for close long-term relationships etc.) and recommendations of the
Enlistment Committee subject to approval of the Chairperson of the
Enlistment/Procurement Committee.

10.3 Enlistment through Head Hunting

In the absence of sufficient number of applications for enlistment or where the efficiency
of competing vendors are not satisfactory, the Enlistment Committee may opt for head
hunting for vendors who have the potential to meet the requirement of the particular
Project/division/units, where applicable with assistance from the concerned
Project/division/units.

11. Black Listing of the Vendor

A vendor may be blacklisted considering complaint of the end user, review of the Manager
Procurement and approval of the appropriate authority based on the following criteria:
a. Repeated failure to perform as per the contract;
b. Adoption of any unfair means and / or trying to influence any one in TIB in the
performance of the contract;

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 12. Termination of Contract
TIB reserves the right to terminate any contract, in whole or in part, without prejudice to
any other remedy for breach of contract, by written notice of default sent to the supplier.

13. Exception of bidding process

The standard policy is to give the work order to the bidder who will provide value for
money. Other factors, such as reliability, quality, timely delivery and market reputation of
the vendor shall also be considered. Should there be a need to decide on a basis other than
that of the quoted prices, full justification must be made in writing, for record.

The provisions relating to competitive price bidding will not be applicable:

a. For venue rented from government institutions or autonomous bodies or credible private
organization (such as Shilpa Kala Academy, LGED etc) or Press Club.
b. For Venue considered best or most suitable provided there is a note for record in the file
c. For food when procured from pre-selected source (with note for record for selecting the
source) or supplied by the provider of venue.
d. For international courier/express service
e. For residential Hotel, NGO dormitory
f. For hiring artists, instruments/hands, lighting/decoration (with note for record detailing
justification of selection)
g. Such items will include other goods/services in case of organizing training, workshop,
seminar, conference, cultural function, fair etc.
h. Hiring consultant, technical expert
i. Any other items as deemed appropriate

14. Purchase Order

14.1 Contents of Purchase Order

The following conditions, factors, elements and points must be carefully studied and
placed in the purchase order, where and when deemed necessary:
a. The price quoted, specification and basic data, based on which order is to be placed.
b. Feature of the items, specification, source, manufacturing country/where made in,
name, warrantee, maintenance support with or without cost, after sales service etc. If
necessary, clarification must be sought for beforehand.
c. Price is competitive and quality is as intended.
d. The purchase order should be clear without leaving any scope for any interpretation
otherwise giving the supplier an escape route.
e. Mode of delivery, date, time and place of delivery, special packing or packaging if
necessary.
f. Certain conditions and responsibilities like clearing, forwarding, custom and other
duties, bank formalities should be clearly stated and fixed in case of import.
g. Condition for payment of compensation by the supplier in case of failure to maintain
quality, specification, time etc.
h. Return of damaged and unusable goods.
i. Buying or retaining, goodwill, trademark, design and patent right.
j. Certain other conditions as may also be required as deemed appropriate.
k. Advance, if any.
l. Deduction of Income Tax and VAT as per GoB rules.
m. Submission of Bank guarantee/personal guarantee in relevant cases.

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 14.2 Imposing penalty
A clause on imposing penalty may be included in Purchase Order considering nature and
volume of goods/service, failure to deliver in time, deviation from ordered specification
etc. Percentage of penalty will be determined analyzing the case.

14.3 Distribution of Purchase Order Copies

Purchase Order (PO) will be prepared and distributed as follows:
1st copy to the supplier, 2nd copy to Accounts (original-receipt /scanned with email
copy), 3rd copy will be retained by the Procurement Unit/Administration Unit.

15. Repeat Order Timeline

Procurement Unit will determine the procurement method based on the PR amount. After
completion of the procurement process of any item, if PU receives any PR for the same
item, the PU will check the last six months’ procurement status to identify history of
procurement of the similar item. If procurement of similar item is found, PU may process
necessary activities to issue work order to the same vendor. But before issuing the WO, PU
will negotiate with the vendor for rate/cost; delivery date etc and it should be written and
documented properly.

A supplier who has provided goods or services under a contract established from a
competitive Sourcing procedure, can be awarded additional orders for similar nature of items
only if the requirement meets all of the following conditions:
a. The original sourcing outcome is a fixed length/ fixed volume/ value contract not a
framework;
b. The repeat order is place within the six (06) months after the end of the original contract
AND
c. The total repeat order value is less than 100% of the original contract (the quantity of the
goods or the value of the works/services does not materially exceed from the based PO).
d. there have been no substantial changes in market conditions during the intervening
period;
e. substantially the same terms and conditions as the original Offer are confirmed by the
Vendor;

Note for record will be recommended by procurement committee and approved by

respective authority. Six months will be calculated from the date of submission of
quotation by the vendor/service provider.

16. Conflict of Interest

Conflict of interest may arise when an officer involves in the procurement process in which,
to his or her knowledge, he or she or any family member or close friend has a financial
interest. Any officer shall report such conflict of interest to his or her immediate
supervisor.

17. Goods and Service Receive/Confirmation Procedure

Stores In-charge/ Deputy Coordinator-Administration or designated person and, if

necessary, jointly with a representative of the user department shall check the goods.

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 If the goods are acceptable, concerned person/representative shall issue Goods Received
Note (GRN) and sign the supplier’s invoice as a mark of his/her clearance for payment. If
the goods are not as per specification, a report to that effect should be submitted to the
Coordinator-Finance & Administration who will take up the matter with the supplier and
arrange for return of the goods or for renegotiating the price. In case of technical goods,
the user/technical expert may be requested to inspect the items purchased and make notes
as applicable. For the confirmation of services concerned office will issue the Work
Completion Certificate (WCC).

GRN will be used for receiving materials, WCC will be used for conforming services and
those will be attached with the invoices to process the payment. Note that Invoice total
amount/quantities must be equal to the GRN's total amount/quantities.

WCC will not be required for advertisement in Newspaper or electronic medium (web site,
tender or job portal). However, paper/screenshot should be attached for payment
procedures.

18. Payment to Supplier/Contractor

All payment to the supplier will be through account payee cheques/online transfer after
receiving the goods/service in good and satisfactory condition, accepted by the Procurement
Unit/Administration Unit and representative of the user division/unit. On receipt of suppliers
invoice, GRN/WCC, procurement process documents, the Manager-Finance & Accounts shall
process papers for payment. S/he shall check if the invoice, GRN/WCC is in order, and if the
price, quantity and quality of goods/service are as per the purchase order/contract.
Deductions as required under law should be made from the bill amount and deposited to
the government treasury. Payment will be processed if s/he is satisfied on compliance of the
procurement process by reviewing relevant documents.

18.1 Non- WO/PO/GRN transactions:

Office leases and warehouse leases do not require a PO or GRN. Other examples of
recurring expenses that do not require PO or GRN include:

a. Payroll
b. Utilities (Telephone, Electricity, Water bills)
c. Property rental (residential as well)
d. Individual airline tickets
e. Booking of individual hotel rooms
f. Purchase of food/snacks or non-stock items.

The above categories and other transactions / service providers where PO/GRN process
cannot be followed should be pre-identified and an approval must be obtained from
Director-Finance & Administration.

19. Consultant Hire

At any stage of procurement like preparation of specification of goods, preparation of
request for proposal, evaluation of proposal and physical verification of goods,
organization/concern division may hire consultant/Technical Expert. Following two steps
may be used for hiring consultant:

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 19.1 Competitive Process:
Consulting services may be procured through Competitive Process and by using Request
for Proposals (RFP) and those proposals shall be delivered in two separate envelopes, i.e.
the technical and financial proposals will be submitted at the same time but in separately
sealed envelopes. Also, evaluations will be split into two steps: first the technical
evaluation, where the evaluators shall not know the price of each proposal, and only on
completion and approval of the technical evaluation the financial evaluation shall take
place.

a. Steps to be followed:
Consulting firms and individual consultants may be hired following steps below:

i. Submission of PR to procurement unit along with the approved Terms of

Reference (ToR)/ Scope of Works.
ii. Procurement Unit will short-list at least 3 qualified consultants.
iii. Send invitation of the short-listed consultants through Request for Proposal (RFP)
along with all relevant documents.
iv. The minimum period allowed for invited consultants to respond with a proposal
shall be 20-30 days from the date of distribution of the RFP document;
v. On completion of the technical evaluation, eligible technical scorers will be
forwarded for the next level of evaluation.
vi. Financial and combined evaluation score of all received proposals resulting in a
recommendation for award of contract.
vii. Financial negotiations (if necessary).
viii. Selection of a consultant (firm or individual).
ix. Contract issuance.

19.2 Head Hunting Process

In case of Head Hunting Process for specialized expertise for niche assignment, concern
department/ assigned person shall provide written justification/ EMT Meeting Minutes
along with the Terms of Reference and PR to the Procurement Unit. An offer/proposal
may be collected by the Procurement Unit or by the Assigned Person (whichever is
convenient). Based upon receiving the above relevant documents (PR, TOR, Approved
Justification, EMT Meeting Minutes & price proposal) procurement unit will prepare Note
to File and Service Contract.

20. Complaint Resolve

If organization receives ay complaint from outside or inside of the organization regarding
the specific procurement, it will resolved by the Executive Management Team. Complaint
should be written and evidence based.

21. Vendor Information checks

Before vendor enlistment or before issuing any work order in OTM for procurement of
goods or services, Procurement Unit will check vendor history whether the vendor is
engaged with any terrorist activities or money laundering. For verification procurement unit
may check the list terrorist under Bangladesh Anti Terrorist Act 2013 (2cho).Terrorist list is
available in website http://www.un.org/sc/committees/list _compend.shtml.

22. Procurement of Goods/Service in Field Offices

Procurement policy as specified in CCC Finance Manual (Chapter VI of the O&M Manual of
TIB) shall be applicable for procurement of any goods/services by the field offices.

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 23. Exception
Any exception of the above procurement policy or procedures should be documented with
justification and approved by the Executive Director/Deputy Executive Director or Board of
Trustees as deemed appropriate.

24. Record keeping

It is mandatory to maintain records of procurement for a minimum period of five years or
longer period as required in special cases (as per Donor regulations). The period of 5 years
or more, as the case may be, shall be counted from the date of discharge of contractual
obligations or end of the project depending on the requirement. An approval shall be
obtained from Executive Director in respect of files or records that are to be preserved for
periods in excess of 5 years from the date of discharge of contractual obligations or end of
the project.

25. Negotiation
Negotiations are recommended to be completed with lowest bidder, 1st and 2nd lowest
bidder or all technically responsive bidders to achieve the best value for money of TIB.
Negotiations should be conducted over multiple aspects of the supply including price,
specification, quality, delivery time or other terms and conditions.

26. Approval Authority

Approval of Purchase Requisition/purchase
- Up to Taka 50,000 at Dhaka Office Director-Finance & Based on
Administration recommendation of
concerned Director.
- Above Taka 50,000 at Dhaka Office Executive Director/ Based on
Deputy Executive recommendation of
Director concerned Director.
Issue of Purchase Order
- Dhaka Office Up to Tk. 50,000 Based on
Director-Finance & recommendation of
Administration Procurement Manager
- Dhaka Office above Tk. 50,000 Executive Director/ Based on
Deputy Executive recommendation of
Director Director-Finance &
Administration
Extension of delivery time for supply of goods/service:
- At Dhaka office Director-Finance &
Administration

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 27. Appendixes and Annexures

List of Appendixes:

Appendix-01: Goods Received Note template (GRN)

Appendix-02: Work Completion Certificate template (WCC)
Appendix-03: Know Your Customer template (KYC)
Appendix-04: Bid Tracking Sheet (TS)
Appendix-05: Supplier Visit Form / Supplier Physical Verification template
Appendix-06: Work Example for Evaluation Criteria template

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 Appendix 1

GOODS RECEIVED NOTE

GRN No: Date:

Project Name: Contractor/Vendor Name:
Work Order No.: Delivery Location:
Delivery Date: Voucher Reference:

Total Amount
No. Item Descriptions Qty. received Unit cost (Tk.)
(Tk.)
1

BDT
Comments: Grand Total (Taka) -

Procurement
Delivery:
Challan No. Date:

Inventory Receipt Confirmation -by

Administration
Name &
Position: Date/Time:
EIN:
Signature:

Receiver Confirmation-
End User/PR raised by
Name &
Position: Date/Time:
EIN:
Signature:

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 Appendix 2

Work Completion Certificate:

Work Completion Certificate will be used for services and will be attached with the invoices to
process payment.

WORK COMPLETION CERTIFICATE

This is to certify that the work performed by:

_____________________________________________

Have been completed according to Work Order no:

________________________________________

Confirmed by Contactor/Service Provider:

_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________

(Name) Signature Stamp (if available) (Date)

Title:

Confirmed by Receiver:
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________

(Name) Signature (Date)

Title:

EIN:

Confirmed by Logistics/Admin:
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________

(Name) Signature (Date)

Title:

EIN:

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 Appendix 3

Transparency International Bangladesh

Appendix 4: KYC Form (Revised)

The information provided will be used to evaluate the Company before contracting with the TIB.
Please complete all fields {Fields marked (*) are mandatory}.
Vendor Information

*Company/ Consultant
Name
Names of sister concern
(if any)
1. 2.
*Name of Company
Owner 3. 4.

*Owner NID Card

Number

*Address

Website (If available)

*Phone Numbers Land line: Mobile #

*Primary Contact Full Name:

Person Details Phone: Email:
Number of branch
offices
Company Establishment
date
Total Length of
Company Experience
(In Year)

Financial Information

*Bank Name

*Branch Name

*Bank Address

*Account Name
*Account number

*Routing Number

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Product/Service Information

List Range of
Products/Services Offered

Documentations as applicable:

* Trade License / Registration No.

* Trade License Validity (up to):
* TIN number
* BIN Number (13 Digit)

Self Declaration:
 Vendor hereby declares that, to the best of its knowledge, no TIB employee, officer, consultant or other
party related to TIB has a financial interest in the Vendor’s business activities.
 Vendor hereby declares that, to the best of its knowledge, no TIB employee, officer, consultant or other
party related to TIB has a family relationship with the vendor’s owners.
 Discovery of an undisclosed conflict of interest will result in immediate termination of any Agreement and
disqualification of Vendor from participation in current and future TIB activities.
 Vendor hereby warrants that the organization is not conducting business under other names or alias’s that
have not been declared to TIB.
 Vendor hereby warrants that it does not engage in theft, money laundering activities, corrupt practices,
collusion, nepotism, bribery, trade in illicit substances, or terrorism or support of terrorism.

References (minimum 3)

Client Name: (Name, Designation, Company Name, Cell# & Email address)

Client Name:

Client Name:

Vendor Name:

Signature:

Title:

Name:

Date:

KYC Form Vendor Initial

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 Appendix 4

Bid Tracking Sheet

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 Appendix 5

Supplier Visit Form

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 Appendix 6

Work Example for Evaluation Criteria

Criteria Example of Sub Criteria Weightages
Essential  Legal Documents:
Valid Trade License, /BIN Certificate,
Latest Tax Return Certificate & Authorized
Dealership /Distributorship Certificate (If
required)
Capability  Previous Committee will
experience (5 points for <3 years, 7 points
determine weightages
for >5 years, 10 points for >10 years)
 Experience based on the nature
working with NGO/INGO and UN of the procurement of
 Number of staff members (consultant in goods or services.
case of services)
 Financial health (revenue and profit for
last three months)
 Geographic Coverage (No of districts or
areas that can be served)
Commercial/Financial  As non-standardized item in this example.
Proposal

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 END

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