PROCUREMENT & SUPPLIES UNIT
The Procurement and Supplies Unit (PSU) of the Food Reserve Agency is responsible for the procurement of various goods, works and services for the Agency. The Unit is also responsible for the storing and distribution of various goods.
In order to effectively carry out these functions, PSU has two sections namely Procurement and Stores. The Procurement section is responsible for sourcing goods and services as well as expediting the delivery of goods, whilst the Stores section is responsible for receiving goods from suppliers, storing goods as well as issuing and dispatching goods to user departments.
The following is the current structure for PSU:
PSU has automated most of its operations through the use of the procurement and stores modules of the Enterprise Resource Planning (ERP). Key transactional documents such as purchase requisitions, purchase orders, goods received notes and goods issued notes are now generated through the ERP system.
- Procurement of Requisites for the Crop Marketing Program
The Food Reserve Agency crop marketing season officially runs from June to October every year. PSU supports the crop marketing program by procuring various requisites and equipment which are used during crop buying. Some of the key crop marketing requisites which the unit buys for the crop marketing program are as follows:
- Polypropylene empty grain bags which are used for the packaging of maize and other designated crops purchased from farmers.
- Polypropylene bailing twine which is used for stitching maize bags.
- Black polythene sheets which are used to protect bags containing grain from direct contact with the floor at crop buying locations and also in the grain storage facilities.
- Platform scales which are used to weigh grain bags at the depots.
- Aluminium Phosphide, Primiphos Methyl & Permethrine which are chemicals used for grain pest control.
- Tarpaulins which are used to cover grain stocks.
- Sieve sheets which are used to screen maize at depots.
- Crop marketing books which are used to record and document crop purchasing transactions.
- Procurement of Works
The unit processes tenders for the procurement of various works in liaison with the Property Management Department. The works procured include the following:
- Rehabilitation of grain storage sheds, silos and other depot infrastructure.
- Rehabilitation of roads at depots and other Agency premises.
- Construction of office blocks, guard houses, ablution blocks and other depot infrastructure.
- Construction of grain storage sheds and silos.
- Procurement of Goods & Equipment
The Unit also buys various goods and equipment for the Agency such as:
- Motor vehicles & service parts
- Stacking machines
- Electrical & hardware materials used for depot maintenance works
- Office furniture
- Computers and other office equipment
- Procurement of Services
The Agency outsources various services to support its operations. PSU invites bids for services such as:
- Fumigation of grain stocks
- Provision of security services at various depots & premises
- Provision of insurance services
- Provision of office cleaning & grounds maintenance services.
- Service & repair of weighing scales
- Service of firefighting equipment.
- Provision of internet & courier services
- Provision of conference facilities
- Provision of motor vehicle maintenance services
- Provision of consulting services
- Public Procurement Principals
Since FRA is a public institution, all its procurement activities are conducted in accordance with the Public Procurement Act as regulated by the Zambia Public Procurement Authority (ZPPA). FRA will always embrace the principles of good public procurement which include the following:
- Accountability for our actions to our principals, Government and all our stakeholders.
- Maintain the highest levels of Professionalism in the way we conduct our procurement transactions.
- Ensure that there is maximum Transparency in our procurement processes so as to ensure that our clients have high levels of trust and confidence in us.
- Promote a business environment where there is fair Competition in all our business opportunities for everyone to participate.
- We always ensure that bidders have the Right to Appeal in an event that they are not satisfied with the outcome of our tender decisions.
- Procurement Plans
Every year, the Agency consolidates procurement requirements into a procurement plan which is then published in the local newspapers. The procurement plan indicates descriptions of items to be procured, required quantities and the dates when the procurements would be processed. The current procurement plan can be downloaded here.
- Procurement Methods
As a public institution, the Agency procures its goods, works and services by use of the procurement methods and thresholds prescribed in the Public Procurement Act. The following are the procurement methods in use:
- Open Bidding – Used for procurement of goods, works and non-consulting services which are valued above K500,000.00. Open tenders are advertised in the local press in order to ensure wider participation. The bids for this procurement method are deposited in the tender box.
- Limited Bidding – This procurement method is also known as selective tendering. This is when a shortlist of suppliers is invited to participate in a tender for supply of goods, works and non-consulting services which are only available from a limited number of suppliers. Limited bidding can also be used to procure goods valued above K500,000.00. The bids for this procurement method are deposited in the tender box.
- Open Selection – This method is used for the procurement of consulting services valued above K300,000.00. The bids for this procurement method are deposited in the tender box.
- Limited Selection – This method is used to procure consulting services through a shortlist. The bids for this procurement method are deposited in the tender box.
- Direct Bidding – This procurement method is also known as single sourcing. This method is used where the goods, works or consulting services are only available from a single source. The method can also be used where there is need to procure additional goods of the same nature for compatibility purposes, or where a contract has to be extended.
- Simplified Bidding – This is used for procurements valued below K500,000.00 for goods and works and K300,000.00 for consulting services. For this method, a minimum of three quotations are obtained.
- Force Account – This is where the Agency uses its own resources and manpower to carry out a project instead of engaging an external contractor.
- Approval of Purchases
PSU prepares documentation for approval by the Executive Director who is the Controlling Officer of the Agency as a Procuring Entity (PE). The following are the levels of authority for the approvals authority:
- Executive Director: All purchases valued up to K50,000.00.
- Procurement Committee: All purchases valued over K50,000.00
- Procurement Committee
The Procurement Committee meets as and when there is need to consider purchase applications which are valued above K500,000.00 for goods and works and non-consulting services and K300,000.00 for consulting services.
- Accessing Business Opportunities at FRA
Suppliers and contractors who are interested in doing business with the Agency are encouraged to look out for FRA tenders in the print media and on the FRA website. Interested suppliers and contractors are also free to visit the Procurement and Supplies Unit offices for other business opportunities, and are required to bring their business profiles which should contain the following:
- Company registration certificate
- Valid tax clearance certificate
- National Council for Construction (NCC) certificate (for contractors)
- List of directors
- List of current/previous clients
- Contact details
The Agency considers the supplier’s and contractors past performance. Suppliers and contractors who therefore willfully fail to perform in their contracts with the Agency may not be considered for any future business opportunities.
- Tender for…. – Closing on …… (Download bidding document here)
- Tender for … – closing on … (Download bidding document here)