Recruitment Test for PROCUREMENT OFFICER (MARKING SCHEME – Question and Suggested Answers)
Question one with its SUGGESTED ANSUERS
Explain the following terms /10 mks
i. Tender committee: Tender Committee: committee established by
The procuring entity. It is in charge of bid opening, evaluation and recommendation for award of public procurement contracts;
ii. Framework agreement framework agreement: a contractual arrangement between a procuring entity and one or a bigger number of bidders which allows the procuring entity to procure works, services or supplies that are needed continuously or repeatedly at an agreed price over a period of time, through the placement of a number of orders
- Corrupt practices: offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence a civil servant or government entity
iii. Accounting officer: Any official empowered to approve reports of the tender committee and sign the contract on behalf of the procuring entity.
He/she must be legally authorized to act as the chief budget manager within the public entity he/she is working for
iv. Successful bidder: Bidder whose offer has been accepted after being considered the most competitive both technically and financially and has been selected by the procuring entity in accordance with the provisions of this It also refers to one who has been awarded a contract with a procuring entity through uncompetitive method”
Question two. /10mks
State and explain responsibilities of procurement unit in public procurement proceedings?
1º To prepare procurement planning;
2º To prepare bidding documents;
3º To publish and distribute tender notice;
4º To receive and safe keeping of bids;
5º To request competent authorities to approve recommendations for the award of tender;
6º To prepare notification of tender award to a successful bidder;
7º To monitor contract execution in collaboration with the beneficiary department;
8º To provide information and documents to Rwanda Public Procurement Authority;
9º Any other responsivities provided by regulations on public procurement.
Question three. /10 mks
What are the roles of the tender committee?
The procuring entity shall establish a tender Committee with the following responsibilities:
1º To conduct bids opening;
2º to evaluate bids;
3º To recommend tender award;
4º To provide recommendations on all issues relating to public procurement;
5º to provide advices on bidding documents before their publication;
6º To approve tenders to be awarded through other method than open competitive one;
7º To approve any change to be carried out on the procurement contract.
Question four. /10 mks
- What is bid document?
- What are the contents of bidding documents?
- Bidding documents: Means the tender solicitation documents or other documents for
Solicitation of bids on the basis of which bidders are to prepare their bids;
- The bidding document shall set out the following:
1º the specific requirements relating to the goods, works or services to be procured and the time limit for delivery and completion;
2º if it concerns procurement of works, relevant drawings and bills of quantities;
3º the general and specific conditions governing the contract, if the performance security is provided;
4º the reference number of the tender that shall be used in the tender award process provided by the procuring entity;
5º instructions for the preparation and submission of tenders including:
- a) the standard bid form;
- b) the number of copies to be submitted with the original bid;
- c) any bid security required, standard form and amount of such security;
- d) any document evidencing the bidder’s qualifications;
- e) the place and date of bids submitting;
- f) a place and date of bids opening;
6º a clause indicating whether those submitting tenders or their representatives are allowed to attend the tenders opening session;
7º a clause indicating validity period of bids;
8º the rules and criteria for bids evaluation and comparison;
9º a clause indicating that the procuring entity may
cancel the bids at any time before the signing of the contract;
10º anything else as may be provided for by the bidding document in accordance with this Law or public procurement regulations.
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