The Procurement Unit

Who We Are

The Procurement Unit of the Ministry of Agriculture, Land and Fisheries (MALF) is responsible for the acquisition of goods and services in accordance with the principles of good governance, namely accountability, transparency, integrity and value for money. It is the entity within the Ministry authorized to issue letters on Invitation to Tender, Request for Proposals, Request for Quotation and the Issuing of Contracts. The Procurement Unit ensures that the MALF complies with the legal parameters of procurement processes and procedures implemented by the Ministry of Finance.

Functions

The Functions of the Procurement Unit presently include but is not limited to that which is stated hereunder;
a) Coordinates and monitors the procurement function with respect to the Public Sector Investment Programme (PSIP) and Recurrent Expenditure,

b) Provides guidance and advice in the development of Tender documents,

c) Performs some due diligence checks to ensure the suppliers and contractors are in compliance with the required rules and regulations,d) Monitors and reviews tender documents,

e) Assists with the pre-qualification of contractors/supplies in accordance with the proper rules, regulations and guidelines of procurement procedures,

f) Prepares Invitation to Tender Letters and Letters of Award of Contract,

g) Conducts Pre-Tender Meetings, Site Visits and issues Addendums,

h) Opens Tenders and prepares documents/files for the Ministry’s Tenders Evaluation Committee, whose membership is approved by the Permanent Secretary,

i) Prepares, folio(s) and minutes files to the Permanent Secretary for approval and Award of Contract (based on recommendations from the Ministry’s Tender Evaluation Committee(s),

j) Prepares files and documents to be sent to the Legal Unit, (MALF) for preparation of Contract Agreement(s).

Goals of the Procurement Unit

a) To promote transparency and openness in the procurement of goods services and works within the Public Sector

b) To promote economic efficiency

c) To promote public confidence in procurement procedures

d) To promote equality and fairness in the procurement procedures

The Tendering Process

The methods that are used for soliciting bids are;
i. Open Tendering
ii. Selective Tendering
iii. Sole Selective Tendering

Open Tendering

The MALF operates on the premise that all tenders over the Permanent Secretary’s limit of One Million dollars ($1,000,000.00 TT) are to be referred to the Central Tenders Board (CTB) for initiation of the procurement process. This method involves placing an advertisement and requesting all interested persons to submit a bid.

Selective Tendering

The MALF utilizes a list of pre-qualified contractors for projects that are within the Permanent Secretary’s limit. (in the categories of Construction of Agricultural Access Roads, Building Refurbishment and Construction, and Water Management Works.)

Sole Selective Tendering

Limited suppliers or distributors are invited to bid. This method is only used in rare and exceptional circumstances. The most appropriate use of this method is when equipment was previously purchased and the manufacturer or agent is the sole person authorized to service or repair the said equipment.

Procurement Procedures

a) The Ministry of Agriculture, Land and Fisheries (MALF) has several Tenders Evaluation Committees (chosen members are approved by the Permanent Secretary) which manage the procurement process for the provision of goods and services under one (1) million dollars. The Evaluation Committee evaluates tenders received for the different projects and submits its recommendation for the award of contract to the Permanent Secretary for approval. Projects that are under one (1) million dollars require approval from the Permanent Secretary.

b) The Tender Evaluation Process is to choose the most economically advantageous supplier or contractor using a fair, equitable, consistent and transparent process for the MALF. The composition and mandate of an Evaluation Committee is critical to an effective procurement process. The Evaluation Committee is intended to encompass a core team of evaluators based on specific disciplines and commercial acumen to bring to bear the competencies required to evaluate the submission from the supplier or contractor. The recommended team’s composition of five (5) or seven (7) members, with core members from the MALF’s Executive Management (Chair), Accounting and Legal Units respectively and other members from Project Management, Executing Department (Vote Holder), Non-Executive Department and Executive Department (Supervision). Members are required to sign an agreement on how they will conduct themselves to ensure that there are no conflicts of interest and the proposals are kept confidential. The members of all Tenders Evaluation Committees are approved by the Permanent Secretary.

c) The MALF utilizes a list of Pre-qualified Contractors to tender for works under the Public Sector Investment Programme (PSIP) and Development Programme in the following categories;

i. Construction of Agricultural Access Roads;
ii. Building Refurbishment and Construction , and;
iii. Water Management Works.

Procurement Legislation

a) The Procurement Unit is governed by The Public Procurement and Disposal of Public Property Act, 2015, hereinafter referred to as “The Act,” which was assented to on January 14th 2015, amended by the Public Procurement and Disposal of Public Property (Amendment) Act, 2016 which was assented to on June 17th 2016, and will repeal and replace the Central Tenders Board Act, Chapter 71:91 upon full proclamation.

Contact Information

Procurement Unit, Ministry of Agriculture, Land and Fisheries,
Corner of Narsaloo Ramaya, Marg Road and Soogrim Trace
Endeavour, Chaguanas.
Telephone: 220-6253 ext 4252/4047/4205/4206
Email: MALF-Procurement@nullgov.tt