{"id":229,"date":"2018-02-06T16:21:12","date_gmt":"2018-02-06T16:21:12","guid":{"rendered":"http:\/\/kadppa.kdsg.gov.ng\/?page_id=229"},"modified":"2018-02-08T08:51:49","modified_gmt":"2018-02-08T08:51:49","slug":"guidelines","status":"publish","type":"page","link":"http:\/\/web.kadppa.ng\/index.php\/guidelines\/","title":{"rendered":"Guidelines"},"content":{"rendered":"

KADPPA Procurement Guidelines<\/a><\/p>\n

1.1.1 Introduction.<\/strong>
\nThe Government of Kaduna State enacted the Public Procurement Law, in May, 2016. It
\nbecame effective and operational on June 1 st, 2016. The Law and Regulations provide the
\ngeneral rules governing public procurement. These Guidelines provide step-by-step
\nprocedures to assist procurement entities to undertake public procurement in accordance
\nwith the law.
\n1.1.2 Purpose of the Guidelines.<\/strong>
\nThe main purpose of these Guidelines is to regulate the procurement of works, goods and
\nservices financed throughAppropriation Law or any other source in favour ofKaduna State
\nGovernment. These Guidelines, in accordance with the understanding among stakeholders,
\nattempt to establish a step-by-step and improved mechanism for procurement of works,
\ngoods and services towards enhancing efficient service delivery within specific time frame
\nand budget limits. They incorporate and harmonize acceptable best practices in public
\nprocurement at the State and Local Governments levels.
\n1.1.3 Background to the Guidelines.<\/strong>
\nSince the purpose of producing the Guidelines and the templates is also to harmonize procurement best-practices at the State and Local Governments levels, information derived from relevant procurement documents and stakeholders at both State and Local
\nGovernment levels formed part of the resources that were relied upon in drafting the
\nGuidelines and developing the templates.
\n1.1.4 Objectives of the Guidelines.<\/strong>
\nThese Guidelines detail the standards and procedures to be followed in the procurement of
\ngoods, works and services within the public sector, and also includes a section for guidance
\non asset disposal procedures. These standards, policies and procedures are designed to:
\n1. provide uniform procedures for the procurement of goods, works and services and
\nfor asset disposal;
\n2. ensure transparency and accountability in all operations, and consistency with the
\nGuidelines of development partners where necessary;
\n3. ensure and promote consistent application of best procurement practices and
\ninternational standards; and
\n1.1.5 Application and Limitations of the Guidelines<\/strong>
\nThese Guidelines apply to the procurement operations of all Government organizations as
\ndefined in section 35 ofthe Law and the Regulations. The principles, rules, and procedures
\noutlined in these Guidelines apply to all (capital\/recurrent, expenditure) contracts for
\nworks, goods and services financed in whole or in part by the Kaduna State Government.
\nThe Guidelines are to be applied by the following relevant Stakeholders:
\n1) The Executive arm ofthe Kaduna State Government.
\n2) The Legislative arm ofthe Kaduna State Government.
\n3) The Judicial arm ofthe Kaduna State Government.
\n4)All ministries, departments and agencies ofthe Kaduna State Government.
\n5)All the Local Governments.
\nIn the event that public-linked entities that do not draw any funding from the State
\nBudget have their own procurement regulations and procedures, the implementation
\nofthe set regulations and procedures shall be monitored for compliance, their contract
\nprice reviewed before award of contract, by Kaduna State Public Procurement
\nAuthority ( KADPPA ). These Guidelines cover the standard procurement cycle from
\nprocurement planning and initiation of procurement to final delivery or performance and
\ncontract completion. They will help to:
\n1. remove discretion or minimize the need for making new decisions every time a
\ncomparable situation arises;
\n2. provide a point ofreference against which principles and practices can be evaluated;
\nand
\n3. serves a training Guide for procurement practitioners in the public sector and
\nprovide guidance based on best international practices.
\nConsistent application of the provisions and procedures of the Guidelines throughout the
\npublic service is essential to achieve improved efficiency, transparency, uniformity of
\ndocuments and decisions and reduce cost ofprocurement for the Government.
\nIt is intended that the Guidelines will be subjected to continuous review by the Public
\nProcurement Authority to reflect amendments in legislation, changing needs, the
\ncommercial environment and the adoption ofnew improved procedures and practices.
\n1.1.6 General Considerations<\/strong>
\nProcurement Entities are responsible for implementing their procurement activities at their respective levels. The procurement plan is time-bound and stakeholders are urged to act expeditiously in exercising their powers and discharging their responsibilities.
\nThese Guidelines are intended to regulate procurement for works, goods and services
\ncontracts across the state with the preferred method being Open Competitive bidding and
\nthe use of alternative methods being strictly limited and subject to the approval of the
\nKADPPA.
\nThe following principles shall guide the procurement undertaken under these Guidelines:
\ncompetitiveness, accountability, transparency, fairness and value for money in the
\nprocurement process; and the need for economy and efficiency in the implementation of
\nprojects.
\n1.2.0 Exceptions to Guidelines
\n1.2.1 Reasons for Exceptions.
\nExceptions to the provisions ofthese Guidelines may arise:
\n1. Aspecial situation, such as an extreme emergency;
\n2. one-off requirements introduced as special provisions in a loan or credit facility
\nwhich are not otherwise covered in these Guidelines and do not constitute a revision
\nto the Guidelines;
\n3. the necessary use ofnon-standard tender documents for specialist procurements;
\n4. new legislation or government policy change which causes any part of these<\/p>\n

Guidelines to be inconsistent with the new provisions until an appropriate revision
\nhas been approved. Exceptions should normally be ofa short-term and one-offnature. Where they are recurrent, or become repetitive, then the Authority shall decide whether there is a need to introduce revisions in the Guidelines to reflect the necessary change, in accordance with section 1.3 of these Guidelines. Where an exception is considered essential, the Head of the procurement entity may submit a formal request to the KADPPA detailing the circumstance and including a full justification. The KADPPAmay approve such requests by issue ofa specific waiver or reject the request.
\nExceptions and waivers granted shall be carefully reviewed in the monitoring activities of
\nthe KADPPAand subject to audit.
\nThe KADPPA will review all requests for exceptions to determine whether the relevant
\nprovisions in the Guidelines need to be amended.<\/p>\n

1.3.0 Revisions to the Guidelines.<\/strong>
\n 1.3.1 Reasons for Revision.<\/strong>
\nAnumber offactors may necessitate a revision ofthese Guidelines including:
\n1. new legislation;
\n2. policy changes by government or funding body;
\n3. introduction ofnew improved practices, policies or procedures;
\n4. removal ofoutdated practices, policies or procedures; and
\n5. lessons gained from practical experience.<\/p>\n

1.3.2 Request for revision by a Procurement Entity.<\/strong>
\nWhere a revision to the Guidelines is deemed necessary, a formal request may be submitted to KADPPA in accordance with the following procedures:
\n1. The request shall be prepared and approved by the relevant Due Process Committee,
\nand authorized by the Head ofprocurement entity.
\n2. The request shall state the purpose of the revision and provide a comprehensive
\njustification, together with the precise changes suggested to the relevant text ofthe
\nGuidelines.
\n3. KADPPA will formally consider each request, seek legal and procurement practice
\nadvise and may agree to a general modification of the Guidelines, a specific
\nexemption to be granted to the requesting procurement entity or may reject the
\nrequest giving reasons.
\n1.4.0 Use of standard procurement forms.<\/strong>
\nTo assist in the adoption and use of standard practices and procedures in public sector
\nprocurement the following standard procurement forms (SPFs) (see appendices) are
\nintroduced within these Guidelines:
\n1.4.1 SPF 1 \u2013 Procurement Requisition.<\/strong>
\nThis form establishes the preliminary specifications, the budget availability and authority
\nfor the procurement and requires the allocation of a procurement number to be used for
\nprocurement tracking and monitoring.
\n1.4.2 SPF 2 \u2013 Submission for Approving Authority’s Review.<\/strong>
\nThis form has four sections as follows:
\n1. SPF 2 A \u2013 Request for approval of specifications, procurement method and tender
\ndocuments.
\n2. SPF 2 B \u2013 Request for approval of evaluation report and contract award
\nrecommendations
\n3. SPF 2 C \u2013 Request for approval ofcontract document and contract signature
\n4. SPF 2 D \u2013 Request for contract agreement
\nThe purpose of these forms is to standardize the format of submissions to the approving
\nauthority, to act as a checklist ofinformation to be provided to the Authority, and to ensure
\nthat submissions are presented with the approval ofan authorized responsible officer. Use of the form eliminates the need for individual covering letters to be prepared on each
\napplication to the KADPPA.
\n1.4.3 SPF 3 \u2013 Evaluation Report (Goods and Works).<\/strong>
\nStandard evaluation format for the procurement ofgoods and works.
\nThe purpose of this form is to standardize and improve the content of evaluation reports
\nsubmitted for approval.
\n1.4.4 SPF 4 \u2013 Evaluation Report (Services).<\/strong>
\nStandard evaluation format for technical and financial evaluations of consultant services.
\nThis format has two sections for separate technical and financial evaluation to allow for
\n\u201ctwo-envelope\u201d bidding.
\n1.4.5 SPF 5 \u2013 Monthly procurement report.<\/strong>
\nMonthly report to be submitted to the Public Procurement Authority by each due process
\ncommittee.
\n1.5.0 Procurement numbering system.<\/strong>
\n 1.5.1 Purpose<\/strong>
\nThe purpose of the procurement numbering system is to ensure each requirement is given a unique identification to assist in the tracking, monitoring and audit of procurement and in the tracing and maintenance of records and files. The procurement number is assigned at the requisition stage and will form the basis for document filing and management information systems. Procurement numbers are initiated and allocated for procurement package and entered into a register maintained by the procurement unit. Numbers must not be re-used, even if the original procurement is cancelled.
\n1.5.2 Structure of the procurement number<\/strong>
\nThe procurement number shall identify at a minimum:
\n1. the procurement entity;
\n2. the department and project;.
\n3. the financialYear (e.g 2016) and
\n4. a unique sequence number for each requirement.
\nKADPPAwill issue further Regulations on the derivation ofprocurement numbers to ensure
\ncompatibility with existing numbering system for procurement planning, MTEF and the
\npre-numbered activity and expenditure initiation (A&EI) standard form.
\nGuidelines on
\n1.5.3 Use of procurement identification numbers.<\/strong>
\nThe procurement identification number must appear on all correspondences and documents related to the procurement.
\n1.6.0 Public procurement principles.<\/strong>
\nThe overall objective ofthe public procurement system is to provide value for money to the
\ngovernment by ensuring that public funds are spent in a transparent, efficient and fair
\nmanner. These Guidelines incorporates provisions and procedures to promote transparency, accountability and ethics in the operation, management and reporting of procurement and asset disposal. All public servants shall consistently apply these policies and procedures, together with professional judgment and good management.<\/p>\n","protected":false},"excerpt":{"rendered":"

KADPPA Procurement Guidelines 1.1.1 Introduction. The Government of Kaduna State enacted the Public Procurement Law, in May, 2016. It became effective and operational on June 1 st, 2016. The Law and Regulations provide the general rules governing public procurement. These Guidelines provide step-by-step procedures to assist procurement entities to undertake public procurement in accordance with […]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-229","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"http:\/\/web.kadppa.ng\/index.php\/wp-json\/wp\/v2\/pages\/229","targetHints":{"allow":["GET"]}}],"collection":[{"href":"http:\/\/web.kadppa.ng\/index.php\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"http:\/\/web.kadppa.ng\/index.php\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"http:\/\/web.kadppa.ng\/index.php\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"http:\/\/web.kadppa.ng\/index.php\/wp-json\/wp\/v2\/comments?post=229"}],"version-history":[{"count":4,"href":"http:\/\/web.kadppa.ng\/index.php\/wp-json\/wp\/v2\/pages\/229\/revisions"}],"predecessor-version":[{"id":232,"href":"http:\/\/web.kadppa.ng\/index.php\/wp-json\/wp\/v2\/pages\/229\/revisions\/232"}],"wp:attachment":[{"href":"http:\/\/web.kadppa.ng\/index.php\/wp-json\/wp\/v2\/media?parent=229"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}