Public Procurement: Preparation, Invitation to Tender and Tender Evaluation

The assignment was broken down into two training sessions in two modules considered important for the executives of the Ministry of Agriculture, Natural Resources and Rural Development (executives from the Procurement Unit, and technical executives from project units and technical entities of the Ministry).The content of the training course (tailor-made training sessions) was as follows, based on six topics divided into two sessions:**First session: Procurement (preparation, invitation to tender and tender evaluation), with the following content:**Topic 1 - Key concepts of public procurement:

• Competitive bidding
• The contract and reference documents: actors and responsibilities
• Role and operations of the procurement units
• Restricted international invitations to tender and other procurement procedures
• Topic 2 - Launching of invitations to tender:
• Selection of the procedure depending on the type of contract (works, supplies, services)
• Definition of requirements
• Definition of selection criteria and their weighting, preparation of terms of reference
• Standard documents for services, works and supplies contracts
• Technical specifications for works contracts
• Topic 3 - Selection of proposals:
• Preselection of providers
• Receipt, analysis and evaluation of proposals
• Notification, negotiation and award of contracts
• Second session: Monitoring and supervision of the execution of public contracts, with the following content:
• Topic 1 - The framework for the execution of public contracts:
• Administrative documents (special conditions of contract, general conditions of contract, etc.)
• Respective obligations of the Owner and the contract holder
• Performance guarantees (bonds, insurance, third-party liability)
• Topic 2 - Monitoring and supervision of the execution of public contracts:
• Setting-up of monitoring and supervision structures
• Role of the Engineer in works contracts
• Contractual procedures for the evaluation of works or services
• Provisional and final acceptance
• Topic 3 – The analysis and handling of claims:
• Amicable settlement of claims: admissibility and calculation of compensation
• Principles and advantages of the transaction
• Legal bases of the memorandum of understanding
• Drafting and contractualisation of the memorandum of understanding

The assignment was based on two training sessions, five days each, in Port-au-Prince, for about 25 executives from the Ministry of Agriculture, Natural Resources and Rural Development. These training sessions took place from 7 to 11 May 2018 and from 4 to 8 June 2018.