ASDP Basket Fund - Ministry Of Agriculture, Food and Cooperatives

6 Procurement arrangementsCouncil Treasurers must issue suppliers with a GoT LPO (see Annex B, B15)generated from the IFMS. For LGAs not on the IFMS, a manual LPO will be issued.The LPO must clearly indicate the place of delivery of goods and services i.e. therelevant council.6.7 Use of procurement agentsAt the central level, ASLMs may outsource procurement of goods and services. Inthis regard, a procurement agent is selected and contracted on a fixed term contractusing GoT Procurement Regulations. The Procurement Agent’s function is to ensurethe integrity of the bidding process. The Agent undertakes some of the procurementroutines on behalf of ASLMs such as:• Assisting with the format and commercial content of bidding documents• Advising on contractual issues• Supporting the bidding process (e.g. issue of RFPs)• Reporting on procurement activities.The Agent must abide with all GoT rules and regulations mentioned above. TheProcurement Agent must report on his/her activities on a quarterly basis (see AnnexC, C7 and C8). Reports should provide:• Actual performance against targets. Reporting covers all stages of theprocurement cycle (i.e. preparation of bid documentation, advertising, bidinvitation, evaluation etc.). In addition, the procurement report comparesestimated costs of goods and services against actual contract amounts• Details of complaints lodged by bidders, contract amendments/ variations,unsatisfactory performance on the part of supplies and any disputes whichcould result in contractual claims.Use of agents at the LGA level is subject to the approval of the LGATB. The CouncilDirector may appoint working teams such as Evaluation Teams, Inspection Teams, orProcurement Agents to facilitate the procurement processes. All working teamsappointed should have clearly stated Terms of Reference for their specific work.Further, before commencement of the work, checks should be made to ensure thatthe terms and conditions of the appointment are within the LGA budget and havebeen agreed with the Council Director.Government of the United Republic of Tanzania50