ASDP Basket Fund - Ministry Of Agriculture, Food and Cooperatives

6 Procurement arrangements6.8 Procurement reporting and record keeping at LGA levelThe PMU on a quarterly basis compiles quarterly consolidated reports onprocurements made for deliberation by the LGATB and subsequent submission to theFull Council as a management report. The LGA must satisfy itself that theprocurement proceedings were executed in accordance with the council’s approvedaction plan and budget.The LGA must keep adequate records of the procurement proceedings madeduring the year. The Secretary to the LGATB is responsible for ensuring properdocumentation and proceedings are followed and adhered to.6.9 Regulation and monitoring of the procurement processThe GoT’s Public Procurement Regulatory Authority (PPRA) is responsible formonitoring all procurement activities with a view to ensuring compliance withregulations. Also, the PPRA is expected to receive and act on any complaints frombidders.Each year, members of the ASDP Basket Fund Steering Committee may appoint anindependent firm to undertake periodic post supervision assessments of procurementbased on an agreed plan. To this end, the Procurement Agent is required to maintaincopies of documentation. The independent firm’s scope of work includes ensuringthat:• Contracts awarded under the programme were approved by authorisedpersonnel and adequately monitored, and goods/ services were supplied/completed according to the required specifications and technical standards• Any contract variations received the necessary approvals and were fullydocumented• Invoices/ fee notes received from suppliers were approved and anypayments made recorded on the relevant contract• Value for money was realised. The firm should comment on thereasonableness of prices• Any deficiencies in the procurement process are flagged. The firm shouldrecommend any improvements.Government of the United Republic of Tanzania51