Procurement

Corporate Procurement

African Organization for International Development (AOID) Procurement and Supply Chain Management is dedicated to providing and managing the most effective and efficient procurement processes and procedures for the acquisition of quality goods and services, while ensuring a competitive, fair and transparent process in accordance with African Organization for International Development (AOID) regulations, rules and procedures.

African Organization for International Development (AOID) uses public contracts to procure goods and services, studies, technical assistance and training as well as consultancy, conference and publicity services. It also procures books and IT equipment etc. The providers are selected through calls for Restricted tendering which are issued through the Bids and Awards Committee of the African Organization for International Development (AOID).

Request of Quotations (RFQ) in African Organization for International Development (AOID) are made through sourcing agents. We invite suppliers of Goods to submit proposals to us through sourcing agents in all African Union Member States.

For any inquiries, Please contact:

Dr. Odongo Messai, Chairman Bids and Awards Committee
African Organization for International Development (AOID)
Address: Saku Business Park Office 55, Embakasi, P.O BOX 9026-10710, Nairobi, Kenya
Phone/Whatsapp: +254-785-498-678
Email: bac@afoid.org

Tenders

In Kenya, the contract award procedure for public procurement typically involves several key steps, including invitation of tenders, evaluation of bids, and the final award of the contract. The African Organization for International Development (AOID)) plays a crucial role in ensuring fair and transparent procedures.

Detailed breakdown:

  1. Invitation of Tenders:
    2.

    The procuring entity issues a tender notice, outlining the requirements for the goods, works, or services to be procured Which request for quotations are usually done by acredicted sourcing agents.

    This notice includes the scope of work, eligibility criteria, and the submission deadline, according to the African Organization for International Development (AOID)

    The tender is open to all interested parties or restricted to pre-qualified suppliers which is to be determined by the Procurement and Awarding Committee African Organization for International Development (AOID).

  2. Submission of Tenders:
    3.

    Interested parties submit their bids in writing, either directly or by mail Through the acredicted sourcing agents, as per the African Organization for International Development (AOID) Asset Disposal Regulations.

    Tenders are typically sealed and opened publicly at the designated time and date by the Procurement and awarding committee, African Organization for International Development (AOID).

    A tenderer must demonstrate its eligibility and qualifications to perform the contract.

  3. Evaluation of Tenders:
    4.

    The procurement and awarding committee, African Organization for International Development (AOID) evaluates the submitted tenders based on pre-defined criteria, such as price of products and services, technical specifications, and the supplier's experience.

    Evaluation committees are often established by the African Organization for International Development (AOID) to ensure a fair and unbiased process.

    A tender is considered valid if it conforms to the tender documentation and the supplier meets the participation requirements which is to be determined by the procurement and awarding committee.

  4. Award of Contract:
    5.

    The procurement and awarding committee selects the most suitable tenderer based on the evaluation results and final verdict given by the African Organization for International Development (AOID) board of trustees.

    The successful tenderer is then notified of the award and provided with the contract documents.

    The contract must be signed by both parties within a specified timeframe, typically 10 days from the notification of award, as stated in the African Organization for International Development (AOID) regulations.

  5. Post-Award:
    6.

    Post-award contract management involves administering the contract, ensuring compliance with its terms, and managing any potential variations or extensions.

    A performance security, such as a bank guarantee, may be required to ensure the successful completion of the contract and payment of contract fee by the African Organization for International Development (AOID) in collaboration with the government of Kenya and the central bank of kenya.

Key Considerations

The procurement and awarding committee and its regulations govern the entire procurement process, as outlined by the African Organization for International Development (AOID).

Transparency and fairness are crucial aspects of the procurement process, ensuring equal opportunities for all suppliers.

The procurement and awarding committee can review decisions related to the award of contracts, according to the African Organization for International Development (AOID) regulations.

Core Documents:

  1. Invitation to Tender (ITT):
    2.

    This formally announces the tender, outlines the project requirements, and provides instructions on how to submit a bid.

  2. Instructions to Tenderers:
    3.

    This guides tenderers on how to complete and submit their bids, including deadlines, required formats, and evaluation criteria.

  3. Specifications:
    4.

    Detailed descriptions of the goods or services being tendered, including technical requirements, performance standards, and quality control measures.

  4. Contract Terms and Conditions:
    5.

    The legal framework for the contract, outlining the rights and responsibilities of both parties.

  5. Evaluation Criteria:
    6.

    The factors that will be used to assess bids and determine the successful bidder.

  6. Form of Tender/Bid:
    7.

    A standardized form for bidders to complete and submit their offer, including price, terms, and other relevant information.



Additional Documents

  1. Bill of Quantities:
    2.

    A detailed list of all the materials and labor required for a construction project, including quantities, descriptions, and unit prices.

  2. Drawings:
    3.

    Technical drawings and plans that provide visual representation of the project, including layouts, elevations, and details.

  3. Financial Statements:
    4.

    Evidence of the bidder's financial stability and ability to fulfill the contract.

  4. Accreditation and Compliance Documents:
    5.

    Proof of any required certifications or licenses, demonstrating the bidder's ability to perform the work.

  5. Project-Specific Documents:
    6.

    Any other documents that are relevant to the specific project, such as site plans, waste management plans, or design drawings


Elaboration

  1. Fee for Documents:
    2.

    Procuring entities in Kenya can charge a fee for providing tender or pre-qualification documents to interested parties. The fee is Ksh 45,000 (305.73 Euro) (347.48 USD), according to the AOID's regulations.

  2. Purpose of the Fee:
    3.

    The fee covers the cost of registration, documentation and submission of the tender documents, according to the Public Procurement Regulatory Authority AOID's regulations.

  3. Payment Methods:
    4.

    Payment can be made through cash, banker's draft, or banker's cheque, Through your Agent or directly to the financial department of the Procurement and awarding committee AOID and hand over the receipt of payment to your agent as obtained from the financial department of the procurement and awarding committee AOID.

Our Office

Saku Business Park Office 55 Embakasi, Nairobi, Kenya

+254-785-498-678

info@afoid.org

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