NNPC Limited SCM Processes and Procedures - Issue Expression of Interest PDF

NNPC Limited SCM Processes and Procedures 6.0 Issue Expression of Interest This policy provides guidance for issuing an Expression of Interest, which typically precedes a two-stage tendering process that allows the procuring entity to publicise its procurement need and seek to prequalify vendors fo...

NNPC Limited SCM Processes and Procedures 6.0 Issue Expression of Interest This policy provides guidance for issuing an Expression of Interest, which typically precedes a two-stage tendering process that allows the procuring entity to publicise its procurement need and seek to prequalify vendors for the procurement need. Objectives The objectives of this process are to: • • Advertise procurement opportunities to interested parties for equal and wider participation. Create a shortlist of qualified vendors to participate in the tendering process for a specified procurement. 6.1 S/N 1. Issue Expression of Interest Policies Description Two Stage Tendering and Expression of Interest The need for a two-stage tendering process, including the issuance of Expression of Interest shall apply: a. Where it is not feasible to formulate detailed specifications for the goods or works or, in the case of services, to identify their characteristics and where it seeks tenders, proposals or offers on various means of meeting its needs in order to obtain the most satisfactory solution to its procurement needs. b. Where the character of the goods or works are subject to rapid technological advances; where the organisation seeks to enter into a contract for research, experiment, study or development, except where the contract includes the production of goods in sufficient quantities to establish their commercial viability or to recover research and development costs. 60 NNPC Limited SCM Processes and Procedures 6.1 Issue Expression of Interest Policies c. Where prior tenders were rejected under an open competitive bid procedure and there is a need to establish a short list of potential credible and competent vendors. 2. Determining Case for Advertising Expression of Interest The Supply Chain Function (as reviewed by the Evaluation Team and the relevant Tenders Committee) shall consider and justify the need for public advertisement of Expression of Interest where it has validated that: a. The new nature of the procurement need and the project estimate in line with Delegation of Financial Authorities requires a wider exposure to potential vendors. b. The professional/ technical competent of registered vendors in area of focus, does not provide adequate confidence that NNPC Limited will derive optimal value. 3. Content of Expression of Interest Document Expressions of Interests shall at a minimum contain the following: a. b. c. d. e. f. g. h. 4. Introduction Brief Description and scope of Procurement Need Who may apply Prequalification Requirements Compliance with Nigerian Content (as applicable) Submission Guidelines Closing Date/ Time Any other Important Information. Response Timeline At least 14 days responses time shall be required for Expression of Interests published in media (at least two national newspapers) to ensure sufficient notice to target vendors and adequate time to respond to the requirements of the Expression of Interest. 5. Vendor Response to Expression of Interest Vendor response to Expression of Interest shall include: a. Proposals without a tender price b. Proposals that relate to technical, quality, or other characteristics of the goods, works or services as well as contractual terms and conditions of 61 NNPC Limited SCM Processes and Procedures 6.1 Issue Expression of Interest Policies supply and may stipulate the professional competence and technical qualifications of the vendors. 6.2 Issue Expression of Interest Policies Procedures S/N Responsible Party Description Job Aid From Determine Procurement Method Process 1. User Department 2. SCM N-4 On receipt of Terms of Reference requiring an EOI process Prepare EOI (including Evaluation Criteria) and send for supervisor review. Review EOI jointly with User Department (including EOI Evaluation criteria). Email Email Finalize the EOI and share with target list of vendors (via approved communication channels). 3. SCM (N-3) Where advertisement is required, go to step 4. Email Where advertisement is not required, go to step 5. Where advertisement is required 4. SCM (N-4) Forward to the Communication Team to guide on external publication. Email Go to step 6. Where advertisement is NOT required 5. SCM (N-4) 6. Appropriate Evaluation Committee Send out EOI document to target list of vendors via the approved communication channel. After response time has elapsed and on receipt of Vendor responses, Excel 62 NNPC Limited SCM Processes and Procedures Evaluate vendor responses, Prepare EOI Evaluation Report including a shortlist of prequalified vendors and forward to Tenders Committee for approval. Note EOI Review Report will also include recommendations for RFP. 7. Tenders Committee Consider and approve the EOI Review Report including vendor shortlist and recommendation of next steps. Email To Issue Request for Proposal 6.3 Issue Expression of Interest Input & Output Documents Document Description Type Frequency Source Recipient 1. Approved Committee Terms of Reference Input As required Tenders Committe e SCM (N-4) 2. Expression of Interest Output As required SCM Vendors 3. Response to EOI Output As required Vendors SCM 4. EOI Evaluation Report Output As required Evaluation Committe e Tenders Committee S/N 63 NNPC Limited SCM Processes and Procedures 6.4 Issue Expression of Interest Key Performance Indicators S/N Performance Measure Basis of Measurement Timeliness in the preparation of EOI Evaluation Report Quality of EOI Evaluation Report 1. 2. Timeframe Target Elapsed time from closure of submission deadline. As required As specified in the Terms of Reference Number of material errors, omissions in the EOI Evaluation Report. As required Zero Error 64 NNPC Limited SCM Processes and Procedures 65