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Public Procurement and Disposal of Public Assets
Authority
User Guide for Preparation of the User DepartmentProcurement Plans, Annual Procurement Plans and
Disposal Plans
JULY 2012
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA
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Table of Contents
A!"#Y$%....................................................................................................III
1&0 '#(!"DU('"#...........................................................................................1
1&1 PU!P"%) "* (+) U%)! GU'D)..........................................................................................1
2&0 ()$PLA()%..............................................................................................2
2&1 U%)! D)PA!($)#( P!"U!)$)#( PLA#........................................................................22.1.1 Guidance notes on how to prepare a User Department Procurement Plan..............................4
2&2 A##UAL P!"U!)$)#( PLA#.......................................................................................42.2.1 Template of Annual Procurement Plan for goods, works and non-consultanc ser!ices for
su"mission to the #ecretar to the Treasur, PPDA and pu"lication on the PD$%s notice "oard ..........5
2.2.& Template of Annual Procurement Plan for goods, works and non-consultanc ser!ices for
internal use................................................................................................................... 9
2.2.' Template of Annual Procurement Plan for consultanc ser!ices for internal use...................11
2& A##UAL D'%P"%AL PLA#............................................................................................13
&0 A-A'LA.'L'(Y "* )L)(!"#' D"U$)#(%.................................................15
A##)/ 1 GU'DA#) #"()% "# +" (" *'LL '# (+) P!"U!)$)#( PLA# ()$PLA()%
..................................................................................................................16
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA $ay 2012
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Acronyms
ADP Annual Disposal Plan
APP Annual Procurement Plan
Contracts CommitteePD) Procuring and Disposing Entity
PDU Procurement and Disposal Unit
PPDA Public Procurement and Disposal of Public Assets
PPDA Act Public Procurement and Disposal of Public Assets Act
!eulations PPDA Regulations
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA $ay 2012
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1&0 'ntroduction
In accordance with Section 5 of the PPDA Act! "##$ a Procuring and Disposing Entity
%PDE& is re'uired to plan its procurements and disposals(
)he Authority has de*eloped the following procurement and disposal plan templates to beused by the PDEs to de*elop procurement plans and disposal plans+
i( User Department Procurement Plan
ii( Annual Procurement Plan
iii( Annual Disposal Plan
)he purpose of the abo*e templates is to pro*ide PDEs with standardised documents to be
used as models that will assist them in fulfilling the re'uirement of procurement and disposal
planning( )hese plans shall be displayed on the PDEs, procurement and disposal notice
boards for at least "# wor-ing days from the date of appro*al of the plans by the Accounting
.fficers(
)he annual procurement plans! the user department procurement plans and annual disposal
plans are to be submitted to the Secretary to the )reasury and the Authority during the month
of /uly of each financial year( Entities should also submit a soft copy to the Authority to
plans0ppda(go(ug(
)he annual procurement and disposal plans may be updated and where changes are made to
an e1isting plan! the PDE shall notify the Secretary to the )reasury and PPDA by submitting
the updated and appro*ed plan(
Please note that the procurement plans should be lin-ed to the .utput 2ased )ool %.2)& procurement plans to ensure that the contract signature dates is in the same 'uarter with that
under the .2)( )his will ensure timely a*ailability of funds before contract signature(
1&1 Purpose of the User Guide
)his User 3uide has been prepared to pro*ide guidance to public officials in the correct use
of the User Department Procurement Plan! Annual Procurement Plan %APP& and Annual
Disposal Plan %ADP& )emplates(
)he information in this User 3uide is intended to guide the User Departments and
Procurement and Disposal Unit %PDU& staff in the preparation of Procurement and Disposal
Plans in compliance with the Public Procurement and Disposal of Public Assets %PPDA& Act
and Regulations! "##$(
)he APP )emplates ha*e been designed to+
%a& Simplify the drafting of indi*idual Procurement Plans by Procurement and Disposal
Units4
%b& inimise the time spent by User Departments and Procurement and Disposal Units to
prepare annual Procurement Plans4
%c& Enable PDEs monitor all planned procurements and ensure that they follow the right procedures and obser*e target dates4 and
User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal
Plans
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%d& Enable the Authority to monitor the procurement *olumes for PDEs in the respecti*e
6inancial 7ears(
2&0 (emplates
)he Authority has de*eloped three templates as specified in 8(# abo*e(
2&1 User Department Procurement Plan
)he User Department Procurement Plan template is designed for use by all the User
Departments %including Units! pro9ects! and any subdi*ision within the PDE&( It is submitted
to the :ead PDU by the :ead of the User Department for consolidation of similar
re'uirements re'uired within the same period and with similar funding sources( 2elow is the
format of the template for the User Department Procurement Plan(
User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal
Plans
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User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
#A$) "* P!"U!'#G A#D D'%P"%'#G )#('(Y
User Department Procurement Plan for %upplies, or3s, #on onsultancy and onsultancy %er4ices
Area5%ection5Department 666666666&& *inancial Year 666
%5# %ub7ect of procurement 8uantity5 Unit
of $easure
urrency and
)stimated cost
%ource of fundin Date 9hen oods5ser4ices5 9or3s are
re:uired
8"
$
;
5
<
=
>
Prepared by User Appro4al by +ead of Department !ecei4ed by +ead of PDU
?ame+ @@@@@@@@@@(@ ?ame+ @@@@@@@@@@(@ ?ame+ @@@@@@@@@@(@
Signature+ @@@@@@@@@@(@ Signature+ @@@@@@@@@@(@ Signature+ @@@@@@@@@@(@
Date+ @@@@@@@@@@(@ Date+ @@@@@@@@@@(@ Date+ @@@@@@@@@@(@
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User Guide for Preparation of the User Department Procurement Plans
and Annual Procurement and Disposal Plans
2&1&1 Guidance notes on ho9 to prepare a User Department Procurement Plan
)he User Department Procurement Plan template is used for supplies! wor-s! non
consultancy and consultancy ser*ices and is for internal use(
)he User Department Procurement Plan template is di*ided into si1 %
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2&2&1 (emplate of Annual Procurement Plan for oods, 9or3s and non;consultancy
ser4ices for submission to the %ecretary to the (reasury, PPDA and publication on the
PD)
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User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
) #ame
ancial Year
#o %ub7ect of
procurement
urrency )stimated
cost
%ource of
fundin
Procurement
method
ontract
(ype
P!);8UAL
=Yes or #o>
'#-'(A('"# A#D AA!D "* .'D% ontract
sinin
date
ompletio
n date
.id
in4itation
date
.id closin5
"penin
date
Appro4al
e4aluation
report date
A9ard
notification
date
Prepared by ?ame+
Signature+
Designation+ :ead PDU
Date+
Appro4ed by ?ame+
Signature+
Designation+
Accounting
.fficer
Date+
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User Guide for Preparation of the User Department Procurement Plans
and Annual Procurement and Disposal Plans
2&2&2 (emplate of Annual Procurement Plan for consultancy ser4ices for submission to
the %ecretary to the (reasury, PPDA and publication on the PD)
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User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
PROCUREMENT PLAN FOR CONSULTANCY SERVICES - FOR SUBMISSION TO THE SECRETARY TO TREASURY, PPDAAND PUBLICATION
Procuring and Di!oingEn"i"#$
Financia% Y&ar$
%5# %ub7ect of
procurement
urrency )st imated
cost
%ource of
fundin
Procurem
ent
method
ontract
type
!e:uest for )?pression of 'nterest 'n4itation of proposals and appro4al for a9ard ompletion
date
'n4itation of )?pressions of
'nterest date
losin;"penin
date
Appro4alof
shortlist
#otification date
'n4itationof
proposals
date
%ubmission5openin
date
Appro4alof final
e4aluatio
n report
#otification
date
ontractsinin
date
Preparedby
Name:
Approvedby
Name
Signature:
Signature:
Designation:
Designation:
Date: Date:
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User Guide for Preparation of the User Department Procurement Plans
and Annual Procurement and Disposal Plans
2&2& (emplate of Annual Procurement Plan for oods, 9or3s and non;consultancy
ser4ices for internal use
)his template is di*ided into twenty two %""& separate columns( PDUs are re'uired to fill in
all parts of the Plan( It is ad*ised that goods! wor-s and nonconsultancy ser*ices are
separated in their respecti*e categories for ease of re*iew( )he template comprises of the
following4
Column A+ S?o
Column 2+ Sub9ect of procurement
Column C+ Plan *s( Actual
Column D3+ 2asic Data %currency and estimated cost! source of funding and procurement
method&
Column :+ Pre'ualification %document! in*itation date and e*aluation&
Column ?U+ In*itation for bids and E*aluation %in*itation for bidding! bid e*aluation and
contract award&Column F+ Contract finalisation %contract signature and contract completion&
)he APP template shall be prepared and monitored by the PDU through filling in the planned
dates and the actual implementation dates( Data entered into this template is lin-ed to the
template for submission to the Secretary to the )reasury! PPDA and for publication(
3uidance notes on how to fill in the corresponding columns are pro*ided under Anne1 I(
2elow is the format of the template of the APP for supplies! wor-s and nonconsultancy
ser*ices for internal use(
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA $ay 2012
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User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
P!"U!)$)#( PLA# *"! G""D%, "!@% A#D #"#;"#%UL(A#Y %)!-')% ; '#()!#AL U%)
#ame of Procurin )ntity
*inancial Year
%5#o
&
%ub7ect of
Procurement
Plan 4s&
Actual
.asic DataPre;:ualification 'n4itation for .ids and )4aluation
ontract *inaliation
Document 'n4itation Date )4aluation .iddin Documents 'n4itation for .iddin .id )4aluation and ontract A9ard
urr
ency )stimated
ost
%ource of
*undin
Procurement
$ethod
Preparation by
PDU and
submission
Appro4al by
'n4itation
Date
losin;
"penin
%ubmission
)4aluation !eport
Appro4al by
Prep B
%ubmission
by PDU
Appro4al
by
.id
'n4itation
Date
.id losin;
"penin
%ubmission
.id )4aluation
!eport
Appro4al by
Appro4al by
%G
ontract
%inature
Date
ompletio
n Date
Plan
Actual
Plan
Actual
Plan
Actual
Prepared by
?ame+
Signature+
Designation+ Procurement .fficer
Date+
Appro4ed by
?ame+Signature+
Design
ation+ :ead PDU
Date+
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User Guide for Preparation of the User Department Procurement Plans
and Annual Procurement and Disposal Plans
2&2&C (emplate of Annual Procurement Plan for consultancy ser4ices for internal use
)his template is di*ided into twenty three %"$& separate columns( PDUs are re'uired to fill in
all parts of the Plan( )he template comprises of the following4
Column 8+ S?o
Column "+ Sub9ect of procurement
Column $+ Plan *s( Actual
Column ;=+ 2asic Data %currency and estimated cost! procurement method!
selection method and contract type&
Column 88+ Re'uest for e1pression of interest %in*itation and e*aluation&
Column 8"8$+ Preparation of R6P documents %preparation by PDU and appro*al by
CC&
Column 8;"#+ In*itation of proposals and appro*al of award %consultant proposals
and proposal e*aluation&
Column "8"$+ Contract finalisation %contract *alue! contract award date and contractsignature date&
)he APP template shall be prepared and monitored by the PDU through filling in the planned
dates and the actual implementation dates( Data entered into this template is lin-ed to the
template for submission to the Secretary to the )reasury! PPDA and for publication(
3uidance notes on how to fill in the corresponding columns are pro*ided under Anne1 II(
2elow is the format of the template of the APP for consultancy ser*ices for internal use(
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA $ay 2012
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User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
P!"U!)$)#( PLA# *"! "#%UL(A#Y %)!-')% ; '#()!#AL U%)
#ame of the Procurin )ntity
*inancial Year
%ub7ect of
Procurement
Plan
4s&Actual
.asic Data!e:uest for )?pression of 'nterest
Preparation of !*P
Documents
'n4itation of proposals and appro4al for a9ardontract *inaliation
)stimated
ost and
urrency
Procurem
ent
$ethod
%elect
ion
$eth
od
ontract
(ype
'n4itation )4aluation onsultant
ProposalsProposal )4aluation (echnical =(> B *inancial =*>
'n4itati
on
Date
losin;
"penin
%ubmissio
n
)4aluatio
n !eport
Appro
4al of
%hortli
st
Prep B
%ubmissio
n
by PDU
Appro4al
by
'n4itat
ion
Date
%ubmiss
ion5
"penin
Date
%ubmissio
n
)4aluatio
n
!eport
Appro
4al of
(echni
cal
)4alua
tion!eport
"penin
*in&
Propos
als
%ubmissio
n
of *inal
)4aluatio
n !eport
Appro4al
)4aluation
!eport
ontract
-alue
ontract
A9ard
Date
ontract
%in
Date
Plan
Actual
Plan
Actual
Plan
Actual
Plan
Actual
Prepared
by
?ame+
Signature
Designation+
Date+
Appro4e
d by
?ame+
Signature+
Designation+
Date+
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User Guide for Preparation of the User Department Procurement Plans
and Annual Procurement and Disposal Plans
2& Annual Disposal Plan
)he Annual Disposal Plan template is designed for use by the Procurement and Disposal Unit
%PDU& for consolidation of all the assets of a PDE for disposal( )he PDU should aggregate
similar assets into lots where the *alues are low(
)his template is di*ided into se*en %=& separate columns( PDUs are re'uired to fill in all parts
of the Plan( )he template comprises of the following4
Column 8+ S?o
Column "+ Asset to be disposed
Column $+ Reference number in the Asset Register where applicable
Column ;+ Buantity and Unit of easure
Column 5+ alue gi*en by the 2oard of Sur*ey where applicable
Column
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User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
#A$) "* P!"U!'#G A#D D'%P"%'#G )#('(Y
A##UAL D'%P"%AL PLA#
*'#A#'AL Y)A!&&&&&&&&&&&&&&&&&&&&&&&&&&&&
%5# Asset to be
disposed
!eference
#umber in the
Asset !eister
9here applicable
8uantity and
Unit of $easure
-alue i4en by the .oard
of %ur4ey 9here
applicable
$ethod of
Disposal
Disposal period
9ithin 9hich the disposal
should ta3e place
81 82 8 8C8(
"(
$(
;(
5(
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Prepared by PDU Appro4al by +ead *inance and Appro4al by Accountin "fficer
Administration
?ame+@@@@@@@@@@ @ ?ame+@@@@@@@@@@@@ ?ame+@@@@@@@@@@@@(
Signature+ @@@@@@@@@(( Signature+ @@@@@@@@@(( Signature+ @@@@@@@(((@@((
Date+ @@@@((((((((((((((((((((((((((@( Date+ @@@@@((((((((((((((((((((((((( Date+ @@@@@(((((((((((((((((((((((((((((
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User Guide for Preparation of the User Department Procurement Plans
and Annual Procurement and Disposal Plans
&0 A4ailability of )lectronic Documents
)he abo*e templates are issued in soft copy by the PPDA and are also a*ailable on its website
at www(ppda(go(ug
)he User Department Procurement Plan template is named User Department Plan(doc
)he APP 6ormats is named PPDA Procurement Plan template issued /une "#8"(1ls
)he ADP 6ormat is named Annual Disposal Plan format(doc(
)his User 3uide is named user guide(doc(
User Guide for Preparation of the User Department Procurement Plans and Annual Procurement and Disposal Plans
issued by the PPDA $ay 2012
Page 16 of 22
http://www.ppda.go.ug/http://www.ppda.go.ug/http://www.ppda.go.ug/
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Anne? 1 Guidance #otes on +o9 to fill in the Procurement Plan templates
)he rele*ant parts of the procurement plan templates are summarised here as follows+
)rea0-ection0*epartment + Indicate the name of the end user office i(e(Departmentdi*isionbranchsection of the Procuring and
Disposing Entity
ame of the +ntity+ Enter the name of the Procuring and Disposing Entity(
(inancial ear + Indicate the financial year for which the procurement plan is
being prepared for instance "#88"#8"! "#8""#8$(
-0o+ Indicate the serial numbers of the respecti*e procurements(
-ubect of procurement + Indicate a brief description of the procurement e(g( Supply anddeli*ery of three station wagons! Construction of a three
classroom bloc- at 111 Primary School! routine maintenance of
"#-m of 111 road(
urrency5 Indicate the currency of the estimated cost
+stimated cost and currency+ Indicate the estimated *alue of the procurement for each
procurement( )he estimated *alue shall to a large e1tent reflect
the mar-et price and budgeted amount for that procurement( )o
assist procuring and disposing entities to prepare correct
estimates! reference should be made to the Authority,s a*erage
price list for supplies and non consultancy ser*ices(
-ource of funding5 Indicate the source of funding for instance 3o*ernment of
Uganda! Forld 2an-! European Union! internally generated
funds for e1ample from re*enue collection centres! institutional
applicatione1amination fees among others(
-election 6ethod5 Indicate the method to be used e(g Buality and Cost 2ased
Selection! Buality 2ased Selection! 6i1ed 2udget Selection etc
7rocurement method + Indicate the procurement method to be used( Determination of
the appropriate method shall be guided by Part I G the 6ourthSchedule of the PPDA Act "##$(
'nvitation date5 Indicate the date when the Entity e1pects to conduct pre
'ualification! call for bids! in*ite e1pressions of interests or
proposals(
losing8#pening date5 Indicate the proposed closing date for submission of pre
'ualification documents! bids! e1pression of interest or
proposals(
-ubmission +valuation 9eport5 Indicate the proposed date for the submission of an
e*aluation report by the E*aluation Committee(
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)pproval by 5 Indicate the dates for Contracts Committee appro*al of bidding
documentShortlistfinal e*aluation reports(
-ubmission0#pening date5 Indicate the proposed date for the submission and opening of
pre'ualificationbidsproposal(
ontract :ype+ Indicate the proposed contract type for instance framewor-
contracts! lump sum contact! admeasurement contracts etc(
ontract )ward date+ Indicate the proposed date for contract award(
ontract signing date+ Indicate the proposed date for contract signing(
ompletion date5 Indicate the proposed date for contract completion(
User Guide for Preparation of the User Department Procurement Plans, Annual Procurement Plans and Disposal