CIRCULAR ON EMERGENCY MEASURES FOR HANDLING PROCUREMENT ACTIVITIES IN PROCURING AND DISPOSING ENTITIES

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CIRCULAR ON EMERGENCY MEASURES FOR HANDLING PROCUREMENT ACTIVITIES IN PROCURING AND DISPOSING ENTITIES

The President of the Republic of Uganda on March 18th 2020 addressed the nation on the measures that the Government of Uganda has put in place to reduce the potential of spreading of the COVID-19 virus. Following the presidential address and guidance from the Ministry of Health, the Authority hereby guides the Procuring and Disposing Entities (PDEs) on how to handle procurement related processes;

  • Bid submissions: Bids shall be submitted in hard copy or in soft copy.

Where international bidders are not able to submit in hardcopy, they should give unconditional Powers of Attorney to a local representatative to submit their bids.

  • Bid extension: Procuring and Disposing Entities may opt to extend the bid submission deadlines in exceptional circumstances where there is no urgency.
  • Pre- bid meetings and site inspections: All entities should suspend pre-bid meetings. Bidders will be expected to raise any queries resulting from the bidding documents or seek clarifications in writing or by email. Responses to clarifications shall be copied to all potential bidders by email. Where pre-bid meetings involve site inspections, the entities should schedule bidders to visit the sites in smaller groups of not more than 7 bidders at a time.
  • Bid opening: Bids shall be opened in the presence of not more than 7 bidder’s representatives, while observing a distance of 2 metres away from each other. The results of bid opening shall be communicated by respective PDEs to the bidders by email; or any other acceptable electronic means or by phone.
  • Pre-shipment Inspections: There shall be no travel for pre-shipment Inspections. The inspections shall be conducted through video conferencing.
  • Contracts Committee and Evaluation Committee meetings: Procuring and Disposing Entities will conduct these meetings as usual but shall minimize the numbers in attendance to not more than 5 (five). The staff should be positioned in a space of 2 meters away from each other during the meetings, amongst other measures as advised by the Ministry of Health
  • Administrative Reviews: Administrative Review complaints will be made by email on crc@ppda.go.ug. No hearings will be held, but the parties will be expected to make written submissions by email to the Authority or to the PDEs.
  • Registration on the PPDA Register of Providers (ROP): Bidders will be expected to register on line and submit all the requisite documentation to the Authority. The Authority will process the certificates and sends them to the providers by email Bidders will confirm their registration status on www.ppdaproviders.go.ug.
  • Procurement and Disposal Audits: The Authority will conduct procurement audits with limited number of auditors to the PDEs
  • Exit meetings: Exit meetings will continue to be undertaken by the Authority and participation will be limited to three(3) PDE staff, to include the Accounting Officer, Head PDU and a member of the Contracts Committee.
  • Training activities: The Authority has suspended both

demand and supply driven training interventions in the PDEs.

  1. NB. This circular is valid for thirty (30) working days from the date of issuance or as advised by the Authority.