The Specialist will undertake the following tasks, in accordance with Saint Vincent and the Grenadines’ purchases and tenders procedures the regulations, World Bank Procurement Guidelines, the provisions of project legal documents or any other relevant guidelines provided by the Director of Planning.
1. The Bidding Process_ To ensure that bidding processes are initiated, executed and completed in accordance with the relevant guidelines the Specialist shall undertake tasks which include, but are not limited to_
a. Assist in the preparation of terms of reference(ToR) and technical specifications as necessary
b. Prepare and review bidding documents, Request for Proposals (RFP), Requests for Bids, Expressions of Interest or other documents required to invite bidders and consultants to submit proposals/bids, using standardized Forms as determined by the relevant procurement guidelines and procedures
c. Request no objection to procurement processes and documents, where necessary
d. Advertise specific procurement notices on websites, newspapers and/or other suitable mediums as necessary
e. Initiate and coordinate the procurement process for any procurement method, and provide support in the selection of the short lists consultants and pre-qualification of suppliers or contractors where necessary.
f. Conduct pre-bid meetings and site visits, where necessary, and prepare minutes to be circulated to relevant persons and bidders/consultants
g. Attend and assist with bid opening meetings, preparing minutes to be circulated to the relevant persons and bidders/consultants
h. Undertake and/or assist with the evaluation of bids/proposals
i. Prepare and/or assist with the coordination of evaluation processes and the preparation of evaluation reports to substantiate requests for approval to award contract from the World Bank, Central Supplies Tenders Board or other relevant entity
j. Prepare relevant information to communicate with consultants and bidders regarding procurement processes including bid validities, clarifications, amendments, award of contract, bid & performance securities, unsuccessful bids
k. Prepare contracts for successful bidders/consultants
l. Prepare form 384 forms, or other relevant forms, to register contracts with the World Bank
m. Update project procurement information via the World Bank’s Systematic Tracking of Exchanges in Procurement (STEP) or other relevant medium
2. Monitoring & Reporting and Contract Management_ to ensure timely and effective monitoring and reporting as well as contract management for the project activities, the Specialist shall undertake tasks which include, but are not limited to_
a. Maintain and update a database of qualified suppliers/consultants relevant to the project activities
b. Update and/or assist with updating the project procurement plan
c. Provide assistance to project monitoring for report reviews, assessments, summaries, etc.
d. Provide relevant input to financial management
e. Ensure that goods/works/services are procured in accordance with approved procurement plans, contracts and procurement guidelines
f. Monitor the receipt of the Goods, provisional acceptance of works and consultant’s monthly status reports.
g. Monitor the issuance of final acceptance certificates by the Project in respect to delivery of goods, handing over of works and completion of services.
h. Attend project review meetings with donor agencies and implementing agencies to discuss project status
i. Participate in and contribute to post procurement audits