Frequently asked questions

Procurement planning is the process of deciding what to buy, when and from what source and it must start with a needs-based analysis-which a process of sincerely identifying need (not wants) and choosing them according to priority.

All procuring entities (PEs) in Bayelsa State including Local Government Councils. All entities which derive and manage funds from the state Government for any type of procurement.

All procurement of goods, works and services executed from public funds.

The procurement plan template can be filled using the soft copy which allows for update subsequently with a box by box understanding of the information required or by seeking clarification from the E&C Department of Due Process Bureau (DBP).

Procurement planning covers all the stages of a procurement cycle. It requires details of the procurement steps/ schedule of activities and expenditure outlays for each of the project, plus procurement/contract awards, advertisement, diligent execution of same and the hand over and execution of a sustainability plan on such procurements.

A package number is the number given to similar or related procurement items aggregated into a category of procurement.

The type, nature and monetary value of the Procurement are factors that will help determine the procurement method to be adopted.

This is basically the estimate cost of the proposed procurement; Project/Service or Disposed Unit.

The nature and monetary value of the contract will determine the applicability of post review or prior review. All procurements up to fifty million naira including less than this amount are subject to post review, while any procurement which monetary value exceeds fifty million naira is subject to prior review

The deadline for submission is………. of every year as fixed by Bayelsa State Council on Public Procurement.

It depends on the PEs definition of Overhead. All procurement or expenditures should be captured in the relevant template (goods, works, and services). Except procurement involving state security and other exemptions allowed or anticipated by the Public Procurement law (PPL) such as salaries, allowances, pensions and strictly related matters.

A Procurement above 50 million Naira, the approved threshold for procurement.

Not less than six weeks (42 days) from the date of publishing the advertisement in at least 2 newspapers.

Yes, disposal of public assets must be planned for and such disposal plan with written justification attached with necessary document (e.g., property valuation report) must be sent to Bayelsa State Due Process Bureau at the beginning of the year for treatment and possible approval.

Procurement planning covers all the stages of a procurement cycle. It requires details of the procurement steps/ schedule of activities and expenditure outlays for each of the project, plus procurement/contract awards, advertisement, diligent execution of same and the hand over and execution of a sustainability plan on such procurements.

Yes, every procuring entity is statutorily required at the beginning of the year to submit and agree their procurement plan with the Bureau as a pre-condition to the implementation of its projects and programmes and subsequently in course of the year update the procurement plans as frequently as procurements are made

The procurement plan is a triplicate document, consist of three templates which are templates for goods, works and services and to be used as appropriate.

This requires a procurement item to be sufficiently described with adequate details to capture its type, nature and likely purpose.

A Lot number is sub-number or sub-division within a package.

The preferred procurement method is open competitive bidding. However, there are instances when open competitive bidding may not be appropriate thereby allowing for other Procurement methods e.g. when the procurement is very negligible or where the procurement is highly specialised.

The estimated amount is the amount that has been proposed as the cost while the contract amount and final cost are the actual amount for the procurement. They may be the same or different, however most times they are different.

No. procurement plan should be developed immediately after budget preparation. Because it is the information from the budget that would be used to develop the plan.

Yes. The procurement plan template is a life working document as such can be updated and signed off as frequently as necessary with the Bureau.

Yes, all procurements involving state funds must be captured unless it falls within the usually allowed exemptions such as security, salaries, allowances, pensions and strictly related matters.

Not less than 30 days from the date of the contract award.

Yes. Justification could be supported by the nature or monetary value, PPL or relevant regulations or upon approval from the Bureau.