Special Units under the PSRS

The unit develops, implements and reviews communication strategies to market and communicate the PSRS’s policies, programmes, projects and other activities to the public. It also receives feedback reports from the public for the attention of management of the Secretariat.

Additionally, the Unit reports to the Information Services Department and the Ministry of Information on activities of the PSRS for onward publication via its online news portal. 

 

The Client Services unit is set up to receive complaints and addresses them and also provides information on the nature of the operations of PSRS. It facilitates standardization of the services delivered by the PSRS and communicates to the public on the exact services of the PSRS. It also deals with complaints from the public regarding services of the PSRS and ensures that genuine problems are addressed adequately in a transparent, timely and cost effective manner.

 

The unit performs the following functions:

• Receiving instructions from entity head and commence development of the Annual Procurement Plan in accordance with the instructions issued by the Public Procurement Board and the Ministry of Finance.
• Ensuring that proposed procurement is within the approved procurement plan, and that budgeted funds are available prior to commencement of procurement proceedings.
• Ensuring that funds are properly committed prior to issue of any contract or Purchase Order.
• Co-coordinating the preparation of specifications, terms of reference, bills of quantities, drawings, short-lists or advertisements, and prequalification, tender or request for quotation documents. Where so required by the Tender Committee, submission of documentation for review and approval by the Tender Committee prior to issue.
• Arranging the publication of advertisements and notices of contract award.
• Co-coordinating the process of opening of tenders and quotations and ensuring the preparation of formal records of tender or quotation opening in accordance with Section 56 of the Act.
• Participating in evaluation activities of the Tender Evaluation Panel where necessary and assisting in preparation of formal Evaluation Reports.
• Preparing submissions for approval of award by the appropriate authority in accordance with the threshold values established in Schedule 3 of the Act.
• Maintaining and updating the database of suppliers, contractors and consultants.
• Participating in negotiations with consultants where necessary or other tenderers where expressly permitted in the Act or Regulations.
• Preparing notification of awards and contracts.
• Arranging publication of notices of contract awards.
• Preparing contract documents and Purchase Orders, in line with the award decision.
• Preparing and issuing tender rejection and tenderer debriefing letters.
• Preparing contract variations and modifications.
• Assisting with the inspection and acceptance of goods, works and services.
• Maintaining procurement records in accordance with Section 28 of the Act and the Regulations.