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MODEL COMMUNITY PROCUREMENT GUIDELINES · PDF fileRMSA TECHNICAL COOPERATION AGENCY MODEL COMMUNITY PROCUREMENT GUIDELINES OCTOBER, 2015 The RMSA Technical Cooperation Agency is funded

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    MODEL COMMUNITY PROCUREMENT GUIDELINES

    Rashtriya Madhyamik Shiksha Abhiyan Technical Cooperation Agencywww.rmsaindia.org

  • RMSA TECHNICAL COOPERATION AGENCY

    MODEL COMMUNITY PROCUREMENT GUIDELINES

    OCTOBER, 2015

    The RMSA Technical Cooperation Agency is funded by the UK Department of International Development (DFID)

  • Model Procurement Guidelines RMSA-TCA

    Report Distribution and Revision Sheet

    Project Name: RMSA Technical Cooperation Agency Report Number: RMSATCA 5.15 Report Number: Draft Model Community Procurement Guidelines

    Note on Documentary Series

    A series of documents has been produced by RMSA Technical Cooperation Agency for the Government of Indias programme to make good quality secondary education available, accessible and affordable to all young persons in the age group of 14-18 years.

    The documentary series is arranged as follows:

    RMSATCA 0 Programme Management Reports and Documents RMSATCA 1 National Achievement Survey (Reports and Documents for Thematic Area 1) RMSATCA 2 Teacher Management and Development (Reports and Documents for Thematic

    Area RMSATCA 3 School Standards, Evaluation and Development (Reports and Documents for

    Thematic Area 3) RMSATCA 4 Data Management and Use (Reports and Documents for Thematic Area 4) RMSATCA 5 Results Focused Planning (Reports and Documents for Thematic Area 5) RMSATCA 6 RMSATCA 7

    Research (Reports and Documents for Thematic Area 6) Communication and Knowledge Management (Reports and Documents for Thematic Area 7)

    Disclaimer

    This document is issued for the party which commissioned it and for specific purposes connected with the above-captioned project only. It should not be relied upon by any other party or used for any other purpose.

    Revision Date Originators Checker Approver 0.1 October 2015 Amit Kaushik Emma Mba Dr. Jayshree

    2 October 2015

  • RMSA-TCA Model Procurement Guidelines

    Table of Contents 1. Part A For State and District Level.................................................................................................. 4

    1.1 Universalising secondary school education....................................................................................... 4

    1.2 School Management and Development Committee (SMDC) ............................................................ 4

    1.3 What is the community? ................................................................................................................... 5

    1.4 Community Participation in Procurement ........................................................................................ 5

    1.5 Capacity building and training ........................................................................................................... 5

    1.6 Amendments to these procedures .................................................................................................... 5

    2. Part B For Communities .................................................................................................................. 7

    2.2 What will be purchased, who will purchase ...................................................................................... 7

    2.3 Defining procurement ....................................................................................................................... 9

    2.4 Types of funds .................................................................................................................................10

    2.5 Functioning of the procurement committee ...................................................................................11

    2.6 Works and supplies .........................................................................................................................11

    2.7 Procurement methods ....................................................................................................................12

    2.8 Tendering process ...........................................................................................................................17

    2.9 Administration and inspection ........................................................................................................19

    2.10 Record keeping and verification ......................................................................................................20

    Annexure 1: Sample Procurement Plan .......................................................................................................22

    Annexure 2: Sample Classroom Specification ..............................................................................................23

    Annexure 3: Sample Tender Document .......................................................................................................24

    Annexure 4: Sample Comparative Statement ..............................................................................................25

    Annexure 5: Sample Contract Agreements ..................................................................................................26

    October 2015 3

  • Model Procurement Guidelines RMSA-TCA

    1. Part A For State and District Level 1.1 Universalising secondary school education Rashtriya Madhyamik Shiksha Abhiyan (RMSA) is a centrally sponsored scheme of the Ministry of Human Resource Development, Government of India, for the development of secondary education in public schools throughout India1. It was launched in 2009. The principal objectives are to enhance quality of secondary education and increase the total enrolment rate. It aims to provide universal education for all children between 14-18 years of age. The funding from the central government is provided through state governments, which establish separate implementing agencies.

    1.2 School Management and Development Committee (SMDC) According to the RMSA Framework2, there shall be a School Management and Development Committee constituted for all secondary and higher secondary schools, which will be responsible for all activities including, planning, collection of data under SEMIS, implementation, monitoring, evaluation and taking corrective/remedial actions on all the components/interventions of the scheme, infrastructural as well as academic and others, at the school level. While the specific composition of this committee may be decided by the states, the suggested composition of SMDC in the Framework is as follows:

    o Principal, Chairman of the Committee o Vice Principal, Member o One teacher related to Social Science, Member o One teacher related to Science, Member o One teacher related to Mathematics, Member o One gentleman from parents, Member o One lady from parents, Member o Two members from Panchayat or Urban Local Body o One member from SC/ ST community o One member from Educationally Backward Minority Community o One member from womens groups o One member from Education Development Committee of each village (to which the school

    concerned caters) o Three experts as members, each from Science, Humanities and Art/ Craft/Culture background to

    be nominated by the District Programme Coordinator through due process o One officer from Education Department to be nominated by the District Education Officer as

    Member o One member from Audit and Accounts Department

    The SMDC is empowered to undertake civil works for the school, including repairs and maintenance for improvement of school facilities, duly following prescribed procedures that include maintaining a transparent system of keeping accounts. Ideally, the local community should be encouraged to contribute to school-related construction works rather than having them executed through out-sourcing. RMSA also suggests that the SMDC should try to mobilise resources under various government developmental schemes, including the Rural Employment Programme, for constructing school buildings and other infrastructural requirements before engaging any other modes of executing civil works. The SMDC should also encourage use of local construction materials and low cost and

    1 Ministry of Human Resource Development, Government of India. Framework for Implementation of Rashtriya Madhyamik Shiksha Abhiyan, New Delhi 2009. 2 Ibid, p 54.

    4 October 2015

  • RMSA-TCA Model Procurement Guidelines

    environment friendly technologies without compromising on the structural soundness and safety of the building.

    Training to SMDC members in certain specific technical aspects such as development of drawings, understanding cost estimates, assessing building material quality, keeping accounts, material procurement etc., will need to be imparted in a simple and effective manner in the local language, through technical and other experts. Exercises to build capacity of committee members should be taken up periodically by the State Implementing Society either directly or through its district offices.

    These guidelines can help to provide some of this basic training to members of the SMDCs in your district.

    1.3 What is the community? The community may be defined as a group of people living together in the same geographical area, sharing common interests, beliefs or goals. In the case of the village for instance, the community would clearly be all those who live in the village and have a common interest or concern for the welfare of the local school. It is important to remember that communities are not always homogenous in nature, and vary from place to place and from time to time.

    1.4 Community Participation in Procurement The RMSA Financial Management and Procurement Manual provides that community participation

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