Procurement General Information

About Us

Mission

To provide efficient, timely and effective purchasing inventory and disposal services that maximise resources and support the Authority's mandate to provide portable water to the citizenry of Trinidad and Tobago.

Vision

To become the regional leader in implementing industry best practices towards a procure-to-pay process by creating value through strategic planning, efficient operations, technology system integrations and exceptional customer service.

Procurement Process

Stage 1

Procuremnet Planning

  • Annual Planning for prourement activities following budget allocation
  • Market research and analysis

Stage 2

Solicitation

  • RFQ/RFP/ITB
  • Site visits
  • Receipt of Bids

Stage 3

Evaluation and Awarding of Contracts

  • Evaluation of submissions
  • Prepation of Evaluation Reports
  • Standstill Period

Stage 4

Contracts Management to Closeout

  • Contract Execution
  • Contract Management
  • Invoicing
  • Receipting
  • Vendor Relationship Management

Procedures For Vendor Registration

  • The Contractor sends an email to wasasmu@wasa.gov.tt, requesting registration.
  • A Procurement Officer from the Supplier Management Unit will reply, outlining the respective requirements to facilitate the registration with timelines for submission.
  • On submission of the registration documents/supports, the Supplier Management Unit will review same and advise the Contractor accordingly, via email.
  • If all submissions are reviewed by SMU and deemed accurate/complete, a file is created and a number is assigned, with the information being entered on the Supplier Registration Data Base and an acknowledgement correspondence is sent to the contractor.
  • A Registration Acknowledgement correspondence is subsequently forwarded to the contractor, acknowledging that their request is being processed.
  • Site Visits are set up with a team of personnel, which includes individuals from Supplies Management Unit and from the User Department for that particular service.
  • After the site visit is conducted, the file is sent to the Certification Committee for approval and subsequent signatures.
  • After all signatures from the Certification Committee are acquired, it is sent to the Registration Committee for approval and signature.
  • If approved, a Procurement Officer from Supplier Management Unit will input all contractor information on to our Oracle E-Business Suite and assign a vendor number accordingly.
  • If not approved, a letter is sent to the contractor stating non-approval.
  • After the assignment of a vendor number, an approval letter is sent to the contractor indicating all goods/services registered in addition to their vendor number.

Procurement FAQ's

    Any procurement of goods, works or services or retention or disposal of public property that is not done in accordance with this Act and any procurement contract or agreement that is not entered into in accordance with this Act shall be void and illegal.
    Area Offence Section Penalty
    Anti-Competitive Behavior To offer or accept inducements 59 $1M fine and 5 years imprisonment
    Approach officers or others with respect to any matter that is before or is expected to come before the Authority
    To engage in bid rigging 60 $5M fine and 10 years imprisonment
    To influence or attempt to influence any procurement proceedings in order to obtain an unfair advantage in the award of a procurement contract
    Are there any provisions under The Act to address breaches by Suppliers/Contractors? Section 59 of the Act addresses conduct influencing public officers. Specifically, section 59(7) states that “where a procuring entity is satisfied that an inducement was offered, or any corrupt, fraudulent, collusive, coercive or obstructive practice was carried out in relation to a tender or proposal, the procuring entity shall reject or revoke the tender or proposal and report the matter to the Officer for appropriate action”. Further, s59(8) provides that a supplier or contractor whose tender or proposal has been rejected or revoked under s59(7), shall be added to the ineligibility list pursuant to s58, for a period of ten (10) years following the date of rejection or revocation of his tender or proposal. Any persons who contravene section 59 commits an offence and is liable on conviction to a fine of one (1) million dollars and five (5) years’ imprisonment.

If a supplier or contractor declares a relationship directly or indirectly with a public body, will it prevent the supplier or contractor from submitting a bid?

    If a supplier or contractor declares a relationship with a public body, this does not prevent the supplier or contractor from submitting a bid. However, it is important that the supplier or contractor declares the existence of a relationship or conflict to the Accounting Officer and the ‘named’ Procurement Officer in writing at the earliest opportunity so that the appropriate action and mitigation measures can be put in place.

Let’s assume that a company successfully wins a bid for an ongoing project with a government Ministry; the bid is closed, the contract has started, the customer and supplier develop a good working relationship. The supplier therefore invites the members of the customer’s team to the company’s events – Sports Day, ‘Curry Que’, Christmas Party’. Is that an issue which will result in the supplier being flagged as “unethical”, for future bids?

    Suppliers or contractors as well as public bodies must avoid situations where their objectivity can be questioned. The scenario described can give rise to an ‘apparent’ conflict of interest, which is said to exist where a reasonable person may think that a professional’s judgement can be compromised. To maintain confidence in the public procurement process, suppliers or contractors and public bodies should avoid such situations. If such situations do arise, the Guideline for Ethical Conduct for Suppliers or Contractors, (p.g. 12) requires that “A supplier/contractor shall declare and disclose all potential, apparent and/or actual conflict of interest to the accounting officer and the ‘named’ procurement officer of a public body in writing.”