Public procurement portal (goszakup.gov.kz) is the state information system that enables conducting public procurement online.
The portal provides a capability to publish information on the needs of customers in goods, works, services as well as on their consolidation, execution of procurement procedures, supplier selection, conclusion of electronic contracts and execution thereof.
The functionality of the portal includes:
- registration of a process participants;
- public procurement planning;
- execution of electronic public procurements, including exchange with electronic documents between a customer and a potential supplier;
- provision of information on public procurements that are planned or under execution and those that were executed;
- provision and publication of data included into the public procurement registers;
- generation of statistics and reports;
- gathering of information on executed public procurements;
- publication of clarifications and reference information.
The tasks solved by the system:
- It creates equal competitive conditions among suppliers;
- It ensures a quick access to accumulated information;
- It considerably reduces a paper workflow;
- It increases transparency and openness of public procurement process;
- It reduces the number of violations in public procurement process.
- It reduces budget expenses for acquisition of goods, works and services for government needs;
- It ensures a single procedure for generation and publication of state order.
How to work with the portal
To participate in electronic public procurements, one need to have a digital signature, be registered as a user while an organization should be registered as customer, organizer or supplier.
Guidelines on how to register are published in a separate section.
In “Help” section of the portal one can find detailed guidelines, which will help to execute, organize public procurements or participate in them:
Also, in “Help” section, one can familiarize with guidelines on how to organize and execute procurements pursuant to the Rules for execution of procurement of goods, works and services by national managing holdings, national holdings, national companies and organizations, fifty or more percent of the voting shares (stakes in the authorized capital) of which directly or indirectly belong to national managing holding, national holding, national company (as of October 31, 2019, No.1201); Rules for arrangement of meals for students in secondary education organizations, as well as for the purchase of goods related to the provision of nutrition for children brought up and trained in pre-school organizations, educational organizations for orphans and children left without parental care (as of June 08, 2020, No. 235).
To view information on the procurements executed by government agencies, one need to go to announcements, lots sections, while procurements of quasi-public sector are available in a separate subsection.
Information on the results of public procurement/tender processes
The public procurement portal enables generating reports on annual plans of each government agency and its subordinate organizations. To do this, one needs to go to “Annual Plans” report subsection, set parameters (year, customer`s name and BIN) and generate a report either on the portal or download it in Excel format.
Report F.1 on executed public procurements of goods, works and services is generated via this page. A report can be filtered by the following parameters:
- Customer`s BIN
- Report administrator
- Funding source
- Budget types (republican or local)
- Plan item type (procurements that exceed or does not exceed a financial year, procurements against relative economy)
- LSC (code from the Legal Status Classifier)
- CGWS (code from the Catalogue of Goods, Works and Services)
Also, there is a capability available to generate report F.4 indicating information on the volume of procurement from domestic manufacturers, who are included into the database of goods, works and services and supplier thereof integrated with the public procurement portal, provided for by the Commercial Code of the Republic of Kazakhstan. When generating a report, one needs to use the above filters and also indicate a public procurement method.
Capability to monitor and evaluate existing government procurement contracts
Monitoring of purchase prices of goods by procurement method or by reporting administrators is carried out in a special section.
Also, using separate forms you can create analytical reports on monitoring of purchase prices and prices by entities.
Information on future procurements
In “Register of public procurement plans” section, one can familiarize with the list of current planned public procurements with capability to filter them using the following parameters:
- Name of plan item
- Customer`s name/BIN
- Procurement method
- Procurement term
- Financial year
- Place of delivery
- Procurement scope
- Entity characteristic
Also, there is a capability available to view statistics on approved plan items.
Statistics information can be viewed for each register:
In “Registers” section there is a Register of qualified suppliers, which is the list of suppliers who have a capability to participate in procurements using “Pre-Qualification Tender” method.
In FLC section, one can familiarize with the conditions limiting participation of potential suppliers in procurement using "Pre-Qualification Tender" method, check financial stability of potential supplier, and also inspections performed during procurement using "Procurement from single source by direct conclusion of contracts" method.
An electronic database containing information and documents confirming the experience of potential suppliers, which is formed on public procurement portal, is located in the "Registers" section - Electronic Depository.
Public procurement by the way of competition
Potential suppliers selected by the results of consideration of applications for participation in the tender, who correspond to the qualification requirements and tender documentation requirements, participate in public procurements through tender.
Tender documentation is prepared by an organizer of public procurements in Kazakh and Russian based on an electronic form of tender documentation stipulated by the rules for execution of public procurements, considering the requirements of the legislation of the Republic of Kazakhstan on state secrets.
A mandatory requirement for the approval of tender documentation is preliminary discussion of draft tender documentation by potential suppliers.
The final date for submission of applications for participation in tender by potential suppliers should be at least fifteen calendar days from the date of publishing a minutes of the preliminary discussion of draft tender documentation, as well as text of tender documentation.
An application for participation in a tender is a form to express potential supplier`s consent with the requirements and conditions established by a tender documentation as well as consent of a potential supplier to request information about him/her that certifies compliance with the qualification requirements and restrictions established by Article 6 of the Law "On Public Procurement" (hereinafter: Law).
Security of application for participation in tender is made by a potential supplier as a guarantee that, if determined as a winner of a tender, he/she will conclude a public procurement contract and make a security for the execution of public procurement contract as well as the amount pursuant to Article 26 of the Law (if any).
A potential supplier has a right to select one of the following types of application security for participation in tender:
1) money in a potential supplier`s electronic wallet;
2) bank guarantee provided in the form of electronic document.
Report on the results of public procurement through tender is automatically generated and published by public procurement portal with simultaneous notification by e-mail of all members of tender commission and all potential suppliers who have applied for participation in a tender.
Public procurement through tender with application of two-stage procedure is carried out based on the list of goods, works, services approved by an authorized body, in cases when:
1) it is difficult to formulate detailed specifications of goods, works, services and determine their technical and other characteristics, and (or) it is necessary to request proposals from potential suppliers or negotiate with them on the issues that have arisen;
2) it is necessary to conduct researches, experiments, investigations or elaborations;
3) innovation and hi-tech goods, works and services are acquired.
A potential supplier does not make a security for an application for participation in a tender if he/she participates in the first stage of public procurement through tender using two-stage procedures.
The procedure of public procurement execution through tender using two-stage procedures is determined by the rules for execution of public procurement.
Public procurement through tender with pre-qualification is carried out according to the list of goods, works, services approved by an authorized body.
Public procurement through tender with pre-qualification is carried out in the following sequence:
1) at the first stage, a qualifying body forms a list of qualified potential suppliers;
2) at the second stage, a customer carries out public procurement through tender among potential suppliers included in the list of qualified potential suppliers.
Requirements for execution of public procurement through tender with application of pre-qualification, tender documentation, preliminary discussion, notice of public procurement, application for participation in the tender, its consideration, provision of dumping price, report on the results of public procurement, taking into account the specifics established of this article are determined by Articles 20, 21, 22, 23, 24, 26, 27 and 28 of the Law.
The procedure for execution of public procurement through tender with pre-qualification is determined by the rules for execution of public procurements
Public procurement by the way of auction
Public procurement through auction is carried out online on public procurement portal and execution of public procurement is ensured by a single operator in the field of public procurement.
The subject of an auction is a good.
Auction are held on public procurement portal on the day and time specified in statements on admission to participate in an auction.
Potential suppliers acknowledged as auction participants participate in an auction.
An auction is conducted by decreasing a current price offer starting from the lowest starting price of an auction participant for purchase of goods that are the subject of an auction.
When holding an auction, the auction participants submit bids for the price of the goods that are the subject of the auction, which provide for a decrease in the current minimum bid for the price by an amount within the auction step.
An auction participant shall not be entitled to submit a bid for the price of the goods that are the subject of the auction being held lower than the current minimum bid for the price of the goods that are the subject of the auction, if such a bid for the price of the goods that are the subject of the auction is submitted by the same auction participant.
The time for receiving bids from auction participants on the price of goods that are the subject of an auction is 30 minutes from the beginning of the auction, and also 10 minutes after the receipt of a last bid for the price of the goods that are the subject of the auction. If within the specified time no offers for a lower price of the goods that are the subject of the auction have been received, the auction ends.
The public procurement portal automatically determines an auction winner based on the lowest price.
If, within 30 minutes after the start of an auction, none of the auction participants has submitted a proposal for the price of the goods that are the subject of the auction, a winner of an auction is a potential supplier whose starting price is the lowest.
Public procurement by the way of request for quotation
Public procurement through request of quotations is carried out for homogeneous goods, works, services, if annual volumes of such homogeneous goods, works, services in value terms do not exceed four thousand times the size of the monthly calculation index established for a corresponding financial year by the law on the republican budget, however determining condition is a price.
A potential supplier has the right to submit only one quotation containing information provided for by the rules for public procurement and no changes and (or) additions can be made to such a quotation.
Provision by a potential supplier of a quotation is a form to express his/her consent to supply goods, perform works, provide services in compliance with the conditions provided for in a draft public procurement contract.
After the expiry of deadline to submit quotations, public procurement portal automatically compares quotations and summarizes the results of public procurement through request for quotations.
A potential supplier who has offered the lowest price offer is recognized as a winner.
The results of public procurement through request of quotations are automatically posted on the public procurement portal after being summarized.
Public procurement from a single source, through commodity exchanges
Public procurement through single source is carried out in the cases provided for by paragraphs 2 and 3 of Article 39 of the Law "On Public Procurement" (hereinafter: Law).
When carrying out public procurement through single source by directly concluding a public procurement contract, a customer determines a supplier and concludes a public procurement contract with him/her through the public procurement portal.
Public procurement through single source by directly concluding a public procurement contract is carried out in compliance with the public procurement principle provided for in subparagraph 1) of Article 4 of the Law.
Public procurement of goods via commodity exchanges is carried out pursuant to the legislation of the Republic of Kazakhstan on commodity exchanges according to the list of exchange commodities in the double mutual auction mode.
If annual volumes of public procurement of goods included in the list of exchange commodities does not exceed the minimum batch size provided for in the list of exchange commodities, a customer has the right to select another method of public procurement of goods.
Conclusion of public procurement contract
Drafts of public procurement contracts are drawn up in accordance with standard contracts for public procurement of goods, public procurement of works and public procurement of services, approved by an authorized body.
An authorized body may approve standard public procurement contracts for certain types of goods, works and services.
A customer provides a winner with a draft public procurement contract certified by a digital signature via the public procurement portal.
A draft public procurement contract should be certified by a winner of public procurement through tender, auction, request for quotations by means of digital signature within three working days from the date of notification receipt on public procurement portal with enclosure of a draft public procurement contract.
Within ten working days from the date of public procurement contract conclusion, a provider shall provide security for the execution of public procurement contract along with the amount in accordance with Article 26 of the Law (if any).
The amount of security for execution of a public procurement contract is established by an organizer of public procurement in the amount of three percent from the total amount of public procurement contract.
A supplier has the right to choose one of the following types of security for execution of a public procurement contract:
-guaranteed cash contribution, which is paid to a customer's bank account or to an account provided for by the budgetary legislation of the Republic of Kazakhstan for customers that are government agencies and state institutions;
- bank guarantee provided in the form of an electronic document.
-a supplier's civil liability insurance contract, concluded in accordance with a standard insurance contract for the purpose of ensuring execution of a public procurement contract, approved by an authorized body in agreement with an authorized body for regulation, control and supervision of financial market and financial organizations.
A public procurement contract shall have a provision on a forfeit (fine, penalty) for non-performance or improper performance of obligations under a public procurement contract. The forfeit amount is determined in accordance with the civil legislation of the Republic of Kazakhstan.
A public procurement contract should contain a clause on its termination at any stage.
A public procurement contract is considered fulfilled provided that a customer and supplier fully fulfill their obligations under the specified contract.
Documents on the execution of a public procurement contract (act of acceptance and transfer of goods, act of work performed, services rendered, invoice) are issued in electronic form.