INTERNAL PRPOCUREMENT AND DISPOSAL COMMITTEE MINUTES
10/11/2021
1.0	Members present during the meeting
1)	Dennis Zingeni				CAENRO/IPDC Chairperon
2)	Ignatious Kameni		           DEYS/Member
3)	Joyce Chindenga	                      Chief Accountant/Member
4)	Chifuniro Katengeza			 PPWO/Member
5)	MacArthur Makata			 DHO ADMIN/Member
6)	Darwin Mngoli				 CAO/Member
7)	Francis Gama				 PO/Secretary

2.0	MEETING AGENDA 
•	Opening prayer
•	Welcome remarks by chairperson
•	Approval of GESD Works
•	Deliberation on price adjustments of Framework agreements and extension of the contracts
•	Commitment letter from Balaka South MP Hon. Ireen Mambala
•	Approval/disproval of various procurements

2.1 OPENING PRAYER
The meeting was called to order at 3:00pm and was opened with a prayer by Mrs. Joyce Chindenga after a quorum was duly constituted.

2.2 WELCOME REMARKS
The IPDC Chairperson welcomed all members present and encouraged them to actively participate in the deliberations.
3.0	GESD WORKS
Balaka District Council received funds from World Bank through     Governance to Enable Service Delivery (GESD) project. These funds were meant to be efficiently utilized for construction of various structures in Balaka District.  The procurement process was initiated and the PDU used the RFQ method in order to identify the right contractors for the various projects. The RFQ method was used because the budgets for all the projects were below the threshold of MK50,000,000.00 as it is in the Public Procurement Act of 2017. A competent team was formulated in order to conduct the rigorous evaluation process. After the evaluation process was done, the IPDC deliberated and approved the following contractors as winners of the various GESD project contracts. The list is as follows:
Table 1.0
NO	BIDDER NAME	LOT	AMOUNT IN MWK	
2a	Mathews Phiri Civil Engineering contractors	1	47, 735,722.35	
1b	Mwaka Civil and Building Contractors	2	33,935,887.56	
1c	Hechi Construction	3	21,505,036.35	
4e	Patson Construction	4	55,860,663.00	
4d	Hechi Construction	5	16,251,564.00	
1f	Moprom Construction	6	15,826,942.95	

The contractors that are in red were passed all the evaluation stages but they were above budget so the IPDC agreed that they should be discussed with the Service Committees. Thus, a way forward will be derived from the service committee meeting.

4.0	PRICE ADJUSTMENTS ON FRAMEWORK AGREEMENTS
•	The Committee deliberated on a letter from Chast Investment where they requested for a price adjustment for goods reference number BDC/IPDC/NCB/20-21/F5006. The council is in a framework agreement with Chast investment where the latter supplies Balaka DHO with food stuffs. Chast investment requested for the price adjustment basing on the escalation of prices of most goods and fuel in addition to the devaluation of Malawi Kwacha, the committee therefore agreed to grant the request for the adjustment of the price by a margin of 14%.
•	Since all the framework agreement contracts are remaining with one month to end, the committee deliberated and agreed that all current framework agreement contracts should be extended in order to give room to the PDU to identify new suppliers. Therefore, the PDU will seek for approval from PPDA.
5.0	COMMITMENT LETTER FROM BALAKA SOUTH MP HON. IREEN MAMBALA
The Council received a commitment letter from Balaka South MP Honourable Ireen Mambala, requesting for extra funds amounting to MK4,750,000.00 to fund the completion of Chisinkha and Mbaza school block projects. After thorough deliberations, the IPDC granted the request since there are extra funds for Balaka South bearing in mind the rising of prices for construction materials.
6.0	APPROVAL OF SUBMISSIONS 
During the meeting, members approved the following submissions from sectors;
Table 2.0
ID	DESCRIPTION OF GOODS/SERVICE	DATE 	SECTOR	AMOUNT Mk	APPROVED SUPPLIERS	
1	Maintenance of motor vehicle Reg: no MG291U	10/11/2021	secretariat	482,000.00	R.Nzunga Garage 	
2	Maintenance of motor vehicle  Reg: MG 424AE	10/11/2021	DHO	1,689,800.00	R.Nzunga Garage 	
3	Procurement of Submersible Pump	10/11/2021	DHO	840,000.00	Shiloh Hardware and General Dealers	
4	Procurement of Autoclave Elements	10/11/2021	DHO	361,150.00	REY Enterprises	
5	Procurement of Halogen Lump	10/11/2021	DHO	79,220.00	World Wide Pharmaceuticals	
6	Maintenance of Motor Vehicle (MG 670AC)	10/11/2021	DHO	2,473,000.00	Kusonde Mechanical Workshop	
7	Provision of insurance services	10/11/2021	DHO	2,927,500.00	BRITAM Insurance	
8	Procurement of Local Materials to Chilanga Mangala Timber Deck Bridges	10/11/2021	CDF	620,000.00	Adam Ayami	

7.0	CLOSING REMARKS
The IPDC Chairperson thanked all members for their participation and contributions in the meeting with a lot of informative comments. 

8.0	CLOSING PRAYER
Finally, the meeting was closed with a prayer by Mr Chifuniro Katengeza.

Name 			Signature 
	
Dennis Zingeni				……………………………
Ignatious Kameni					……………………………
Joyce Chindenga					……………………………
Chifuniro Katengeza				……………………………
MacArthur Makata   					……………………………
Darwin Mngoli   					……………………………
Francis Gama                                                    ..…………………………..