The Office of Procurement Regulation

Procurement Depository



Suppliers/Contractors, if you are a new user to the Procurement Depository, click on the “Begin Registration” button to start the registration process on the Procurement Depository.


Existing users of the Procurement Depository can access the Procurement Depository by clicking on the “Login” button.


Public Body Resources

              Procurement Depository User Guide – Public Body (pdf)

              Procurement Depository User Guide – Public Body – Disposals (pdf)

              Procurement Depository User Guide – Public Body – Tenders and Contracts (pdf)

              Procurement Depository User Guide – Public Body – Reporting on Contract Progress (pdf)

              UNSPSC Segment Summary (pdf)

              Public Body Letter Template – New User Request (docx)

               Public Body Letter Template – Change Request (docx)

              Public Body Letter Template – Additional User (docx)


Supplier Resources

              Guide on Document Attachments (pdf)

                UNSPSC Segment Summary (pdf)

              Procurement Depository User Guide (pdf)


Policies

              Data Privacy Policy – Version 1.0 (pdf)

                Terms of Use – Version 1.0 (pdf)


Useful Links


Video Gallery


Webinar 1 - Code of Conduct and UNSPSC


Webinar 2 - Supplier Registration & Pre-qualification


Procurement Depository Sensitisation Sessions for Public Bodies


Pre-qualification Process


FAQs

 Can a company change its line of business as it expands? What would be the process of doing so?
   Yes, suppliers or contractors can change the lines of business for which they have registered on the Procurement Depository. For instance, subsequent to becoming pre-qualified for a line of business suppliers or contractors can increase or decrease the value category for which they have been pre-qualified, remove services which they no longer offer and add new services which they can provide.
However, to be pre-qualified for additional lines of business or a change the value category for which they have been pre-qualified, suppliers or contractors will be required to submit an application through the Procurement Depository and an assessment will be undertaken.
 Will you be customising the code listing to take into account industry differences?
   The UNSPSC system is established by the United Nations Development Programme (UNDP). As a customer, the Office of Procurement Regulation (OPR) will be able to submit codes to be incorporated into the overall coding system. Therefore, if a line of business is not available, the OPR can suggest additions to the list of codes. In addition, the UNDP reviews and updates the codes periodically.
 Would we need to have the UNSPSC Excel file to be able to click down from “Segment” to “Commodity”? From what I’m seeing on the website, we would have to search by title; and the code, to find the actual commodity.
   Suppliers or contractors do not need to have the UNSPSC Excel file to be able to navigate from “Segment” to “Commodity”. A search functionality will be available within the Procurement Depository to assist suppliers or contractors with identifying the appropriate code. However, if a supplier or contractor wishes to access the Excel file it is available from the UNDP for purchase.
 Once you have paid for the Excel file, is this a one-time payment and will it be updated when there are updates?
   The Excel version of the UNSPSC codeset can be purchased and downloaded via the following link: UNSPSC > Codeset-Downloads. This purchase only allows access to the current version of the codeset and every new version that is released must be purchased. There is also a “membership option” which is accessible via the following link: UNSPSC > Membership, this option allows access to current and previous versions of the codeset for a higher fee.
 Is it recommended that a company must only choose services according to their nature of business or can suppliers or contractors include other services?
    Within the Procurement Depository suppliers or contractors are expected to specify the goods and/or services that they wish to be pre-qualified for and are capable of providing. In terms of pre-qualification, the supplier or contractor must satisfy the due diligence requirements specified in section 29 (1) of the Act which have been incorporated into the Procurement Depository.
 This is a further follow-up question. This appears similar to the “Harmonised System” used to classify international trade in commodities and services. Currently the Central Statistical Office handles collating and reporting of this data to the United Nations. Has the OPR coordinated with the Central Statistical Office (CSO) on these codes?
   The OPR did not collaborate with the Central Statistical Office (CSO) in its decision to implement the UNSPSC system. The Ministry of Finance is in the process of implementing an Integrated Financial Management Information System (IFMIS) in which the UNSPSC code system is being used. All public bodies will be utilising this system.
 If you previously registered as a UN service provider how does it affect your registration locally, if at all?
    All suppliers or contractors who wish to do business with any public body in Trinidad and Tobago must be pre-qualified. To become pre-qualified, suppliers or contractors must register on the Procurement Depository and provide the information required to establish their capability to provide the particular good or service (Line of Business) for which the registration is submitted. Registration on any other system does not exempt a supplier or contractor from this registration process.
 Can the OPR advise on how a procuring entity can ensure business continuity and avoid breaches of the Act in emergency situations where critical suppliers are unable to complete the registration process with the OPR/ no contractors for the particular good is found in the depository?
    Implementation of proper procurement planning will aid in ensuring business continuity and help mitigate any breaches of the Act and Regulations. The General Guidelines – Procurement Portfolio Management, (pgs. 11 -15) provides information on the various strategies a public body can implement to ensure business operations and procurement activities are completed in a compliant and timely manner, whilst achieving value for money.

The Act and Regulations provide for business continuity and instances of emergency as follows: The selection of suppliers or contractors in cases of an “Emergency”, must be guided by Section 12(2) (f) of the Procurement Methods and Procedures Regulations, 2021 which provides that “Single source selection may be appropriate … in the cases of emergency.”

Furthermore, all selected suppliers with an intent to provide goods, works and services to public bodies are required to be registered on the OPR’s Depository. Regulation 8 of the Public Procurement and Disposal of Public Property (Pre-qualification and Pre-selection) Regulations, 2021 – states that a procuring entity shall only invite suppliers or contractors who are pre-qualified in the Procurement Depository to participate in procurement proceedings.

Section 35 (4) of the Act provides that the standstill period shall not apply to awards of procurement contracts where a procuring entity determines that urgent public interest considerations require the procurement to proceed without a standstill period.

Moreover, pursuant to Section 58A of the Act, “subject to Regulations made under section 63, the procurement of goods, services and works up to one million dollars are exempt from the procurement requirements under this Act.”

With respect to medical emergency procurement, section 7 on the Act (as amended by Acts No. 27 of 2020 and No. 13 of 2023) provides, inter alia, as follows:

“7. (6) This Act shall not apply to the following services provided to public bodies or State-controlled enterprises – …

(d) medical emergency or other scheduled medical services; …”

It is further noted at section 7 (8) of the Act that, “[t]he Minister shall submit to the Office annual guidelines which outline the circumstances under which exempted services in subsection (6) may be procured.”

The OPR is currently awaiting the submission of such Guidelines which will serve to guide procuring entities on medical emergency procurement.


Support

Contact Us With Your Questions or Request Assistance

Emailsupport@opr.org.tt

Call: 226-4OPR (4677) or 627-4OPR (4677)