PROCUREMENT SERVICES AGENT (PSA) CAPABILITY STATEMENT
ITTI established its Procurement Services Division in
2002 as a completely separate unit from its supply support
activities. ITTI has consistently represented the interests of
AID and developing country governments and entrepreneurs,
obtaining the best and most appropriate equipment and
commodities at advantageous prices. ITTI’s Procurement
Division logistically supports the purchase and movement of
commodities for our clients, and provides training services in
the same field. When contracted as a PSA, ITTI will not
participate in any stage of the procurement process as a
supplier/ vendor and strictly adhere to client’s guidelines
and applicable FAR/ DAR and AIDAR rules and regulations.
In the last decade ITTI have supplied equipment and
commodities to U.S. government projects in Africa, New
Independently States, the Middle East and Latin America.
The recent expansion of the ITTI Procurement Services
Division has focused on U.S. Government contracts with set
aside component for small businesses.
ITTI'S SYSTEM AS A PROCUREMENT SERVICES AGENT
1. Participating in the Needs Assessment.
ITTI translates the functional needs of the
client into practical well-defined lists of equipment.
2. Development and Review of Specifications.
We have the ability to develop and
refine specifications so that equipment or articles are
described in sufficient detail to ensure delivery of the
desired products. Good specifications will provide for free
and open competition and for the purchase of standard products
rather than custom manufactured items. Provision is made to
ensure, to the extent possible, that procurement of spare
parts into account the availability of local repair services
for mechanical and technical equipment.
3. Procurement Scheduling.
In order to provide commodities and/or
services at the desired time, ITTI develops a schedule for
each procurement contract. We first determine when commodities
are required at a project site and then determine when
procurement must be initiated in order to meet that date. In
developing a realistic, programmatic schedule which meets
project needs, we consider all identifiable time factors in
the procurement sequence, from the preparation of
specifications to inland transportation in a particular
4. Preparation of Bid Documents and Solicitations.
The preparation of bid documents is in fact
a draft agreement with the potential suppliers and it guides
and clarifies the future steps. Some of the important points
to be taken into consideration are:
a. Host country (or donor agency) procurement regulations.
b. Provision for warranty periods, spare parts supply, and
c. Training if specialized equipment is purchased.
d. Manufacturer's guarantee.
e. The source and origin of the equipment.
The Invitation for Bids (IFBs) are advertised as required by
the client. ITTI then distributes the bid documents to
5. Supplier's Assistance.
Between the issuance of the bid documents and the
bid closing date, ITTI answers suppliers' questions in
coordination with the client to guarantee the receipt of more
6. Evaluation of Bids.
Bid evaluation and analysis takes into consideration:
Warranty terms and conditions
Overall reputation and past performance
Host country regulations and requirements
Representation in the final destination/ country.
Spare parts availability
Compliance with USAID rules and regulation
The bid documents, with analysis and recommendations by ITTI,
are submitted to the client for review and approval.
7. Selection of Contractor/Supplier.
With the concurrence of our client, awards
are made to bidder whose bid is more responsive to the
Invitation for Bid, is considered by ITTI to be most
reasonable, and which is commercially and technically correct.
ITTI rejects any bid which is unresponsive to the Invitation
for Bid, and may reject any and all bids which are excessive
As part of the supplier selection process, ITTI's staff
reviews manufacturers' recommended spare parts lists in detail
with the client. We modify the spare parts lists in
anticipation of the particular replacement needs of equipment
to be utilized under the conditions of a given project and
8. Issue Contracts and Purchase
Orders/Monitor Suppliers Performance. Upon
the approval of our client, contracts or purchase orders are
issued to the successful bidders by which they agree to
provide the equipment and material described in the Invitation
for Bid for the amount(s) set forth on their bid forms and, as
the case may be, bid price schedules. If required, Performance
Bonds are secured from manufacturers or suppliers before
contracts or purchase orders are signed.
9. Issuance of Letters of Credit.
All Letters of Credit are issued under client
guidelines, with draw downs fully supported by completed
documentation. Letters of Credit are generally opened for
purchases in excess of $100,000, with a specific expiration
date. Expiration dates on Letters of Credit are extended only
in unusual circumstances, such as supplier strikes or delays
on the part of sub-suppliers. We document non-compliance with
Letters of Credit expiration dates and, when warranted,
request that the bank reissue a new one.
10. Providing the Delivery Services.
A. ITTI will follow-up on
suppliers' delivery of items and shipping schedules and will
record the Delivery Date, and Packing/Shipping Requirements
for each supplier.
A month before each
delivery, our coordinator contacts vendors to assure that
deliveries will be made on time. Based on the delivery dates
of the suppliers, ITTI coordinates with our designated
freight-forwarder and shipping agency to develop a
comprehensive shipping schedule that satisfies the
consolidation requirements and the project needs. ITTI
arranges for sea or air shipment of commodities. The shipping
schedule is made available to the buyer. ITTI staff are highly
knowledgeable about customs regulations and procedures and
will assist in the clearance of goods when needed.
ITTI will arrange for consolidation, inspection, insurance and
shipping to foreign ports. Proper consolidation, scheduling,
timing and packing all combine to save a significant amount of
If required by the client, ITTI
arranges for inspection by an independent third-party
inspection company at the designated collection point prior to
consolidation and shipment, to ensure suppliers compliance
with award standards. This inspection establishes the
condition of the commodities and facilities identification of
the point at which damage or loss occurred.
ITTI's freight-forwarders are selected based on the warehouse
facilities, which have ample capacity and capability to handle
commodities of all types and sizes, with heavy lift
capabilities of up to 100 tons, and the existence of a
thorough computerized commodity tracking system which
generates reports that complement our own internal status
reports. The selected freight forwarder offers warehouses on
the West Coast and in the Gulf of Mexico area, and operates
offices in Central and Eastern Europe (and Balkan countries) ,
Asia and the Middle East, providing us with the capability of
easily servicing countries in the regions.
selected freight forwarder, upon receipt of a ITTI contract or
purchase order, enters into the computer system all quantity,
parts numbers, descriptions, order numbers and vendor names.
When cargo is received in the warehouse, receipt number is
issued and entered in the computer. ITTI's monthly status
report includes this computerized information. The freight
forwarder provides shipping and delivery services including
consolidation/containerization efforts at vendor's
Advise on proper routing and best method of transportation to
port of exit.
Control movement of commodities from manufacturing location to
pier (freight aside ship service).
Arrange export packing and boxing including receiving,
consolidation, interim storage, marking, strapping,
preparation of packing lists and weighing.
Prepare all export documentation including booking ocean and
air carriers, preparation for dock receipts, ocean bill of
lading or airway bill, export declaration, and commercial
Provide document translation when necessary.
Furnish courier, messenger and express mail services when
Obtain Chamber of Commerce certification and consular
legalization of documents when required.
Arrange for insurance.
Our forwarders also supports ITTI in the U.S. to effect
expeditious and continuous control of the movement of
commodities from the manufacturing plants to either the
containerization facilities or to the pier at the port of
embarkation, as specified by our contracts or purchase orders.
They also can provide the following expediting services:
Contact suppliers to coordinate times delivery of commodities,
supplies and equipment.
Instruct vendors on commercial documentation required. Obtain
packing and shipping details. Schedule container spotting.
Report on any problems regarding late or non-delivery of
scheduled cargo. Maintain records on shipments in progress and
Prepare reports on status of delivery. Monitor all cargo
receipts for shipments received at forwarder's facilities.
We usually consolidate commodities at a central warehouse
which allows ITTI to control the inventory, to negotiate a
favorable transportation rate, and to maximize the weight and
cube as a bargaining point with the steamship lines.
Consolidation also permits greater control when shipping
commodities by reducing the possibility of individual items
going astray and dramatically reducing the likelihood of
ITTI uses the services of an internationally recognized
surveyor to assess damages. Insurance claims are then
processed by ITTI's staff to ensure prompt and satisfactory
11. Communications and Monitoring. ITTI,
in addition to the monthly status report presented to the
buyer, remains in constant contact with the client.
FINANCIAL RESOURCES AND STATEMENT OF RESPONSIBILITY
ITTI is committed to applying its own resources, when
necessary, to ensure timely delivery of commodities. ITTI's
accounting department is able to promptly and accurately
account for all contracts. Payments flow through a variety of
channels, including direct payments, wire transfers, Federal
Reserve Letters of Credit, regional disbursing offices, cash
advances and other means. All payments and drawdowns are
accurately documented, certified to, accounted for and
reported to the client as required by agreements.
ITTI is well versed in the application of international
procurement regulations. ITTI can work under a variety of
contractual instruments including: fixed price, cost plus
fixed fee, and cost reimbursable contracts; grants and
ITTI's Procurement Services
Division provides consistent quality services using
established formal procurement procedures developed, tested
and revised over the past 20 years. Working closely with
clients, host government personnel, and project staff, the
Procurement Services Division can train and provides expert
technical assistance through seminars or on-the-job training
on procurement regulations, procedures and problem solving