LOCAS Portal User Guide

Select Lines

Tick the checkbox next to each line you want to include. You can select one or multiple lines. The count of selected lines is shown above the table.

Choose Create Tender or Create Contract

Two buttons appear when lines are selected: Create Tender and Create Contract. Click whichever applies — the system pre-fills the new record with the selected plan lines.

Select the Quarter

Choose which quarter this declaration covers. All tender dates must fall within this period.

Add Tender Lines

For each tender, provide: Tender Number, Tender Date, Description, Procurement Method, and Estimated Amount (ZMW). You can optionally add a schedule breakdown (Core Goods, Non-Core Services, etc.) with quantities and values.

Link to Plan Lines (Optional)

Connect each declaration line to items from your approved procurement plan. This creates a complete audit trail from plan → declaration → tender.

Submit for Review

Click "Submit for Review". A Company Administrator must approve before it goes to the Ministry (maker-checker).

Link to Declaration (Optional)

Search for a tender from your declaration. If found, details are pre-filled. If the tender is not in any declaration, the system will automatically create a declaration line when you save.

Tender Information

Enter the reference, procurement method (ICB/NCB/Direct Contracting), description, award date, and total value.

Schedule Items (Line Items)

Add one or more schedule items — e.g., "Core Goods — 500 units at K 2,000 each". For each line, select the schedule type, enter quantity, unit of measure, and value. The system auto-calculates the total contract value from all lines.

Add Bidder Suppliers

Search and add all suppliers who bid on this tender. Each supplier shows a Local or Non-local tag next to their name.

Enter Bid Details

For each bidder, enter their bid amount and quotation reference. The system auto-calculates the 15% Margin of Preference for Core items.

Select Winner

Choose the winning supplier using the radio button. You can also mark the tender as a direct OEM procurement if applicable (lot splitting rules don't apply to OEM purchases under Regulation 4(4)).

Supporting Documents

Upload award letters, evaluation reports, or OEM certificates. Optionally add contract references (PO number, delivery note, GRN, invoice).

Submit

Click "Submit" to save as draft, or "Submit for Review" to send for Company Admin approval. When approved, the tender value flows into your quarterly procurement summary.

Open the Bulk Upload Page

Click Bulk Upload on the Procurement Compliance header. You will see two cards: one to download the template and one to upload your filled file.

Download the Template

Click "Download Template". The Excel file contains pre-filled dropdown lists for Methods, Suppliers, Schedule Items, and Procurement Plan Lines. Columns marked One Required* mean you must fill at least one of Schedule Item or Procurement Plan Line for each row (you do not need both).

Fill in the Template

Enter one tender per row starting from row 3. Use the built-in dropdown lists in each column — do not type free text where a dropdown is provided. Leave a row blank to skip it (blank rows are ignored).

Grouping into one tender: If a procurement spans multiple schedule types (e.g., Core Goods + Services), enter each as a separate row using the same Tender Reference. The system groups rows with matching references into a single tender with multiple line items.

Upload and Review

Select your completed file and click "Upload". The system validates every row before saving anything. If any row has an error, the upload stops and a list of failed rows with reasons is shown — fix the errors and re-upload. When all rows are valid, the tenders are created as Draft and you will see a success summary.

Create Split Award

Go to Procurement Dashboard → Split Award and click "New Split Award". Select "By Item" as the split type.

Enter RFQ Details

Enter the RFQ reference number and description of what is being procured.

Add Line Items

Add the items being procured. For each line: schedule item, quantity, unit of measure, and unit price.

Add Suppliers & Enter Bids

Add the suppliers who quoted. The form shows a matrix of items × suppliers. Enter each supplier's unit price per item. The system highlights the lowest bid per item.

Review Allotting

The system auto-selects the best-evaluated bid per line item (applying the 15% MoP for Core items). Review the proposed allocation — which supplier gets which item.

Submit for Review

Click "Submit for Review". A Company Admin reviews and approves. Once approved, the system generates separate contracts (tenders) for each winning supplier.

Create Split Award

Select "By Quantity" as the split type.

Enter the Item & Total Quantity

Describe what is being procured and the total quantity needed (e.g., 10,000 tonnes of cement).

Allocate to Suppliers

Add the local suppliers and enter how much quantity each one will deliver. The total must equal the original quantity.

Submit for Review & Approval

Admin approves → system generates one contract per supplier with their allocated quantity.

Select the Tender

Go to Procurement Dashboard → Lot Splitting and click "New Lot Split". Choose the tender where the supplier failed to deliver.

Record Failure Details

Enter the failure date and reason (e.g., "Capacity constraints", "Quality issues", "Financial difficulties").

Mark What Was Delivered

Enter the delivery percentage — what portion of the contract the original supplier successfully delivered (e.g., 40%). If nothing was delivered, enter 0%.

Allocate the Remainder

The remaining undelivered portion must be re-allocated following this sequential priority:

1. Other local suppliers first — allocate as much as possible to Zambian-owned or citizen-empowered companies
2. Non-local suppliers only if locals cannot fulfil — this triggers an exception and auto-generates a penalty

For each supplier allocation, enter the supplier, allocated value, and justification.

Submit for Review

Click "Submit for Review". A Company Admin reviews the lot split:

• Approve → lot split is finalised. If non-local allocation exists, an auto-penalty is generated (category: contract subdivision).
• Request Revision → returns to Draft with notes. The reporter can edit and resubmit.

Select the Tender

Go to Procurement Dashboard → Exceptions and click "New Exception". Choose the tender or lot split that requires non-local sourcing.

Choose Exception Type

Select the reason: Local Capacity Insufficient, Technical Requirement, Emergency/Urgent, or Other (provide explanation).

Add Non-Local Supplier Allocations

For each non-local supplier allocation, enter the supplier, item description, quantity, unit price, and a justification explaining why this supplier was chosen.

Document Capacity Assessment

Provide a capacity assessment summary — confirm that you assessed whether local suppliers could meet the requirement. Add a technical justification explaining why they could not.

Log Supplier Contact Records

Record which local suppliers you contacted, when, how (email/phone/meeting), whether they responded, and why they declined or could not deliver. You must have contacted at least 3 local suppliers.

Upload Supporting Documents

Attach any supporting evidence: quotation requests, supplier responses, capacity reports, technical specifications.

Submit for Review

Click "Submit". A Company Admin reviews the exception:

• Approve → exception is finalised and reported to the Ministry
• Request Revision → returns to Draft with a reason. You see the revision reason on the edit page and can make corrections and resubmit.