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awards_and_contracts.md: update purchase orders example #1720

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9 changes: 4 additions & 5 deletions docs/examples/purchase_orders/contracts_pos.csv
Original file line number Diff line number Diff line change
@@ -1,6 +1,5 @@
contracts/0/id,contracts/0/awardID,contracts/0/value/amount,contracts/0/title
DFT-2019-C78967,DFT-2019-78967-A78678,1200000,Provision of PMO function
DFT-2019-C78967-PO001,DFT-2019-78967-A78678,300000,Purchase order: Q1
DFT-2019-C78967-PO002,DFT-2019-78967-A78678,300000,Purchase order: Q2
DFT-2019-C78967-PO003,DFT-2019-78967-A78678,300000,Purchase order: Q3
DFT-2019-C78967-PO004,DFT-2019-78967-A78678,300000,Purchase order: Q4
LP-12006-23-231421,LP-12006-23-231421-426631,3150000000,Asuncion office cleaning services
LP-12006-23-23142-1,LP-12006-23-231421-426631,20500000,DGFT building cleaning
LP-12006-23-231421-2,LP-12006-23-231421-426631,20500000,DGGC building cleaning
LP-12006-23-231421-3,LP-12006-23-231421-426631,20000000,SET building cleaning
2 changes: 1 addition & 1 deletion docs/examples/purchase_orders/parent_contract.csv
Original file line number Diff line number Diff line change
@@ -1,2 +1,2 @@
contracts/0/id,contracts/0/awardID,contracts/0/value/amount,contracts/0/title
DFT-2019-C78967,DFT-2019-78967-A78678,1200000,Provision of PMO function
LP-12006-23-231421,LP-12006-23-231421-426631,3150000000,Asuncion office cleaning services
15 changes: 9 additions & 6 deletions docs/guidance/map/awards_contracts.md
Original file line number Diff line number Diff line change
Expand Up @@ -145,36 +145,39 @@ There are no identifiers for the individual supplier/value pairings on the origi

[View the example in Paraguay's API](https://contrataciones.gov.py/datos/api/v3/doc/ocds/record/ocds-03ad3f-340885-1)
```

## Purchase orders

A purchase order is a specific type of contract, an official document issued by a buyer committing to pay a supplier for the supply of specific goods, services or works to be delivered in the future.

Purchase orders can be issued against an existing contract, or if no prior contract exists then acceptance of a purchase order by a supplier forms a contract between buyer and supplier.

Purchase orders can be made against contracts with indefinite quantities or maximum only values. In these cases the initial contract and resulting purchase orders ought to be modelled as [a closed framework agreement with no second-stage competition](https://standard.open-contracting.org/staging/1.2-dev/en/guidance/map/framework_agreements/).

Purchase orders that are made against contracts with a definite quantity or value of items ought to not be disclosed in the `contracts` section of OCDS, due to the risk of double counting items on the purchase order and the contract it relates to.

### Example: Double counting contracts and purchase orders

The UK's Department for Transport awards a £1.2m, 12-month contract to KPMG to provide the Project Management Office function for a project to construct a new highway bypass. The contract specifies that payment will be made quarterly in arrears in four equal amounts. The contract is represented in the `contracts` section of OCDS as follows:
Paraguay's Dirección Nacional de Ingresos Tributarios awards a contract worth 3,150 million Gs to Carlos Ruben Oviedo Centurion for cleaning services in administrative buildings in Asunción. The contract is represented in the `contracts` section of OCDS as follows:

```{csv-table-no-translate}
:header-rows: 1
:file: ../../examples/purchase_orders/parent_contract.csv
```

Calculating the sum of the contract value in the above example gives the correct result of £1.2m.
Calculating the sum of the contract value in the above example gives the correct result of Gs 3,150 million.

The Department for Transport issues a purchase order on the final day of each quarter of the contract term, each for £300k.
During the first month of the contract Dirección Nacional de Ingresos Tributarios issues 3 purchase orders for cleaning in 3 different buildings.

If purchase orders were also disclosed in the `contracts` section of OCDS, by the end of the contract term, the `contracts` section of OCDS would be populated as follows:
If purchase orders were also disclosed in the `contracts` section of OCDS, the `contracts` section of OCDS would now be populated as follows:

```{csv-table-no-translate}
:header-rows: 1
:file: ../../examples/purchase_orders/contracts_pos.csv
```

Calculating the sum of the contract value in the above example gives an incorrect result of £2.4m - double the actual value of the contract.
Calculating the sum of the contract value in the above example gives an incorrect result of Gs 3,211 million.

```{note}
The approach for modelling purchase orders in OCDS is under discussion ([GitHub issue](https://github.com/open-contracting/standard/issues/897))
The approach for modelling purchase orders in OCDS has not been standardized. Implementers are encouraged to describe their use of purchase orders in this ([GitHub issue](https://github.com/open-contracting/standard/issues/897)) to help develop a standardized approach.
```
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