1 Refer to the procurement plan: dates, procurement method, estimated cost, quantities etc
2 Collect specifications from user departments according to the procurement plan (don’t specify the brands and make sure to draft the specifications in accordance with the requirement).
3 Appoint a Technical Evaluation Committee (TEC) from the approved list*. TEC appointing authority is the Vice Chancellor. The TEC should have a minimum of 3 members comprising at least one technical specialist (preferably more), one financial and one administrative officer to the relevant procurement.
*This is referred to as the pre-TEC (take 3 members from the approved technical committee list: Vice chancellors consent is necessary to appoint TEC members, therefore get the approval for a list of individuals before starting procurement activities)
4 Use the Invitation for quotation and quotation submission form under the guidance of DD/Procurement.
(Use these simplified documents for procurements under Rs. 500,000/=). However, this decision will depend on the nature and complexity of the goods to be procured.
5 Call for quotations from the list of registered suppliers of the University (consult DD/procurement if a faculty wants to use SLT Rainbow pages or other suppliers). Try to send to more than 5 suppliers to get the minimum required number of quotations, and to evaluate in accordance with the procurement guidelines, supplement 34. Leave a 2-4 weeks time for the suppliers to quote.
6 Appointment of the bid opening committee. Open the quotations. This activity has to be done under the supervision of DD procurement.
7 Prepare a schedule of quotations received.
8 Compare the quotations and get it evaluated by the TEC members (same TEC members in step 3) and select the lowest responsive bid. Obtain the signatures of the TEC members for the TEC decision. All TEC members must agree to purchase the item identified.
9 If the contract amount is less than Rs. 500,000/=, obtain VC’s approval (refer to authority limits) to purchase the good.
10 Send order forms (order forms will be signed by DD/procurement) to suppliers. Maintain an order book
There should be enough funds in the approved procurement plan for the order. If you plan to transfer funds from a completed procurement plan, a written request must be given by the coordinator to OTS. Please add this as a comment in the procurement plan.
11 Get the goods delivered to the user department. Once the goods are received, check whether the correct products are delivered (specifications should match with the purchase order, fill the compliance report) and whether the good are in acceptable condition. Issue a Goods Received Note (GRN)
12 Obtain the invoice, enter item(s) into the inventory book, indicate the inventory number in the invoice, certify the invoice for payment by the user (Head), recommend for payment by coordinator/Dean). Attach a photocopy of the relevant Fixed Assets Register folio if necessary. Fixed assets coding can be drawn from the procurement plan number in the PAT/PEP.
13 Fill an AHEAD voucher (should be signed by head/coordinator /dean/director/VC) and prepare Fixed Asset Register (FAR) for AHEAD.
14 Send the voucher to OTS for payment
15 Update the board of survey report, PAT/PEP and FAR
Keep the DD procurement informed of all the steps! Keep copies of all documents. Update your PAT/PEP after completion of each procurement.