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). Prepare the draft bidding document (Refer to Step 4)
3 Appointment of Technical Evaluation Committee (TEC): TEC appointing authority is the Vice Chancellor, therefore get the approval for a list of individuals (Request for appointment of TEC & Appointment of TEC members by VC) before starting any procurement activities.
From the approved list appoint a TEC for specific procurement activity. This is referred to as the pre-TEC. 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.
Get the bidding document approved by the TEC (Pre-TEC minutes)
4 Prepare the final bidding document using the standard bidding document based on NPA/SBD/Goods/01 for procurements under shopping, (sample is attached; Bidding document shopping)
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 bid, depending on the complexity of the bid.
6 Open the bids on the stated date and time in the bidding document (same as the deadline for the submission of bids) by the University Bid opening Committee (BOC). This activity has to be done under the supervision of DD procurement.
At bid opening suppliers must sign the attendance, bids will be readout and bid opening record should be signed by 3 officers.
7 Prepare a schedule of bids received including technical specifications and other terms and conditions given by the bidders for evaluation purposes.
8 Submit received bids along with the bid opening records and the schedule of bids for evaluation by the TEC members (same TEC members in step 3) and select the lowest substantially responsive bid.
9 Prepare Technical Evaluation Committee (TEC) report. Get the signatures of the TEC members for their recommendations.
10 If the total value of a procurement is less than Rs. 1,000,000/=, obtain the Regional procurement committee, minor approval (contracts up to Rs. 15,000,000, will go to the Regional procurement committee, major. Edit and use the RPC minutes. Refer to the authority limits.
11 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, please a written request must be given by the coordinator to OTS. Please add this as a comment in the procurement plan.
12 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).
13 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 (Coordinator/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.
14 Fill an AHEAD voucher (should be signed by head/coordinator /dean/director/VC; refer to delegation of authority) and prepare Fixed Asset Register (FAR) for AHEAD.
15 Send the voucher to OTS for payment.
16 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.