5.1 Identification of Needs
Before initiating any procurement process, the relevant department or program team must clearly identify the goods, services, or works required. The needs assessment will include specifications, quantities, quality standards, and delivery timelines. A procurement request will be submitted to the Finance and Procurement departments.
5.2 Preparation of Procurement Documents
Once a need is identified, the Procurement team will prepare the necessary procurement documents, which may include:
Request for Quotation (RFQ)
Request for Proposal (RFP)
Invitation to Tender (ITT)
Contract Terms and Conditions
5.3 Supplier Selection and Evaluation
Suppliers will be selected based on a transparent and fair evaluation process. For competitive procurement methods, the evaluation will be based on predetermined criteria such as price, quality, delivery time, and the supplier’s reputation. Evaluation results will be documented and reviewed by the Procurement Committee.
5.4 Purchase Orders and Contracts
Once a supplier is selected, a formal purchase order (PO) or contract will be issued. The purchase order or contract will outline the terms and conditions, including price, delivery schedule, warranties, and payment terms. No goods or services should be provided without a signed agreement.
5.5 Delivery and Inspection
Upon delivery of goods or completion of services, the receiving department will inspect the items to ensure they meet the agreed specifications and quality standards. Any discrepancies will be reported to the Procurement Department for resolution.
5.6 Payment Process
Following the receipt and acceptance of goods or services, the Finance Department will process payment according to the terms outlined in the contract or purchase order. Payments will only be made once the relevant documentation, such as an invoice and delivery receipt, is provided.
