Procurement Manual Structure Template

1.0 OVERVIEW

1.2 Purpose of this Manual 1.3 Distribution of the Manual 1.4 Procedure for Review and Update

2.0 PRINCIPLES OF PROCUREMENT

2.1 Best Value for Money 2.2 Fairness, Integrity and Transparency 2.3 Effective Competition 2.4 Separation of duties to attain checks and balances 2.5 Environmental Consideration 2.6 Importance of Competition 2.7 Exemptions to Competition

3.0 PROCUREMENT PLANNING

3.1 Procurement Delegated Authority3.2 Conflict of interest 3.3 Procurement Ethics / code of conduct

4.0 PROCUREMENT OVERVIEW

4.1 Definition of Procurement 4.2 The Procurement Processes [best done as flow charts / diagrams for each one, for example:]

Sourcing suppliers for approved supplier list Review of approved suppliers list Purchasing: Public advertising method Purchasing: Invitation to bid / for proposals method Purchasing: Request for quotes Purchasing: Direct purchasing Purchasing: Local shopping Receipt and reconciliation of supplier statements

4.3 Thresholds and applicability of processes

5.0 PROCUREMENT PROCESS DETAILS [notes on steps outlined in 2.2, with ref to standard forms in appendix]

5.1 Supplier approval and appraisal5.2 Budget review5.3 Goods specification5.4 Purchase requisition 5.5 Selecting Qualified Vendors 5.6 Invitation to bid / Request for quotes (see section 4)5.7 Receiving and evaluating bids / quotes (see section 5) 5.8 Quotations comparison statement5.9 Non-Competitive Vendor Selection 5.10 Vendor Justification Form 5.11 Negotiation 5.12 Purchase Order 5.13 Goods receipt5.14 Supplier invoice 5.15 Payment authorisation5.16 Fixed asset register

6.0 INVITATION FOR BIDS / PROPOSALS

6.1 Letter of Invitation 6.2 Instructions to Offerors 6.5 Currencies and Payments 6.3 Submission of offers6.4 Receipt of offers6.9 Offerors’ Queries 6.4 Modification to Bids / Proposals

7.0 EVALUATION OF OFFERS

7.1 Purpose of Evaluation 7.2 Evaluation of Quotations 7.3 Opening of Bids or Proposals 7.4 Evaluation of Bids 7.5 Evaluation of Proposals

8.0 PROCUREMENT COMMITTEE

8.1 Purpose 8.2 Roles and Responsibilities 8.3 Terms of Reference 8.4 Composition 8.5 Submission / Inputs to the PC 8.6 Frequency of PC Meetings 8.7 Documentation

9.0 CONTRACT MANAGEMENT

9.1 Description 9.2 Payment and Taxes9.3 Breach and Termination of Contract

10.0 EQUIPMENT MAINTENANCE AND SERVICE AGREEMENTS

10.1 New Equipment 10.2 Developing Service/Maintenance Agreements

11.0 SHIPPING AND INSURANCE

11.1 Cost of Transportation 11.2 Modes of Transportation 11.4 Procedures of Shipping and Insurance11.5 Roles and Responsibilities of Forwarding Agents

12.0 ASSET MANAGEMENT

12.1 Asset Acquisition

13.0 PROCUREMENT RECORDS

13.1 Policies for Procurement Records

APPENDICES

(Adapted from a structure kindly provided by John Etidau (jetidau@gmail.com)