1.     General Instructions

•  The availability of financial funds is required.
• Preparing purchase plans within the approved budget.

• Adherence to the periods of delivery of purchase requisition forms according to the organized circulars.

   

2.     Instructions for preparing items application forms

• Commitment to using the latest version of the coded items request form.
• Commitment to using the latest versions of the coded complementary forms available on the department’s website.
• Adherence to the necessity to present all requirements of the Special Conditions Booklet (request for proposal) in Arabic.
• The work centers shall hand over the items request forms for the supply to the Storage Affairs Department and submit the items requests for services forms to the Administration of Procurement.
• Fulfill all the data mentioned in the items application form and not leave any statement without completeness.
• Attach an appendix to all technical conditions and specifications so that they are clear and that the description is specified in numbers and dimensions without mentioning (brand - model number - catalog number) in addition, it is not permissible to refer to any specifications that would define a specific resource alone
• Attach a CD containing all the conditions and specifications.
• Clarify the numbers, weights, pack and quantities required for the required items
• In the event of a request for devices or equipment required to be installed and operated, a site readiness must be attached in coordination with the Construction and Maintenance Department. The readiness form shall be approved by the head of the work center and the Director of the Construction Department.
• Items request forms are collected for similar materials and combined into one form.
• Taking into account the sending of requests well in advance of the time they are needed (according to the estimated periods for the implementation of transactions)
• Obtaining the approval of the relevant departments and committees for some items according to what is stated in (the departmental schedule whose approval is required before the offering) before sending the form to the Administration of Procurement.
• In the event that the requesting party wants to supply a number of items from one supplier or items that are complementary to each other, this must be clarified in the items request form in the phrase (not indivisible) with a detailed justification for the reasons attached.
• In the case of supplying accessories for the devices at the requesting party - just mentioning the brand and model number of the device that was supplied and whose accessories are to be supplied.
• In the case of requesting stationery materials - office tools - office furniture - computers and printers, the choice must be from the group purchase guide, and in case the specifications are not available in the guide, the extent of the need for the required specifications must be clarified.
• In the event of a maintenance request:
  •  Attach a copy of the last equipment maintenance contract.
  •  Determine the contract period.
  •  The value and year of purchase.
  •  The current value of the device (or another device with the same specifications)
  • Determine if the maintenance is comprehensive or not comprehensive for spare parts.
  • Determine the number of visits required

  • It must be taken into account that the annual maintenance rate does not exceed 20% of the purchase value of the single device to be maintained.

     

3.     Bids Study and Selection Instructions

•  That the selection and notes by pencil on the comparison sheets and the quotations.
• Attach a detailed explanatory memorandum of the justification for the selection (for each item separately) with an explanation of the name of the selected company.
• In the event of choosing a company that is not the cheapest, the technical justification shall be clear and satisfy the reasons for the selection and the reasons for excluding the cheapest offers, provided that this is in accordance with the conditions and specifications required by the offering
• In the case of the only offer, we shall be informed of the justification for the choice and the extent of the work need.
• The requesting party is not entitled to contact or meet with companies without the approval of the Administration of Procurement and obtaining approval from it, and in the event that an inquiry is requested from the companies during the study of bids, the Administration of Procurement must be provided with the technical matters required to be inquired about without completing any shortcomings in the bid.
• Approval of bids comparison sheets from a number of not less than three members from the work center, with the preparation of a technical report for the award in Arabic and the need to sign all pages of the technical report.
• Return all quotations upon completion of the study.