Instructions No. (2) for the year 1994

Instructions for preparing the departments supplies

requirements lists and organizing the purchasing requests related thereto

Pursuant to the authorities vested upon me according to article (5) of Supplies Act No. (32) for the year 1993, and since the accomplishment of any function depends on the determination and preparation thereof in a form of plans and programs, and whereas the supplies purchasing process requires sufficient time for announcement, conducting of external correspondences, manufacturing and delivering and according to the provisions of article (10) of the same Act which prevent fragmentation of similar supplies into several bargains, and in order to provide the departments requirements of supplies, thus each department is required to conduct the followings :-

Article (1):    Preparing lists with its supplies requirements for every year in the preceding year, whether it was in kind supplies or services in a form of contracts, and interpreting such requirements to monetary amounts estimated for each type of supplies, and including them in its budget draft for that year.

Article (2):    Updating these lists following the issuance of the department's budget, in such a way that meets the allocations defined in its budget, or from any other source, provided that each list should include the followings: -

A-Type of supplies required to be purchased.

B-The estimated value of each type of such supplies.

C-The article and item number in the budget.

D-Integrating the similar supplies as one unit.

Article (3):   Re-classification of the supplies lists intended to be purchased, according to the purchasing authorities stated in the effective supplies act, and dispatching a complete copy of such lists to both General Budget Department and General Supplies Department.

Article (4):    Verifying the actual need for supplies, and that it is not possible to obtain them from the sections of the same department or through General Supplies Department.

Article (5):   Preparing of general, accurate and clear specifications for every type of the similar supplies requested to be purchased, in such a way that allows competition, and not allocated for manufacturing or for a specific source, and the department has the right to ask for assistance from any party or person to prepare the specifications.

Article (6):    If the supplies intended to be purchased were available in one source only, the purchasing request should be supported by a technical report confirming this fact, and that the department should attach this report with an official letter.

Article (7):    Organizing financial obligation documents according to the estimated value for each purchasing process, and approving these documents from the concerned authorities, or a purchasing permission issued by General Budget Department and duly entered into records.

Article (8):    Organizing the requests of purchasing supplies (integrating the similar supplies in one purchasing process).

Article (9):    Dispatching the purchasing requests to the concerned purchasing authorities within the first three months following the issuance of the budget of the department, supported with the followings: -

A-General, comprehensive, precise and clear specifications according to the contents of article (5) of these instructions.

B-A financial obligation document with the estimated value for every purchasing process.

C-Any special conditions stated by the beneficiary department.

D-Any other requirements or approvals necessary for initiating the purchasing process.

Article (10):      In case of unexpected requirement for purchasing supplies that have no available allocations, or the stated allocations were not sufficient, a purchasing permission should be obtained from General Budget Department before sending it to the concerned purchasing party.

Article (11):      Taking into consideration what was stated in article (9) of these instructions, in case of the need to purchase supplies due to emergency conditions, purchasing request should be sent to the concerned purchasing party at the time of arising of such need, according to these instructions.

Article (12):   If supplies delivery intended to be accomplished in a fiscal year other than the fiscal year in which the purchasing contract was concluded, the beneficiary department should allocate the required allocations to cover the value of supplies to be delivered in the next year / years.

Article (13):   General Supplies Department should collect the purchasing requests of the similar supplies, and purchase them through a unified tender invitation, whenever possible.

Article (14):   Appointing of a liaison officer with General Supplies Department, to complete any shortages that may occur in the purchasing requests, and following-up the accomplishment of the purchasing requests concerning the department.

                            These instructions are to be acted upon from 15/1/1994.