Document No. (1) for the year 1997

Procedures of the purchasing process through the government tenders

1)           The Divan (the concerned party) receives the purchasing requests coming to the department, record them and open two files for them one for the origin and the other for the copy, then the original file to be transferred to the purchasing section concerned in the department, and the other file to be kept in the divan (the concerned party).

2)           The head of the purchasing section concerned is to transfer the file to one of the section employees the (concerned employee) to undertake, in his turn, the file documents review in terms of the availability of the approved financial obligation bond or the purchasing permission, issued by General Budget Department as duly required, and the generality and accuracy of specifications and to verify that the supplies purchasing requirements for all documents required for the tender's invitation are complete, and then he prepares the tender's invitation documents and transfer it to his immediate supervisor.

3)           The head of the purchasing section is to review the requirements of the tender's invitation and after assuring their completion, he shall transfer the purchasing process files to the secretariat section (the concerned party).

4)           The secretariat section (the concerned party) reviews all documents, prepares the tender's invitation in its final form, and proposes the price of the tender invitation's documents, the deadline for the tender invitation's sale and the deadline for submitting the offers within the bases approved for this purpose to the under secretary.

5)           The Secretariat Section (the concerned party) is to fill the designated form for the tender's announcement and presents it to the under secretary, to review it and to take his decision in this respect.

6)           The tenders committee determines the technical committee members assigned to study the offers, and issued by the Secretariat Section in a decision and a letter addressed to the concerned authorities.

7)           The Secretariat Section (the concerned party) undertakes to sell the tender invitation documents following assuring that the purchaser applicant holds the required documents which authorizes him to purchase them.

8)           The tenders committee conducts the opening of offers on the designated date with the attendance of interested bidders, and signing the offers submitted as well as reading the total prices, if any, and if the total prices were not mentioned in any offer, the value of the bid bond should be read, and the committee's secretary should organize the offers opening form of three copies, according to the approved form for this purpose, including the names of all bidders participating in the tender, and signed by the tenders committee.

9)           The Secretariat Section (the concerned party) is to sort out the offers of each tender, whereas the original copies shall be filed in the purchasing process file and send with it a copy of the offers opening form to the concerned section, and the secretariat section is to keep the second copy of the offers in a special secure cabinet, and send the bid bonds with the offers opening form to the guarantees division (the concerned party of filing).

10)        The guarantees division (the concerned party) is to enter the bonds contents into the computer and place them in a secure place, and the guarantees division is required also to follow up the validity of the bonds and securities, and to extend them before their expiry date and to release them when they are no longer required.

11)        The concerned section (the concerned authority) after receiving the purchasing process file from the secretariat is to place all offers in their respective file and to invite the technical committee to study the offers.

12)                The technical committee is to study the offers from all aspects including (the technical, financial and legal) aspects according to the organizational rule no. (4) for the year 1993, which organizes the technical committee functions, whereas the study should be prepared on the forms used by General Supplies Department and the approved bases by preparing the technical report and signing all the forms and reports prepared by the technical committee, and the concerned purchasing officer should undertake to fill the technical committee meetings form.

13)        The technical committee submits its report to the head of the concerned section who reviews and assures the completion of the formalities required, writes his comments and send the purchasing process file with all the documents to the internal audit unit.

14)        The internal audit unit reviews and audits all the procedures and documents and verifies that they are identical to the effective laws, regulations and instructions according to work system in the unit, then the head of the unit refers the purchasing process file attached with the unit's comments to the chairman of the tenders committee.

15)        The tenders committee is to study the technical recommendations and comments in their respect submitted by the concerned section and the internal audit unit, as well as study the subject matter, take the suitable decision and dispatch it to the concerned section to implement its decision.

16)        The concerned section posts the initial awarding result in the place designated for this purpose until the end of the designated legal period, on the forms designated for this purpose, and to inform all tender participants about the result posting.

17)        The concerned section receives the objections submitted regarding the initial awarding decision, and following the elapse of the objections legal period, all objections concerning each tender are to be collected and presented to the technical committee.

18)                The technical committee studies the objections and prepares its report including the recommendation about each objection, following illustrating the objection's content and the extent of eligibility or not, and hands over its report to the concerned section head who, in his turn, reviews it and refers it to the internal audit unit.

19)        The internal audit unit reviews the technical committee report and other matters it deems necessary, and raises its recommendations to the chairman of tenders committee.

20)        The tenders committee studies the technical report concerning the objections and comments thereon, takes the suitable decision in their respect, and sends its decision to the concerned section.

21)        The concerned section prepares the awarding decision based on the tenders committee decision, types it, audits it and refers it to the internal audit unit.

22)        The internal audit unit, audits the awarding decision according to audit system to assure that it is identical to the tender's invitation, the contractor's offer and the approved audit procedures, then refers it to the tenders committee to duly review and issue it.

23)        The awarding decision is to be sent to the concerned reference for duly approval.

24)                Following the approval of the awarding decision, the concerned section conducts the issuance of the awarding notifications and sends them to the winning contractors, and prepares the purchasing orders (the agreement) related to the awarding decision, and the purchasing orders together with copies of the announcement are to be sent to the secretariat section (the concerned party) supported by a receipt indicating the value of the revenue stamps fees, the university fees and the value of the performance bond.

25)        The secretariat section (the concerned party) undertakes to follow up contractors to whom the bid was awarded, and the concerned employee receives the value of the stamps fees, and university fees from the contractors, according to duly approved receipts, and the guarantees division is to receive the performance bond.

26)    Following completion of the contracting requirements with the contractor, the purchasing order (Agreement) is to be signed by the contractor and the authorized employee in this respect.

27)     Following submitting the performance bond and contracting with the contractor, the tender's bid bond should be released.

28)     Awarding decisions and purchasing orders will be dispatched to the beneficiary department (concerned party) to follow up the implementation of the decision duly.

29)     After the contractor fulfills all his contractual requirements and provides the concerned party with the required documents (supplies receipt voucher, entries voucher and any other requirements), his performance bond is to be released.

30)                Each department should formulate the above mentioned work procedures to be appropriate with the authorized parties in purchasing and which is concerned in the work procedures therein.

31)        The work will be conducted according to the provisions of Supplies Act No. (32) for the year 1993, tenders instructions No. (1) for the year 1994, and the organizational rules concerning tenders.