Document No. (4) for the year 1997
The procedures of
executing the methodology of reviewing the
Governmental purchasing
decisions .
A-
Procedures of
the control on the technical recommendation
.
1) Assuring that
offers could meet the following legal conditions :-
1- Submitting
a bid bond .
2- Commitment
to the tender invitation conditions.
3- Cabinet
approval on purchasing in foreign currency.
4- Cabinet
approval in case of customs duties exemption.
5-
Availability of a duly offers opening form.
2) A certified
financial commitment voucher with a value sufficient
to cover the tender’s value.
3) The validity of
offers.
4) Assuring that the offers contents have been
transferred to the designated tables accurately and
completely.
5) Assuring that the technical report is
presented by the technical committee assigned to
study the process, and included the clear analysis
and submission, and signed by it duly.
6) Assuring that the
recommendation are
identical to
the tender’s
invitation conditions and specifications,
and that the
bidder’s
offer meets them as well as that it is in harmony
with the effective acts and instructions.
7) Reviewing the additional terms of bidders and
comparing them with the tender’s invitation
conditions, and to indicate any conditions and
specifications not
identical to the tender’s invitation.
8) Verifying that the recommendation has been
awarded to the winner and the availability of
sufficient justifications to surpass any offer, and
to state the reason and justification of the
awarding.
9) Verifying the application of cabinet
announcements regarding the local industries
priority, according to the designated rate (15%) or
purchasing in foreign currency, or exemption from
customs duties and any other announcements.
10) Country of
origin.
11) Manufacturer
name.
12) The purchased
supplies number designated on the manufacturer
company’s catalogues.
13) Delivery period.
14) Place and type
of delivery CIF, C&F, F.O.B, EX-works, warehouse
installation plus operation.
15) Fixed or
non-fixed prices, including customs duties or not
including customs duties, and the party to assume
paying the duties.
16) Specifications
should be complete, clear, and precisely specified.
17) Revision of
recommendation tables, to what extent they are
identical to the tender’s invitation and the offer
of the contractor including the followings :-
1-
Item number and name.
2-
Unit type (unit).
3-
Number of units (quantity).
4-
Unit price.
5-
Unit total price.
6-
Total price of awarding (grand total).
7-
Assuring of
package and capacity or size of each unit.
18) Samples, awarding recommendation according to
sample, specification and catalogue.
19) Conditions of
the studying technical committee, if any, and to
what extent they meet the provisions of the act and
the tender’s instructions.
B-
Controlling procedures of awarding decision
:-
Procedures that should
be considered when controlling of awarding decision
:-
1)
The decision should be identical to the central
committee’s decision.
2)
Reason of awarding and verification thereof.
3)
Delivery period.
4)
Place and type of delivery, CIF, C & F, F.O.B, EX
works, warehouse, installation plus operation.
5)
Commitment voucher number, date and value or
purchasing permission letter number and date.
6)
Delay fine condition .
7)
Name of manufacturer.
8)
Country of origin.
9)
Catalogues numbers and the awarded supplies number
on the catalogue.
10)
Numbers and names of items.
11)
Unit price.
12)
Item total price.
13)
Total price of awarding to each contractor.
14)
Unit
type.
15)
Units
number (quantity).
16)
Assuring of package, capacity or size of each unit.
17)
Total value of awarding decision.
18)
Comparison of amounts in the decision and the tables
attached thereto, as well as awarding prices
according to the offer of the contractor.
19)
Assuring the validity of offers.
20)
Assuring that the tenders committee have considered
the comments of the previous control unit, if any,
and the comments of the technical committee.
21)
Matching the awarded items data with the tender
conditions and specifications, as well as the
contractor’s offer.
22)
Assuring that the decision includes the special
conditions such as :-
A.
Maintenance period commitment.
B.
Malfacturing guarantee.
Submitting maintenance bank guarantee.
A.
Providing of performance bond and payment of stamps
and university fees by the contractor.
B.
Maintenance prices following the free year
(including spare parts or without the spare parts).
C.
Spare parts prices.
D.
Sealing the purchases with a certain statement ……
etc.
E.
Any conditions stated by the contractor that have
been approved.
F.
Any obligations on the contractor related to
delivery installation, operation or training …… etc.
G.
Items integral to awarding such as operation &
maintenance manuals and catalogues, and assuring
that they are attached with the decision.
H.
The tenders committee has the right to confiscate
the performance bond totally or partially, purchase
on the contractor’s account and hold him responsible
to assume price differences.
Assuring that there are no typing mistakes.
Any
other procedures required for reviewing and
auditing.
C-
Legislation
1-
Supplies
act No. (32) for the year 1993.
2-
Tenders
instructions No. (1) for the year 1994.
3-
Purchasing instructions by means other than tenders
No. (1) for the year 1995.
4-
Revenue
stamp fees act.
5-
Jordan
Universities additional fees act.
6-
Any
laws, acts, instructions, regulations or
methodologies relating to purchase.
