Document No. (7) for
the year 1997
Procedures of Supplies
Sale and damaging in the Government Departments
1- The warehouse
keeper shall inform the under secretary through the
administrative sequence about the availability of
unusable, excess or stagnant supplies together with
statements indicating the types and quantities of
such supplies on semi-annual basis, and in
accordance with the provisions of the effective
supplies act and the instructions issued
accordingly.
2- The under
secretary shall form a technical committee to
inspect
such supplies, to determine the usable and unusable
supplies in separate statements for each similar
group, and provide a detailed report about their
status, then submit its recommendations to the under
secretary regarding their status whether usable,
unusable and salable or unusable and unsalable.
3- The under
secretary shall inform General Supplies Department
about the usable or stagnant supplies which are not
required by the concerned department, to take the
suitable action in their respect.
A- General
Supplies Department shall draw usable and stagnant
supplies of common use (general) to the central
warehouses.
B- A circulation
about the excess supplies is to be issued to all
departments using them, in order to transfer them to
another in need
department, but if there is no such department,
supplies have to be announced for and sold in
coordination with General Supplies Department.
4- If the under
secretary , based on the technical committee
submission, is convinced of the availability of
unusable supplies, they should be sold through a
tripartite committee of the concerned department
employees, appointed by the under secretary with the
participation of the Audit Bureau representative.
5- The concerned
department shall prepare proper lists of the types
of supplies to be sold according to their
similarity, quantities, specifications, page
number of the supplies register, item name and
unit.
6- The sales
committee shall verify the lists of supplies to be
sold in terms of type, and number, and assure the
accuracy and generalization of the information
available therein.
7- The
committee, with the participation of the warehouse
keeper, shall separate the supplies to be sold from
other supplies available in the warehouse and locate
them in a special place.
8- The sale
committee shall estimate the value of the supplies
to be sold, and lay down the required conditions for
the sale process, and determine the method of sale
in terms of sealed envelope or auction.
9- The supplies
sale is to be announced in the daily newspapers or
any other suitable means specified by the under
Secretary, indicating a sufficient period to inspect
the supplies by those interested to purchase, and to
provide them with lists of the supplies to be sold,
as well as the supplies location, and the deadline
for submitting the written bids or for conducting
the auction.
10- Sale is to be
concluded as soon as a sufficient number of bidders
is available and the price offered is acceptable.
11- If the number
of bidders is insufficient, or the prices offered
are not acceptable, according to sale committee’s
opinion, the auction should be repeated through
suitable media, as the sale committee deems
suitable.
12- The committee
has to prepare the sale decision, which will be
signed by all the committee members and approved by
the under
secretary.
13- Value of the
sold supplies is to be received according to a duly
receipt.
14- The sale
committee together with the warehouse keeper, who
has the said supplies in his custody, shall hand
over the supplies to the purchaser against his
signature on a duly organized discharges voucher,
and indicate on the discharge voucher the sale
decision and its date together with the
receipt
voucher according to which the price has been
received.
15- If the under
secretary is convinced that offering the unusable
supplies for sale is vain or the sale cost is more
than the expected price, the damaging committee
shall be instructed to damage them
and delete them
after preparing the discharges voucher according
to the supplies act, then to be signed by the
committee members and the warehouse keeper, whereas
the damaging decision together with its date shall
be mentioned
thereon.
16-
The warehouse
keeper shall deduct the sold or damaged supplies
from the supplies register and the class card, based
on the discharges voucher, according to the approval
mentioned in item (15) above, and duly balanced.
17- The concerned
department shall provide General Supplies Department
/ central register with a copy of any sale or damaging
and deletion decisions.
18- work is to be
conducted according to the provisions of the
supplies Act No. (32) for the year 1993 and the
warehouses instructions No. (5) for the year 1994.