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.