Organizational Rule No. (1) for the year 1993
Organization of the
relationship between General
Supplies Department on
one side, and the ministries,
government departments
and institutions on the other side
.
In view of the several
needs and requirements of the ministries and the
government departments, of various supplies to
improve work performance and guarantee its
continuity, and since the most important duties of
General Supplies Department are to purchase such
supplies on behalf of the ministries, departments
and public institutions, according to Supplies Act
and the instructions issued accordingly, and in
order to enable this department to implement the
functions assigned to it on time, ministries,
departments and public institutions should abide by
the following procedures :-
1) Determining and confining the allocations
designated for purchasing purposes, whether from the
budgets or from the deposits or projects
allocations, or any other source to be implemented
through General Supplies Department, following the
approval of the general budget or the budgets of the
independent departments.
2) Determining all the allocations to be
implemented by General Supplies Department, and
categorizing these allocations according to the
articles and items of the budget of such department
or other intermediate accounts (deposits, projects
and grants… etc.).
3) Listing of
supplies to be purchased and categorizing them
according to their kinds, and including similar
supplies in one purchasing request.
4) Preparing
general, accurate, clear, and complete
specifications for the required supplies, without
referring to trademark brand, or trade number or any
information that makes these specifications limited
to one source, and they can ask for General Supplies
Department assistance in the laying down of such
specifications.
5) Verification of
the actual need for purchasing and dispatching
purchasing requests on the forms prepared for this
purpose, to General Supplies Department, within the
first four months of the fiscal year, and every
purchasing request should be supported by the
followings :-
A-A duly certified
financial obligation bond with the complete
estimated value, or the approval of the Prime
Minister on purchasing, or the approval of
the Minister of Finance / general budget as the case
requires.
B-General and clear
specifications for the required supplies, including
the following: -
1-A brief technical
report stating that the specifications provided are
general and valid for a tender's invitation, and in
case the supplies can be obtained from one source
only, this should be written explicitly on the
purchasing request together with the supplier's
address precisely and clearly, and the name of the
local agent.
2-Approving such
specifications in writing by the under-secretary of
the beneficiary department or any person he
authorizes.
C-Any
approvals/exceptions from the Cabinet announcements,
or other official parties, necessary to accomplish
the purchasing process.
D-Nomination of
technicians to participate in the technical study
when necessary.
6) Dispatching
the purchasing requests and their supporting
documents mentioned in item (5), with official
letter / letters to General Supplies Department, and
it is preferable to deliver them personally against
signature as a notification of receiving.
7) General
Supplies Department should review the purchasing
request and its supporting documents, and return the
purchasing request to its source, in case its
supporting documents were incomplete, in a manner
that the purchasing process can not be initiated.
8) General
Supplies Department should categorize the similar
purchasing requests and invite for them in one
tender.
9) Not to purchase
any supplies that General Supplies Department
announces its intention to purchase them in
periodical / common tenders, regardless of their
value, whereas coordination should be made between
General Supplies Department and the other ministries
and departments to obtain them, whether free or for
price as the case requires.
10) Cooperation with General Supplies Department
by facilitating the task of the technicians and
experts nominated or asked to be nominated by the
director general of General Supplies Department, and
giving them sufficient time to accomplish the
functions assigned to them.
11) Following up
the awarding decisions and the purchasing orders
issued by General Supplies Department, and providing
it with the duly documents which prove the
implementation of the decision and purchasing order
(receiving voucher, entry voucher and any letter
stating that the service had been implemented) in
order to complete the contractor’s obligations and
close the tender’s file.
12)
Requesting General Supplies Department to apply,
without delay, the provisions of Supplies Act and
the awarding decision against the slack contractor.
13) Following up
the awarding decisions and purchasing orders in
which the delivery duration will be in the next
year, to rebalance the allocations necessary
thereto.
14) Dispatching
the late purchasing requests before the beginning of
October every year, and not to accept any purchasing
request arrives after this date, except for
emergency and justified cases, approved by the
director general of General Supplies Department,
with the exception of the purchasing on the account
of the next year, following obtaining the required
approvals according to the Act.
15) Rejecting any supplies violating the
specifications and conditions of the awarding
decision, and requesting the contractor to withdraw
them within (48) hours, and deliver the supplies
consistent with the specifications, and in the cases
in which the requesting department deems that
receiving such supplies is to its interest, then it
should submit its submission to General Supplies
Department to accept such supplies, according to the
central tenders committee's decision.
16) The contractors
due amounts should be paid according to the contents
of the awarding decision and the purchasing order.
17) Bid bonds, performance bonds, maintenance
bonds, and mal-manufacturing guarantees should be
submitted in the name of General Supplies Department
and kept therein.
18) The purchasing orders that related to the
annual periodical contracts should be sent to
General Supplies Department at least three months
before the contract expiry date.
19) Every department
should appoint a liaison officer in General Supplies
Department, to follow up the accomplishment of
purchasing processes relating thereto in G.S.D., and
complete any requirements for work accomplishment
without delay.
This rule should be
acted upon from 1/3/1993.