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.