Organizational Rule No. (3) for the year 1993

Systematic study of departments requirements of

computers, their peripherals and purchasing thereof

This rule includes the method of purchasing computers and their

peripherals for computerizing the works of governmental departments

For the purposes of organizing the processes of purchasing computers and their peripherals for the departments, intending to computerize their works, and in the light of the variety of computers and their peripherals, and discrepancy in their capacities due to the continuous technology development in this field, and to achieve the ideal application of purchasing such equipment and their peripherals with the lowest cost, and to enable General Supplies Department to complete the purchasing procedures as soon as possible, the beneficiary departments are required to prepare the studies related to this matter, according to a clear and complete methodology, provided that it should take the following steps into consideration:-

First: Steps of preparing the comprehensive primary studies: -

1)  General description for the activities implemented manually by the applicant party.

2) Determining the volume of the current information in various units, and their method of application, information flow processes and its channel to serve the various activities.

3) General determination and explanation for the required new applied systems , taking into consideration determining the responsibility of converting the information of the computerized current systems if any.

4)  Determining the priorities to be followed in applying computer systems.

5)  Stating the computers and their peripherals available at the applicant party if any, and indicating to what extent they can be utilized to apply the required computer systems.

6) Estimating the requirements of computers and their peripherals, and determining the hardware configuration, the possible alternatives, and their feasibility through the followings: -

A-Determining a clear and general technical specifications for the required computer systems and their peripherals, taking into consideration the future expansion and connection among various computer systems, according to the sites in which the work is to be implemented.

B-Determining a suitable database administration, and any other development software, the suitable operating system with clear and general technical specifications, and this does not mean determining the type of the required database or the operating system, in order to achieve a fair competition between bidders.

7) Determining the other requirements such as the site preparation and any other auxiliary equipment needed, taking into consideration that tenders of computer systems and its peripherals are presented separately from tenders, concerning the site preparation and its equipment needed.

8) Determining back up equipments, if necessary.

9) Determining the specialized technical cadre to execute the work and to prepare the training plan for the staff of the beneficiary department.

10) Determining the periodic phases estimated for work implementation.

11) Estimating the initial cost for each phase, project total cost, and the cost of any tender resulted from this study.

Second: Allocations:-

The allocations required will be allocated by General Budget Department in the light of the studies submitted by the applicant departments.

Third: Determination of purchases: -

In the light of the above-mentioned study, the applicant department should state the supplies to be purchased as follows: -

1)         Primary hardware and software.

2)         Or primary hardware, software and databases management systems.

3)        Or system applications.

In order to invite for the required tenders independently.

Fourth: Implementation of the purchasing plan: -

1)        The applicant department should prepare one tender invitation documents or more as required, according to the followings :-

A-      Preparing general and clear technical specifications including measurable and comparable criteria for the required equipment and their peripherals (Basic software and database administration or the conditions related to them).

B-      Preparing general detailed and clear technical specifications for the application systems, and the conditions related thereto, in a manner that enables comparison among the offers of bidders.

2)        The applicant department should dispatch to General Supplies Department the purchasing request attached with the followings :-

A-        Tender/Tenders invitation documents as mentioned in item (1) above.

B-        Documents stating that the primary study has been prepared.

C-        Financial obligation bonds duly approved.

D-      Any other documents necessary to complete the purchasing process.

3)        General Supplies Department should review the specifications and conditions attached to the purchasing request, and it is allowed to seek specialists opinion, and if it was necessary to introduce minor adjustment or illustration to the specifications and conditions, the applicant department should be notified thereabout to send its representatives and technicians to make the necessary illustration or adjustment, and if a major deficit was found in the specifications and special conditions, that would be returned to the concerned department with a written letter to make the required amendment, and then it would be approved in the final form in order to be presented through a tender invitation.

4)    The purchasing procedures should be completed according to the provisions of Supplies Act and instructions issued accordingly.

 

This rule should be acted upon from 1/3/1993.