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.