Procurement Manual Structure Template

1.0

OVERVIEW

1.2
1.3
1.4

Purpose of this Manual

Distribution of the Manual
Procedure for Review and Update

2.0

PRINCIPLES OF PROCUREMENT

2.1
2.2
2.3
2.4
2.5
2.6
2.7

Best Value for Money

Fairness, Integrity and Transparency
Effective Competition
Separation of duties to attain checks and balances
Environmental Consideration
Importance of Competition
Exemptions to Competition

3.0

PROCUREMENT PLANNING

3.1
3.2
3.3

Procurement Delegated Authority

Conflict of interest
Procurement Ethics / code of conduct

4.0

PROCUREMENT OVERVIEW

4.1
4.2

Definition of Procurement
The Procurement Processes [best done as flow charts / diagrams for each one, for example:]
Sourcing suppliers for approved supplier list
Review of approved suppliers list
Purchasing: Public advertising method
Purchasing: Invitation to bid / for proposals method
Purchasing: Request for quotes
Purchasing: Direct purchasing
Purchasing: Local shopping
Receipt and reconciliation of supplier statements
Thresholds and applicability of processes

4.3

5.0

PROCUREMENT PROCESS DETAILS

5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
5.10
5.11
5.12
5.13
5.14
5.15
5.16

Supplier approval and appraisal

Budget review
Goods specification
Purchase requisition
Selecting Qualified Vendors
Invitation to bid / Request for quotes (see section 4)
Receiving and evaluating bids / quotes (see section 5)
Quotations comparison statement
Non-Competitive Vendor Selection
Vendor Justification Form
Negotiation
Purchase Order
Goods receipt
Supplier invoice
Payment authorisation
Fixed asset register

6.0

INVITATION FOR BIDS / PROPOSALS

6.1
6.2
6.5
6.3
6.4
6.9
6.4

Letter of Invitation
Instructions to Offerors
Currencies and Payments
Submission of offers
Receipt of offers
Offerors Queries
Modification to Bids / Proposals

7.0

EVALUATION OF OFFERS

7.1
7.2
7.3
7.4
7.5

Purpose of Evaluation
Evaluation of Quotations
Opening of Bids or Proposals
Evaluation of Bids
Evaluation of Proposals

8.0

PROCUREMENT COMMITTEE

8.1
8.2
8.3
8.4
8.5
8.6
8.7

Purpose
Roles and Responsibilities
Terms of Reference
Composition
Submission / Inputs to the PC
Frequency of PC Meetings
Documentation

[notes on steps outlined in 2.2, with ref to standard forms in

appendix]

9.0

CONTRACT MANAGEMENT

9.1
9.2
9.3

Description
Payment and Taxes
Breach and Termination of Contract

10.0 EQUIPMENT MAINTENANCE AND SERVICE AGREEMENTS

10.1
10.2

New Equipment
Developing Service/Maintenance Agreements

11.0 SHIPPING AND INSURANCE

11.1
11.2
11.4
11.5

Cost of Transportation
Modes of Transportation
Procedures of Shipping and Insurance
Roles and Responsibilities of Forwarding Agents

12.0 ASSET MANAGEMENT

12.1

Asset Acquisition

13.0 PROCUREMENT RECORDS

13.1

Policies for Procurement Records

APPENDICES
(Adapted from a structure kindly provided by John Etidau (jetidau@gmail.com)