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PROCUREMENT MANUAL

PROCUREMENT MANUAL

HUMAN ASSISTANCE FOR DEVELOPMENT INITIATIVE (HADI)
Procurement Manual
Effective Date: [Date]
Version: 1.0

1. PRINCIPLES

Fairness, Transparency, Competition, Value for Money, Accountability.

2. PROCUREMENT COMMITTEES

  • Procurement Committee (PC): For purchases PKR 25,001 - 500,000. Members: Manager Logistics (Chair), Manager Finance, Requesting Department Rep.

  • Tender Committee (TC): For purchases > PKR 500,000. Members: CEO (Chair), Manager Finance, Board Representative, Independent Expert (if needed).

3. PROCUREMENT METHODS & THRESHOLDS

Value of PurchaseMethodDocumentation RequiredApproval Authority
Up to PKR 25,000Direct Purchase / Request for Quotation (RFQ) from 1 vendorPurchase Requisition, 1 Quote, ReceiptDepartment Head
PKR 25,001 - 100,000RFQ from at least 3 vendorsPR, 3 Written Quotes, Comparative Statement, POManager Finance
PKR 100,001 - 500,000Competitive Bidding (RFQ/ITB)PR, Bid Invitation to min. 5 vendors, Bid Opening Minutes, PC RecommendationCEO
Above PKR 500,000Formal TenderPublic Advertisement, Tender Dossier, TC Evaluation Report, ContractBoard of Directors

4. PROCUREMENT PROCESS FLOW

  1. Requisition & Planning: PR with clear specifications.

  2. Vendor Sourcing: From pre-qualified vendor list where possible.

  3. Solicitation: Issue RFQ/ITB.

  4. Bid Opening & Evaluation: Public opening; evaluate on price, quality, delivery, and past performance.

  5. Award & Contract: Issue Purchase Order/Contract to winning bidder.

  6. Delivery & Inspection: Goods/services inspected against PO by requesting department and storekeeper.

  7. Payment: Processed by Finance upon receipt of GRN and invoice.

5. ETHICS & CONFLICT OF INTEREST

  • Staff must declare any relation to bidders.

  • Accepting gifts from vendors is prohibited.

  • All decisions must be documented and justifiable.

Annexures: Purchase Requisition Form, Request for Quotation (RFQ) Template, Bid Evaluation Sheet, Goods Received Note (GRN), Vendor Registration Form.


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