Create a full chart procedure for procurement policy to establish a structured and systematic process for procuring goods and services.

Back template for Procurement Pr... 4. Obtaining the direct approval of authorized signatories based on the aforementioned signature credentials. 5. Following the necessary procedures to conclude the purchase. 6. After concluding the purchase, the receipt is to be enclosed with the purchase request and is then handed to the Finance Department. 5. Procedure 5.1 Introduction The manual is divided into the following components: a. Direct purchase b. Technical and/or financial offers c. Strategic partnerships d. BPWA consultancy offers 5.2 General Process - Specifications - Develop required specifications and description of items needed - Approve Budget - Issue a Purchase Request PR by the person requesting the item to the Procurement Department who will verify the information on the PR for correctness and the confirm with the Finance department the availability of funds and approve the usage of funds - The Purchase Request then goes back to Procurement to identify the possible direction for the procurement (Direct purchase, approved vendors, limited competition through direct offers/proposals, or open procurement through issuing a Request for Proposals) - Proposals/Offers - The procurement department (Based on the direction decided upon as per purchase amount), gets proposals from possible suppliers, in most cases not less than 3 proposals of by issuing open tenders - Procurement and the Requesting Department will complete the Bids Analysis Form by comparing the offers received, the bids analysis should take into consideration Technical evaluation, vendors commitment and quality of service, time for delivery, warranty, availability, delivery time, capacity of the vendor, cost and financial evaluation among the main factors based on the items in order - The Bids Analysis form is reviewed and approved by the Requesting Department, procurement, finance, and CEO - Order Issue a Purchase Order based on the winning bid from the Bids Analysis Form - The Purchase Order is certified by procurement, and approved by Finance Send the PO to the vendor/supplier - Receive items - Form a committee, comprised of Sack template for Procurement Pr... 2. A purchase request is to be prepared, of the direct approval of the authorized signatories is to be directly obtained in accordance with the aforementioned signature credentials. 3. Following the appropriate procedures to complete reservations. 4. After concluding the purchase, the Good/services receipt woucher is to be enclosed with the purchase request and order and is then handed to the Finance Department. - IT Materials 1. The same procedure in A-I is to be followed. 2. The IT Officer is to study the purchase request and acquire a minimum of 3 different valid offers on equipment and consult the IT Department for requested materials whenever the need arises. 3. The offers brotight forth are to be further studied by the Operations Department. Based on the recommendations it received, an internal memo is to be prepared, and all required approvals are to be obtained. 4. Obtaining the direct approsal of authorized signatories based on the aforementioned signature credentials. 5. Following the necessary procedures to conclude the purchase. 6. After concluding the purchase, the receipt is to be enclosed with the purchase request and is then banded to the Finance Department. B. Obtaining Technical and Financial Offers - (JOD 2501 - JOD 10,000) Nember Rerpenibitity Propare the Purchase Meqaecte Legintica Form H-3 Astivity irise, the relevant conployoe is bo detule the oppeoval of the hral ef department, the teat and it abal crevais the following creaponcuts: - The feyassod materialshenikes and ispocifacationa - Tie Late on shich the purchase shouda be roseowed - hapose of painhanies the exdaxd materialy to the unit dopanenent conideration lo complete the purctase - Tise cetinubel vout - The decripesen of the Rerquirnd Decentess Randase Reyoed Forrt materiskisonises myseits if naccevar? Back template for Procurement Pr... for the items required 5.4 Procedure Details A. Direct purchase (JOD 1 - JOD 2500) Purchave Requact Foen Revbas ONder Fom A-3 Procarctoce office - Check id cotanitod paschine amount in Ranhane Rogoent equal of las thin 10200 , then Foon netam so bogiatica efficer so poocess a pankase ofler Following are the procedures followed to conclude these penchases: - Travel Ticket Purchases for BPWA Employees 1. Procurement Team to acquire a minimum of 3 valid offers for air travel tickets prepare the bid analysis form that includes technical and financial comparisons. 2. A purchase request is to be prepared, or the direct approval of the authorized signatories is to be directly obtained in accordance with the aforementioned signature eredentials. 3. Following the appropriate procedures to complete reservations. 4. After conchuding the purchase, the Good/services receipt voucher is to be enclosed with the purchase request and order and is then handed to the Finance Department. - IT Materials 1. The same procedure in A-1 is to be followed. 2. The IT Officer is to study the purchase request and acquire a minimum of 3 different valid offers on equipment and consult the IT Department for requested materials whenever the need arises. 3. The offers brought forth are to be further studied by the Operations Department. Based on the recommendations it received, an internal memo is to be prepared, and all required approvals are to be obtained. 4. Obtaining the direct approval of authorized signatories based on the afomananationodsiamatumegredentials. Back template for Procurement Pr... vendor validation process is intended to ensure that vendors are legitimate entities by confirming their existence and legal registrations, and evaluating the quality of their supplies as well as approving the price range of their products' prices in accordance with the allocated budgets by the Finance Department, it includes public domain searches, and direct contact from Procurement Officer, The Procurement Officer then collects monthly feedback on BPWA's new vendors, and quarterly feedback on pre-approved vendors regarding their performance, updates and amends the approved vendors list based on quality standards and financial evaluations on quarterly basis. Once the vendor is approved by Procurement Services, a purchase request can be issued within standardized procurement systems to transact with the validated vendor. - The Central Committec (headed by the CEO) is responsible for forming the technical committee and, in some cases, making a purchase decision for any goods/services exceeding the amount of 50,000JoD. Bidding is the process selected for any purchases above the amount of 10,000 JOD. The process can be run through publishing bid announcements in the local newspapers, or by contacting a minimum of 4-5 companies in the domain of the service/product needed as stipulated below. - In most cases, purchase needs are initiated the concerned department and processed through the Procurement Officer, who is responsible for preparing the purchase order, and order the goods'services requested forms. General guidelines: - Supplier validation process includes: 1. Ask for the VAT or a copy of Tax ID, Company Registration number and full company details 2. Verify the Company existence and seek corporate eapabilities/history of the company 3. Run a market study for collecting quotations from different registered vendors, and assure compliance with the Finance department allocated budgets 4. Evaluate the quality and responsiveness of the goods or services offered by suppliers to specification required by BPWA 5. Payment Terms: agree with the finance team on the payment terms (Cheques and bank transfers. etc.. 6. Check Customer Referrals by reaching out to the clients of the customer 7. Check the authenticity of Branded Products 8. Contact Information: make personal contact with suppliers before concluding a sale D. Procurement from approved vendors - Approved vendors who meets the evaluation criteria set by BPWA are qualified suppliers for items purchased frequently WHICH IS 1- stationary material, , 2-catering, hotels,3-transportation - Approved vendors shall be evaluated for purchases exceeding 3 separate procurements, in the event the same items are purchased at 3 times or expected to continue to be ordered throughout the delivery of the programs - A separate agreement shall be negotiated and formulated with the qualified suppliers with clear justification of the need and process to bandle recurring orders - In the event the vendor is approved based on procurement direction upon recciving the parchase The desription of the approval ugnatire, and is then tranofonod so the logiatica deficer a complete the purchase proscobincs. C.2 Hocuncment Qxilues - Stody the partane nequent and preparise a poushere order form + Cesting the aproval in writury basod en the final proce gurearien fhom the nopd foe mave thas rne tenancial infer + In the event of changing or atnending fer pushase rogard, the relevint entoluyoe is to be infirmed by the Pokutanine OPlfecr of aad ghatertioncedrace. And the expe is A.2 are so be followed. F. BPWA Consultancy Offers These offers are to be obtained in the event that BPWA Programs need a consultancy service, wherein an intemal memo is prepared by the relevant employee justifying BPWA's need for the consultant in question. The Planning \& Development Remarks An exception to this policy will only be granted upon application in writing, with full disclosure of the background facts, to the CEO and his consequent approval in writing of the proposed transaction in advance of its taking place. inwotce shall be cleained Duth De vernalie - Sulman all forma instedieg Rushase Oober, Delinery Nete, and invowe to Vinance Arourteren D. Procurement from approved vendors - Approved vendors who meets the evaluation criteria set by BPWA are qualified suppliers for items purchased frequently WHICH IS 1- stationary material, , 2-catering, hotels, 3-transportation - Approved vendors shall be evaluated for purchases exceeding 3 separate procurements, in the event the same items are purchased at 3 times or expected to continue to be ordered throughout the delivery of the programs - A separate agreement shall be negotiated and formulated with the qualified suppliers with clear justification of the need and process to handle recurring orders - In the event the vendor is approved based on procurement direction upon receiving the purchase request, a purchase order can be processed without the bids analysis form - A Purchase order shall processed directly to the vendor, and subsequently delivery peocess, delivery note, and invoicing shall go ahead E. Sole-Sourcing Sole Sourcing is to be used in one of the following cases: 1. The specificity of the requested service 2. The inability of receiving more than one offer 3. The existence of a working strategic partnership with one party. - The above points are detailed below: Sole sourcing contract must be justified according to the following terms : - only one known source that can provide the commodity or service - unique source (commodity/service is unique/special in nature) - Is the equipment, software or service Trademarked? Copyrighted? Registered? Licensed? Exclusive? Proprictary? - Is this procurement an upgrade or expansion to an existing system, product and/or service? - The purchase of the Service Good was imposed on us directly by the Donor, backed with a supporting document from the Donor indicating the request to work only with this vendor: - sole source is authorized or required by law Sole Sourcing contracts must not exceed 2 or 3 years based on the nature of the servicelesed. - Saceser the ande Anabous 1 orm an finance to coefirm, and CEO for fisal apowoval - Inoc Rushase Ovder ugnod in peocurcmernt and 1 irance Following are the procedures followed to conclude these parchases: - Travel Ticket Purchases for BPWA Employees 1. BPWA Procurement Team to acquire a minimum of 3 valid offers for air travel tickets and list them in the bid analysis form that includes technical and financial comparisons. 2. A purchase request is to be prepared, or the direct approval of the authorized signatories is to be directly obtained in accordance with the aforementioned signature credentials. 3. Following the appropriate procedures to complete reservations. 4. After concluding the purchase, the Good/services receipt voucher is to be enclosed with the purchase request and order and is then handed to the Finance Department. - IT Materials 1. The same procedure in B-I is to be followed. 2. The Procurement Officer is to study tbe purchase request and acquire a minimum of 3 different valid offers on equipment and consult the IT Department for requested materials whenever the need arises. 3. The offers brought forth are to be further studied by the Operations Department. Based on the recommendations it received, an internal memo is to be prepared, and all required approvals are to be obtained. 4. Obtaining the direct approval of authorized signatories based on the aforementioned signature credentials. 5. Following the necessary procedures to conclude the purchase. 6. After concluding the purchase, the receipt is to be enclosed with the purchase request and is then handed to the Finance Department. C. Tendering - the Bidding process (JOD 10,001 and above) Nember Rrupovibiby Mrtion Heypirst scrvaces arike, the trilevant smplonee is by Renchise lequacet Afser sative the apoweval of the head of set, and it shall centain the following - The quantry idated clecelly whoeld be roosived Matifatione of the ondered Nay monurkx the should be taken + The cotimatiod cost iff amalable! Ths decrapoion the Back template for Procurement Pr... 1. Objective The objective of this document is to clarify the steps in BPWA's procurement procedure, whether it be through direct purchase, a bid analysis, or a tender, and vendors' validation which helps the Association to avoid making inappropriate payments to fraudulent entities. 2. Scope This manual contains all pertaining procurement documents, responsibilities, and missions to the procurement procedure. 3. Forms and Documents - Purchase Request Form - Bids Analysis Form - Purchase Order Form - Goods/services receipt woucher - A list of eligible suppliers along with their technical and financial proposals 4. Responsibilitied/Authorities Policy - Chairman of the board and the Chief Executive Officer (CEO) shall approve any purchase that is worth JOD 100,000 and above; The CEO, the Director of Operations \& Admirations and the Finance Manager shall approve any purchase that is between JOD 50,000 and JOD 100,000; - The CEO and The Finance Manager or the Director of Operations \& Admirations shall approve any purchase that is between JOD 10,001 and JOD 49,999 ; - The CEO, the Directors or The Finance Manager shall approve any purchase that is between JOD 2,501 and JOD 10,000; - The CEO, the Directors or The Finance Manager shall approve any purchase that is less than JOD 2,500: - Procurement Officer: evaluate and approve vendors before conducting business with the Association. The vendor validation process is intended to ensure that vendors are legitimate entities by confirming their existence and legal registrations, and evaluating the quality of their supplies as well as approving the price range of their products' prices in accordance with the allocated budgets by the Finance Department, it includes public domain searches, and direct contact from Procurement Officer; The Procurement Officer then collects monthly feedback on BPWA's new vendors, and quarterly feedback on pre-approved vendors regarding their performance, updates and amends the approved vendors list based on quality standards and financial evaluations on quarterly basis. Once the vendor is approved by Procurement Services, a purchase request can be issued within standardized procurement systems to transact with the validated vendor. - The Central Committee (headed by the CEO) is responsible for forming the technical committee and, in Back template for Procurement Pr... arwsis wallatle noweses - A puschanc reyasidien ef popmen carnes he made to a vendor wat sequined infarmarim about the vender, valistod the infornuties and appouvod the vendor in the hoovents Prable mader vender file - Sesd the Ruslose Reyusa la Fieance department is ooefirm and approve befoct allacarion and avalabion purbane as notj ihe perchase roguen. the relevarn arployes in to be informod by the changebaricolmot de propert peovedures to ounchale the Funchaic - Me Povarmone Omber sall obas the ocipinat roceips gigred and ataresd by the vender ater the punduse. The informonition in the sigta the Good Sanke reccigl rocyacat, onder, and rossipe voocher B-3. Precurerbent cotiogr - Chack if estimetol penchune amount is desctiven will be so seck af leas 3 ralid offor or peoposah baicd oen descrivision offes forts supplicn * Anatyone affors Ratrhase Renqeat Form Analves Fors Forn Bade Analyes Farn Purlase Oodor Form ant the Bule Anatyis firm bo appouval - Isoer Pusllase Ooder signed by procornenati and Finahce Following are the procedures followed to conclude these purchases: - Travel Ticket Purchases for BPWA Employees 1. BPWA Procurement Team to acquire a minimum of 3 valid offers for air travel tickets and fist them in the bid analysis form that includes technical and financial comparisons. 2. A purchase request is to be prepared, or the direct approval of the authorized signatories is to be directly obtained in accordance with the aforementioned signature credentials. 3. Following the appropriate procedures to complete reservations. 4. After concluding the purchase, the Good/services receipt voucher is to be enclosed with the purchase request and order and is then handed to the Finance Department. - IT Materials 1. The same procedure in B-I is to be followed. 2. The Procurement Officer is to study the purchase request and acquire a minimum of 3 different valid offers on equipment and consult the IT Department for requested materials whenever the need arises bid from the Bids Analysis Form - The Purchase Order is certified by procurement, and approved by Finance Send the PO to the vendor/suppliet - Receive items - Form a committec, comprised of representation from Procurement, the requester (or his representation in the case of required technical input) and Finance to receive the purchased item/goods. There is no need for a committee for low cost and perishable items such as stationary. The items/goods shall be received by the Procurement department. - Inspect the items upon receiving and sign the Good receipt voucher by the Committee, see point above, or Procurement Officer. - Receive Invoice from supplier according to the PO and delivery note - Payment Submit the purchase request, bids analysis, proposals purchase order, delivery note, and invoice to Finance to process payment accordingly - Finance will coordinate with the supplier to collect payment when ready 5.3 Competition requirements - JOD 1 to JOD 2500: Direct purchase - JOD 2501 to JOD 10,000; Seeking at leasi 3 valid offers/proposals - JOD 2501 to JOD 10,000: Direct purchase dependent on the nature of the requested item/goods; in the case where there is only one sole provider of the item/goods. - JOD 10,001 and above - Limited tendering: Directly secking proposals based on documented terms of reference of specifications where vendors are limited by certification or specialry under for example membership of a certain association or group like class A Architecture firms or Microsoft certified vendors or Dell Hardware vendors for example - Open tendering: Issuing RFPs in newspapers or through other means where vendors and suppliers cannot be grouped or reached in a direct manner, or when suppliers are unknown for the items required 5.4 Procedure Details A. Direct purchase (JOD 1 - JOD 2500) Nowber Reopsenibitity Actisiry Reveirnd Desumens A.1 Perchase Request Ferre - The above points are detailed below: Sole sourcing contract must be justified according to the following terms: - only one known source that can provide the commodity or service - unique source (commodity/service is unique/special in nature) - Is the equipment, software or service Trademarked? Copyrighted? Registered? Licensed? Exclusive? Proprietary? - Is this procurement an upgrade or expansion to an existing system, product and/or service? - The perchase of the Service/Good was imposed on us directly by the Donor, backed with a supporting document from the Donor indicating the request to work only with this vendor. - sole source is authorized or required by law - Sole Sourcing contracts mast not exceed 2 or 3 years based on the nature of the service/good. In that event, the below steps are to be followed: Nendor Respesibitis? Activis Reaired Decsements servives mise. the relevin explogeve is so panchave with their head of dipartinerit. form is be faled est, and of thath cenvia the follesing cerspoocns. - The noquated materiab wrovices - Me quastry istated sleubly - The date in which the purctuse Whould be respived to the menitidepurtuncet - Any remoris then stowid Ma taim - The descripeien of be mabriale vervices requected if noceisur? ent ditodty to the head of department foe aprovalsignatere. and is thew tranoferad is parchave propedares. c.2 Pesuremets + Srady the perchase reguest and porparing a punchuac ondor form - Getais the aprevial a wrieng bused in the find price guovitioe froen the hod for move thas cos frimial affer - Is the even of changing er anming eaplones is a be iaformed by the change umcritrent. Aod the secpe in A.2 are so be fallowed F. BPWA Consultancy Offers These offers are to be obtained in the event that BPWA Programs need a consultancy service, wherein an intemal memo