Procurement business flow

1. Standard Procurement Process &
workflow

2. Procurement Process - Essential steps
1.Receiving a requisition
2.Request for quotation
3.Quotations
4.Quote analysis
5.Creating a purchase order

3. REQUEST INITIATION IN PROCUREMENT DEPARTMENT:
Budgetary estimate request received from
end user by email.
3
Obtain approval from line manager to
proceed.
Approach supplier with the requirements.
Estimate received, reviewed and forwarded
to the end user department.

4. TENDERING PROCESS FLOW
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Tendering Process
PROC
Buyer
PROC
Manager
/DOA
TACOM
Start
Review the supporting
documents.
 scope of work
 bill of materials etc.
End
No
Yes
PR Approval
Prepare bidders list
and share with end-
user for acceptance.
Providefinal bidders
list to the Vendor
Management (VM)
section.
Project Value >
250k
Tender strategy to
TACOM for
approval. DOC Approved
Prepare RFP in the
system and submit for
publishing approvalas
per DOA.
Release Tender in
the market.
Yes
NO
Prepare tender
strategy and submit
for approvalas per
DOAinternally.
DOC Approved
Yes
No

5. AWARDING PROCESS
5
Awarding Process
TACOM
PROC
Buyer
Selection
Committee
Start End
Minimum 3
bids received
Yes
Technical
Evaluation
Report approval
as per DOA.
With
Technical
Seek TACOM advice/
approval.(Re-release/
Include additional
suppliers/Re-tender/
Cancel)
Less
Open
Commercial
Envelope
Proceed with
Sequential Tender
opening(Documen
t & Technical)
Proceed with
Sequential Tender
opening(Documen
t & Commercial)
Yes
NO
Prepare award
recommendation
and seek approval
as per DOA.
Issue Purchase
Order/LOA/Service
Agreement to
Supplier.
Delivery
follow-
up.
Delivered
and
Invoiced.

6. DOCUMENT ENVELOPE
Required:
 Trade license copy
 VAT certificate
 Authorized signatory/POA Holder document
 Notarized specimen signature document
 Company articles of association/MOU
Notes for suppliers information:
 In case of an award this tender will be governed by the organization’s terms and conditions as laid out in detail in the service
agreement (attached).
 Quoted tender prices to be valid for a minimum duration (calendar Day -As per internal procurement policy) from the date of
submission of the bid.
 In case of any discrepancy in the prices quoted in the online envelope and the attached soft copy, the online envelope prices
shall prevail.
 No commercial details to be provided in this document envelope.
 Failure to adhere to the above may result in disqualification of the bid and/or warrant suspension/blacklisting of the supplier for
a duration deemed fit by the organization.
The following questions to be answered by the supplier:
 Do you accept the service agreement/purchase order terms and conditions? Y/N
 Do you have any conflict of interest with any employee in the organization? Y/N
 Do you agree to furnish the required performance bond and insurances? Y/N
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RFP ENVELOPES

7. RFP ENVELOPES
TECHNICAL ENVELOPE (includes scope of work, bill of quantities).
Note for supplier:
 Please attach a detailed technical proposal here.
 No commercial details to be included in this document envelope.
 Failure to adhere to the above may result in disqualification of the bid.
COMMERCIAL ENVELOPE
Note for supplier:
 Please attach a detailed commercial proposal aligned with the online commercial envelope structure.
 Please quote your prices EXCLUDING VAT.
 Please adhere to the submission terms as stated in the service agreement(ONLINE and/or HARD COPY SUBMISSION)
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8. SERVICE AGREEMENT
 The Service agreement general terms and conditions are a pre-approved template provided by the
Legal department.
 If any changes are sought either by the end-user and/or the supplier, then approvals are obtained
from the end-user and procurement section heads and the final acceptance from the Legal
department.
 Performance bond % is set by the Procurement head.*
 Insurance requirement are advised by the in-house insurance consultant. *
*Where applicable… based on project scope.
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9. Questions?