BasicInternet:Purchase-management/
Procurement Routines
Project Identification and Budgeting
Activities to be carried out must be clearly defined within the framework of specific projects. Each project must have a corresponding budget that outlines all expected expenses, including procurement needs.
Approval of Project Plans
Before any procurement activities are initiated, the project plan must be approved by the Steering Board. The project plan should include a detailed budget, scope of work, and timeline for implementation.
Role of the Secretary General
The Secretary General is authorized to carry out procurements provided that the expenses remain within the approved budget of the respective project. The Secretary General must ensure that all procurement decisions align with the objectives of the project and adhere to ethical standards.
Procurement Process
Needs Assessment
Determine the specific goods or services required for the project.
Supplier Identification
Identify potential suppliers or service providers through research, recommendations, or previous experience.
Request for Proposals (RFP)
Prepare and issue RFPs to selected suppliers, ensuring they are well-informed about the project requirements and evaluation criteria.
Evaluation of Proposals
Assess all proposals received based on predefined criteria, aiming to ensure value for money, quality, and alignment with project goals.
Supplier Selection
Select the most suitable supplier based on the evaluation process, ensuring that the decision is documented and justified.
Contract Management
- Once a supplier is selected, the Secretary General will negotiate and finalize the contract, ensuring all terms and conditions are clearly defined.
- All contracts must be signed by the Secretary General and should include clauses that address deliverables, timelines, payment terms, and penalties for non-compliance.
Documentation and Record Keeping
Detailed records of the procurement process must be maintained, including: -Project plans and budgets -RFPs issued and responses received -Evaluation criteria and assessment results -Contracts signed with suppliers All procurement records will be stored securely and made accessible for audits and reviews.
Compliance and Monitoring
The procurement activities will be regularly monitored to ensure compliance with the established rules and ethical standards. Any discrepancies or deviations from the procurement process must be reported to the Steering Board immediately.
Reporting
The Secretary General must provide regular updates to the Steering Board regarding procurement activities, including successes and any challenges encountered during the procurement processes.
Conclusion
These procurement routines are designed to ensure that the Basic Internet Foundation conducts its procurement activities in a manner that is fair, transparent, and aligned with our organisational goals. All personnel involved in procurement must familiarize themselves with these routines and adhere to them diligently.
Adopted: 15 Jan 2024 Review Date: 5 Oct 2025
