Reference: Paragraph 3 of the Code of Ethical
Principles and Conduct
A- Introduction
The procurement committee is established in
conformity with the above reference to ensure
consistent and correct application of procurement
practices and to assure transparency in OEC.
B- Composition of the Procurement Committee
The procurement committee’s members are:
- A representative of Management Committee,
chairman,
- A representative of finance section, member,
- A representative of Staff Association, member.
During the absence of the chairman, the
representative of staff association or the
representative of finance section will be assigned
to chair the procurement committee. A member among
the both will be assigned by the committee to be
permanent secretary.
The mandate of the Procurement Committee is two
years renewable, evaluated by the Management
Committee and approved by the Executive Director.
C- Matter for Procurement Committee Consideration
In fact considering the activities of the different
projects, not at a great level, the purchase for OEC
is practically done by a unique way, direct
purchase. All purchases whose price begins from
$200.00 and more require absolute quotations coming
originally from three different suppliers sources.
C-1. Purchase Request (PR):
The concerned project must submit a purchase
request mentioning clearly the quantity, type,
technical requirement, series and capacity, the
stage of the product, physical availability with
timeframe, supported by three suppliers’ written
quotations. If there are no written quotations
available, it is recommended that any verbal offers
be documented.
The evaluation and selection of suppliers will be
carried out by the Procurement Committee. This
ensures that all aspects of the purchases are
considered and that the process is transparent and
impartial. The key considerations for the direct
purchasing include: 1) fair competition, 2)
economic/reasonable prices possible, 3) selections
of the best value for the money, 4) proportionality
between the procedures applied and the purchase
values, and 5) proper documentation. In short, to
select the suppliers, the procurement committee
takes into account necessary factors, such as price,
quality, experience of suppliers, production
capacity, etc.
C-2. Single Quote: Single quote means
purchases of supplies from a single supplier at the
quoted price. This is the least preferred method and
shall only be used on exceptional basis and at OEC
discretion. The order may be placed on the basis of
single quote in the following cases:
- There is a need to purchase supplies in
response to primary emergency situation.
- Under the direct purchasing procedure and
despite some sourcing efforts, there is no or
only one interested supplier submit quotation.
This might be due to physical availability of
required supplies and/or logistical hindrance to
deliver supplies to a specific area.
- Purchase orders or contracts have a value
below $500.00. In addition it is important to
have some written note stated in purchase
request or order with the reason why single
quotation is applicable for a particular
purchase endorsed by procurement committee.
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