Procurement

Procurement Procedures

Procurement Procedures:  Whenever  an organization plan to buy  item(s),  procedures need to be followed, some of which are given  below for your reference.  What are these procedures and how one should go about procuring the goods.  The following steps needs to be looked at for the procurement of goods.               Planning

•.Check what you are planning to buy:

•. Check what is the available budget for buying that item         

•. Do the calculation as to how much money would be needed  to  buy the computer 

•. By what date that particular item need to be  installed 

•. How are you going to procure – by contacts, by advertisements   or by calling for three quotations. 

•  What you are planning to buy.  As an  example.  If you are    going to buy  a 

computer: 

•  List out specification for the computer

•  Decide what brand/assembled system you are going to buy          

•  What is the quantity that you are planning to  buy 

•  Find out where you are going to buy these         

•  Find out whether they have service back up locally   Once the above is decided then on the basis of quantity  you can go for 

• an advertisement or contact four, five suppliers 

• Send a copy of your requirement with  specifications to all the  suppliers and clearly mention what brand the quotation would be for.

• Also ask them to give you a list  with address and phone numbers, of few customers who have purchased that particular   brand from them.

• Ask them to submit the quotations by a particular date 

•  Ensure that the supplier has Sales Tax Registration                            

• Ask the supplier to send the quotations in a sealed envelope

 * Once the quotations are reached, a date is fixed for the purchasing committee (see separate article) to sit and open the tenders/quotations and start the bidding

exercise and negotiations.    

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