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Guidelines for purchase through tender and negotiation tender committee
Here are some general guidelines for purchasing through tender and negotiation tender committee:
Adhere to procurement policies and procedures: Ensure that all purchasing activities are in compliance with organizational procurement policies and procedures, as well as any applicable laws and regulations.
Develop clear specifications: Clearly define the goods or services being procured, including the required specifications, quantities, and delivery requirements.
Conduct market research: Conduct research on potential suppliers and market trends to inform the development of specifications and to identify potential suppliers.
Determine the appropriate procurement method: Decide whether a tender process or a negotiation process is appropriate based on the value, complexity, and risk of the procurement.
Develop a clear procurement plan: Develop a clear procurement plan that outlines the procurement process, timelines, evaluation criteria, and communication plan.
Publish the tender or negotiate with suppliers: Publish the tender on the appropriate platforms or negotiate with suppliers, ensuring that all potential suppliers have equal access to the procurement opportunity.
Form a tender committee: Form a tender committee consisting of members with relevant expertise and ensure that they are free from conflicts of interest.
Evaluate tenders or negotiated proposals: Evaluate tenders or negotiated proposals based on the specified criteria, ensuring fairness, transparency, and objectivity.
Notify suppliers of the results: Notify all suppliers of the results of the tender or negotiation process and provide feedback to unsuccessful suppliers.
Manage the contract: Once a supplier has been selected, manage the contract according to the terms and conditions outlined in the contract, ensuring that the supplier meets the required performance standards.
By following these guidelines, organizations can ensure that their procurement activities are conducted in a fair, transparent, and efficient manner, while also achieving value for money and meeting their business objectives.
