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Understanding Procurement

Understanding Procurement. Procurement of Goods & Related Services while Implementing TIs. All NGOs to follow the guidelines given in NACO’s Procurement Manual The following activities need consideration of procurement:

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Understanding Procurement

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  1. UnderstandingProcurement

  2. Procurement of Goods & Related Services while Implementing TIs • All NGOs to follow the guidelines given in NACO’s Procurement Manual • The following activities need consideration of procurement: • Rent of office building – It is a service procurement. Rent agreement to be signed. • Office furniture/audio visuals/computers/office stationary and consumables/STI drugs/ Needles & Syringes/ Lubricants/Condoms – It is goods procurement. Direct Contracting or Shopping Procedure as outlined in NACO’s Procurement Manual.

  3. Applicable Procurement Procedure Direct Contracting Low value, proprietary and specialist goods and services can be procured through single quotation Shopping Quotation from three suppliers to be obtained for procurement of office equipment, consumables, lubricants, STI drugs, office furniture, audio video equipment, condoms, etc

  4. Steps for Shopping Procurement • Preparing specifications of goods to be procured • Issuing quotation enquiry to minimum 3 prospective suppliers • Making comparative statement of the goods offered and evaluating substantial responsiveness/compliance of the goods to the required specifications and quantity • Issuing Purchase Order based on the above evaluation signed by the NGO head, PM and Accountant • Entering the goods received in the asset/stock register separately maintained by the project

  5. Considerations for Drug Purchase Drugs, up to financial limits prescribed in the NGO/CBO Guidelines to be procured by NGOs All drugs procured should be manufactured from WHO-GMP certified manufacturer. List of such manufacturers is available in the above guideline.

  6. Procurement Control • All purchases are duly authorized and approved before the goods and services are ordered • All goods received and services rendered are according to specifications and in quantities requested for • Liability for all purchases is accurately reflected in the books of account and suppliers are paid only in accordance with the agreed terms • Goods ordered are actually received into stores as maybe appropriate and relevant accounting records are updated accordingly • A stock register should be maintained for individual drugs at the main office and at clinic sites

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