PROCUREMENT PROCESS FLOW

 PROCUREMENT PROCESS FLOW

1. Identification of Needs Description: User departments identify what is required. Sourcing Document: Requisition Form / Internal Memo 2. Procurement Request Description: Request is forwarded to the Procurement Unit. Sourcing Document: Purchase Requisition 3. Supplier Application Description: Suppliers submit their profiles for consideration. Sourcing Document: Application Letter, Company Profile etc. 4. Supplier Evaluation & Registration Description: Applications are evaluated and qualified suppliers are registered. Sourcing Document: Evaluation Form, Registration Certificate, Supplier Database 5. Supplier Selection Description: Registered suppliers are selected based on suitability. Sourcing Document: Shortlist Report, Request for Quotation (RFQ), Bidding Document 6. Invitation to Tender/Quotation Description: Bids are formally invited from selected suppliers. Sourcing Document: Request for Quotation (RFQ), Invitation to Tender (ITT), Bidding Documents 7. Proposal Submission Description: Suppliers submit both technical and financial proposals. Sourcing Document: Bid Submission Forms, Technical & Financial Proposals 8. Evaluation of Proposals Description: Technical and financial evaluations are conducted. Sourcing Document: Evaluation Report, Comparative Bid Analysis (CBA), Minutes of Evaluation 9. Negotiation Description: Procurement Unit engages with the best evaluated bidder to finalize terms. Sourcing Document: Negotiation Minutes 10. Contract Award & Signing Description: Contract is awarded and signed by both parties. Sourcing Document: Contract Agreement, Letter of Award, Notice of Acceptance 11. Delivery & Inspection Description: Goods/services are delivered and inspected. Sourcing Document: Delivery Note, Goods Received Note (GRN), Inspection Report 12. Payment & Record Keeping Description: Payment is processed; all documents are filed for auditing. Sourcing Document: Invoice, Payment Voucher, Procurement File.

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