Understanding Procurement

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.

Direct ContractingLow value, proprietary and specialist goods and services can be procured through single quotation

ShoppingQuotation from three suppliers to be obtained for procurement of office equipment, consumables, lubricants, STI drugs, office furniture, audio video equipment, condoms, etc

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

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.

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