Sample Purchase Requisition Form Page 17
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34Evaluate the “best and final” offers and submit a
recommendation in writing to the approving authority.
Approving
Ensure the recommendation is in accordance with the
Authority
laid down criteria and justified, reviewing all the bids
received as necessary.
Consider the need for re-tendering if the original
tender requirements have been substantially changed
after negotiation to avoid perception of unfairness to
the unsuccessful bidders.
2.10
Ordering and Receiving Goods
Issue
serially-numbered
purchase
orders
Procurement
Staff / User
( Appendix 5), specifying in detail the requirements
as approved (e.g. goods specification and quantity).
Assign
a
staff
member,
preferably
one
not
participating in selecting the supplier (if resources
allow), to inspect the goods delivered against the
Purchase Order to ensure that there is no short
delivery or substandard goods.
For high-value purchases, assign a supervisor to
monitor and counter-sign the receipt of goods.
Arrange testing of the goods delivered by competent
staff (e.g. computers by IT staff) before acceptance.
Require the staff to certify acceptance of goods within
a specified time limit upon delivery and ensure the
supplier makes good any shortfall without delay.
11
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