Purpose and Scope
The purpose of this Procurement Policy Manual is to establish a framework for the procurement of goods, services, and works by Media Analysis and Research Center (MARC). This manual outlines the policies, procedures, and guidelines for procurement to ensure that all procurement activities are conducted in a fair, transparent, and accountable manner.
This manual applies to all procurement activities undertaken by MARC, including the procurement of goods, services, and works related to the aims and objectives of the MARC. The scope of this manual is comprehensive, covering:
- Acquisition of goods (equipment, furniture, supplies)
- Procurement of services
- Procurement of works (construction, renovation, maintenance of buildings and infrastructure)
- Travel and accommodation services
- Utilities, insurance, and other services
This manual is applicable to all MARC employees, consultants, contractors, partners, and stakeholders involved in procurement activities.
Definitions
- -Procurement: The process of acquiring goods, services, or works from external sources.
- Tender: A written offer to supply goods, services, or works at a specified price.
- Contract: A binding agreement between MARC and a supplier for the provision of goods, services, or works.
Procurement Principles
1. Transparency: All procurement activities will be conducted in a transparent manner.
2. Accountability: All procurement activities will be conducted in an accountable manner.
3. Fairness: All procurement activities will be conducted in a fair manner.
4. Value for Money: All procurement activities will aim to achieve value for money.
Procurement Procedures
This Procurement Policy applies to all acquisitions of goods and services at Media Analysis and Research Center (MARC). Although not all purchases require a formal tender process, they remain subject to this policy. The relevant business unit seeking to acquire goods or services is responsible for adhering to this policy, consulting with the Procurement Manager or Financial Services as needed.
Procurement Methods
- Open Tendering
Open tendering shall invite tenders from all interested suppliers through public advertisements, ensuring maximum competition and transparency. This method is typically used for high-value or complex procurements. - Restricted Tendering
Restricted tendering involves inviting tenders from a select group of suppliers who have been pre-qualified or shortlisted based on their expertise, experience, and capabilities. This method is often used for specialized or niche services. - Direct Procurement Direct procurement involves procuring goods, services, or works directly from a supplier without tendering, often due to urgency, sole-source suppliers, or low-value transactions. This method requires justification and approval from authorized personnel to ensure accountability and fairness.
Procurement Approval
To ensure that procurement activities are properly authorized and controlled, MARC has established the following approval procedures:
Approval Authority
The Director has the ultimate authority to approve all procurement activities, ensuring that they align with MARC’s strategic objectives and policies.
Approval Threshold
The approval threshold is Rs. 10,000. Above which all procurement activities require approval from the Director. This threshold is established to ensure that significant procurement decisions are subject to proper review and authorization.
Additional Approval Requirements
In addition to the approval threshold, certain procurement activities may require approval from other authorized personnel, such as:
- Procurement of goods or services that is critical to MARC’s operations or reputation
- Procurement of goods or services that involve a high degree of risk or uncertainty
- Procurement of goods or services that require specialized expertise or knowledge
Delegation of Approval Authority
The Director may delegate approval authority to other authorized personnel, such as the Secretary for specific procurement activities or thresholds. Any such delegation shall be in writing and must specify the scope and limits of the delegated authority.
Contract Management
- Contract Administration: The Director is responsible for administering all contracts.
- Contract Monitoring: The Chairman will responsible for monitoring all contracts to ensure compliance with terms and conditions.
Procurement Records
- Record Keeping: All procurement records will be kept for a minimum of 2 years.
- Record Management: The Secretary shall be responsible for managing all procurement records.