Plan for procurement
PROCUREMENT PLAN FOR RICE AND EXERCISE BOOKS
| Stage | Activity | Responsible Person/Committee | Details/Remarks |
|---|---|---|---|
| 1. Needs Identification | Determine quantity and quality of rice and exercise books required for the school term/year. | School Headteacher, Teachers, Storekeeper | - Rice for school feeding program (e.g., 20 bags @ 50kg each). - Exercise books for pupils (e.g., 200 dozens of 200-page books). |
| 2. Preparation of Procurement Requirements | Prepare item specifications and procurement request. | Procurement Committee | - Rice: 50kg bags, Grade 1, long grain, dry, free from impurities. - Exercise books: 200 pages, ruled, strong cover, A5 size. |
| 3. Budgeting | Check availability of funds in school budget. | School Accountant, Headteacher | Ensure items are captured in the school annual budget under feeding program and instructional materials. |
| 4. Procurement Method Selection | Decide method of procurement based on value. | Procurement Committee | - Competitive quotation from at least 3 pre-qualified suppliers (per Public Procurement Guidelines). |
| 5. Preparation of Tender/Quotation Documents | Draft request for quotations and send to suppliers. | Procurement Committee | Include specifications, quantities, and delivery timelines. |
| 6. Receipt of Quotations | Collect sealed quotations from suppliers. | Procurement Committee | Ensure quotations are received before deadline and recorded in a register. |
| 7. Evaluation of Quotations | Evaluate based on price, quality, supplier reliability. | Tender/Procurement Committee | Use an evaluation matrix: Price (40%), Quality (30%), Delivery (20%), Past performance (10%). |
| 8. Recommendation of Supplier | Prepare evaluation report and recommend supplier. | Procurement Committee | Forward report to Headteacher for review. |
| 9. Approval by BOM | Present procurement plan, budget, and recommended suppliers for approval. | Headteacher, BOM | BOM meeting held to approve procurement of rice and exercise books. Minutes recorded. |
| 10. Award of Contract/Order Placement | Issue Local Purchase Order (LPO) to successful suppliers. | Headteacher, Procurement Officer | Copy sent to supplier, accounts, and stores. |
| 11. Delivery and Inspection | Supplier delivers items to school. | Storekeeper, Procurement Committee | Inspect rice for quality, weigh and count bags. Check exercise books for correct specifications. |
| 12. Payment | Prepare payment voucher and effect payment. | Accountant, Headteacher, BOM Finance Committee | Payment made after goods have been received and verified. |
This plan follows the proper procurement cycle: Needs identification → Budgeting → Tendering → Evaluation → Approval → Award → Delivery → Payment.
