• Procedures
• Requisitions
• Approved Suppliers
• Quotations
• Tenders
• Miscellaneous

Procedures

• lay down written policies and procedures governing procurement
• promulgate and clearly explain these guidelines been to all staff
• regularly review and update the procurement instructions

Requisitions

• provide an official requisition for purchases
• define approval process for a requisition
• make known to all staff concerned the requisition process
• maintain a list of specimen signatures of the approving officers for checking of authenticity

Approved Suppliers

• maintain a list of approved suppliers
• establish a prescribed system for the inclusion and/or deletion of suppliers from the list
• establish a performance appraisal of the approved suppliers

Quotations

• clearly specify the circumstances for purchasing goods by quotation
• provide safeguards against order splitting
• carry out checks to confirm the authenticity of quotations or reasons for non-quotation
• perform random checks to ensure the prices obtained for direct purchases are fair and reasonable
• put security measures in place to prevent mislaid quotations and unauthorised release of information

Tenders

• give complete information in the tender documents
• despatch tender documents by certified or registered mail
• request tenderers to confirm bids or submit a nil response
• maintain a tender summary
• double-lock the tender box with the keys held separately by two staff members of appropriate level
• lay down appropriate procedures for opening tenders and criteria for the evaluation of tenders
• keep the tender information confidential before a decision is made
• notify unsuccessful bidders of the tender result
• put conditions and procedures in place for the waiver of competitive tender procedures

Miscellaneous

• make known the organisation's policy on conflict of interest and staff acceptance of advantages to all suppliers
• clearly segregate duties to minimise the opportunities for corrupt collusion
• regularly transfer staff, both for career development and to minimise the potential for syndicated corruption
• keep a record of the receipt, movement and disposal of samples