Procurement Manual

Document Control

Document Control Sheet

Name of Document Revised Procurement Manual

Approved By
Management Committee
Committee; Secretary SIHS, Manager Stores, Manager
Prepared By
Procurement
Presented for Approval
7th September 2019
on
Unit Heads, Deputy Medical Director, GM SMDC
Distribution Common Department Heads, Secretary - SIHS, All
HODs, HOD Procurement, Manager Stores

Revision Date Revision

31st May 2014 Work Flows & Forms are replaced with the new
formats as per newly implemented Stores,
Procurement & Payable System

7th Sep 2019 Revision of Procurement Manual

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Table of Contents

Introduction, Objective 5

Guiding Principles 6

Work Matrix 7

Definitions 8-9

Terms & Conditions of Pre-Qualification 10-11

Terms & Conditions for Post Qualification Procurement 12-13

Black Listing, Post Evaluation of Vendor 14

Procurement / Purchase Procedure (Local) 15

Pre-Qualification of Vendor 16-17

Documents for Pre-Qualification 18

Evaluation of Vendor 19

Calling Quotations / Approval of Rate List 20-21

Preparation / Finalization of Purchase Demand 22

Emergent Demand 24

Projects 25

BHT Procurement Committee 25

Branding of Supplies with SIHS Logo 25

Procurement through Import 26-32

Handling of Contract Documents 33

Preparation / Issue of Purchase Order 34

Preparation / Issue of Work Order 35-36

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Delivery / Follow up & QC 37-39

Work Instructions for Payment 40

Vendor Pre-qualification Form – Annex-A 41-44

Vendor Post Evaluation Form – Annex-B 45

Specimen Advertisement – - Annex-C 46

Vendor Selection Scoring Sheet – Annex-D 47-48

Terms of Reference BHT Procurement Committee – Annex-E 49-54

Goods Receipt Note (GRN) 55

Goods Return Note 56

Purchase Order, Purchase Demand 57

Requisition 58

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Abbreviations

Abbreviation Description
Dy MP Deputy Manager Procurement
AMP Assistant Manager Procurement
CapEx Capital Expenditures
CE Chief Executive
CFO Chief Financial Officer
COO Chief Operating Officer
GM General Manager
GRN Goods Receipts Note
OpEx Operating Expenditures
PO Purchase Order
WO Work Order
Q. Call Quotation Call
QC Quality Control
SIHS Shalamar Institute of Health Sciences
SV Service Voucher
SMDC Shalamar Medical & Dental College
SNC Shalamar Nursing College
SSAHS Shalamar School of Allied Health Sciences
SH Shalamar Hospital

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INTRODUCTION

The “Procurement Manual” provides the essential information and brief step-by-
step procedures for procurement of goods, works and services. This document is
intended to guide the procurement officials directly involved in the procurement
activities. It also intends to help in understanding the procurement processes and
to achieve uniformity in procurement processes. Efforts have been made to
outline procedure to exercise economy, avoid pilferage, increase efficiency and
enforce fairness.

Procurement is the acquisition of goods, services or works from an external

source. It is desirable that the goods, services or works are appropriate and that
they are procured at the best possible cost to meet the requirement of the end
user in terms of quality, quantity and delivery time. Ensuring value for money is
the basic principle of all Procurement activities.

The purpose of this manual is to establish the policies and procedures of SIHS
concerning the acquisition of goods and services. The procurement policies and
procedures are designed to ensure timely, efficient, and economic procurement,
within the guidelines of good business practices. Unless stated otherwise, these
policies and procedures will apply to all procurement actions of SIHS irrespective
of funding source and payment method. All purchases and procurements shall be
reasonable and necessary (i.e., no unnecessary items shall be purchased.

Objective

To maximize value for money in the acquisition of goods and services through
fair, open and transparent purchasing practices which comply with all applicable
legislations and trade agreements, resulting in the highest quality of service
delivery.

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Guiding Principles

1. Satisfaction of Requisitioning Departments &End User

To procure quality goods and services in the appropriate quantity and time
to fully satisfy the requisitioning departments requirements

2. Vendor Analysis
To encourage meaningful participation of suppliers in a competitive
process prior to the establishment of a business relationship or contract
award.

3. Procurement Process
To solicit, using the highest standards of professionalism and ethical
conduct, bids or proposals from which to make a choice for award of a
purchase order or contract. The form of competitive bidding, solicitation
and contract will be auditable, open, without favoritism and the most
appropriate for the related requirement.

4. Risk Management
To reduce the risk and potential for internal and external conflicts of
interest through the application of specific and transparent policies. To
ensure patient and staff safety are considered in all purchasing decisions.

5. Efficient Purchase
To maximize value for money in all acquisitions, applying leading practices
when making purchasing decisions.

6. Dealing with Suppliers

To treat suppliers with courtesy, fairness, respect, honesty and
professionalism and to ensure that no supplier has an unfair advantage
over its competitors. To respect and not to disclose Suppliers’ confidential
information.

7. Exceptions
Any exceptions to the laid down procedures require written justification
and the approval in accordance with approved SOPs mentioned in this
manual.

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Work Matrix

Sr Activity Responsibility Documents

#
Pre-qualification, COO SH, CFO, HOD QMD,
“Vendor pre-qualification Form”
Selection & HOD Procurement, Manager
1. “Vendor Evaluation Sheet”
Evaluation of Admn SH, GM SMDC
Vendors
Issue of List of Pre-
2. HOD Procurement Approved Vendor List
qualified vendors
Formulation of list of
HOD Procurement Category wise list of items duly
3. Items (category wise)
Department approved by Unit Head
to be purchased
Calling of quotations
HOD Procurement
4. from pre-qualified Quotation Form
Department
vendors
Formalization of COO SH, CFO, HOD “Quotation Form (for one item) “
5.
Approved Rate List Procurement, GM SMDC “Comparative Rate list”
Receipt of “Approved Purchase Demand”
Manager Store and HOD
6. Requisition & issue of “Capital Assets Purchase
Procurement Department
Purchase Demand Approval”
Preparation and HOD Procurement
7. issue of Purchase Department /Approving “Purchase Order”
Order Authority
Preparation and HOD Procurement / “Work Order”
8.
issue of Work order Approving Authority
“Goods Receipt Note”
HOD Procurement
Delivery Follow-up & “Pending Purchase Orders”
9. Department / Manager
QC “Intimation of Rejected Materials”
Stores,
“Debit Note”
Procurement through “Capital Assets Purchase
Import and Custom Approval”
10. CFO, HOD Procurement
Clearance “Letter Of Credit”
“Custom Clearance”
Purchase and “Purchase Invoice”
11. HOD Procurement
Invoice posting “Work Invoice”
“Payment Advice”
12. Payments HOD Procurement, CFO
“Advance Payment Request”
HOD Procurement/
13. Contract Handling Concerned Department “Contracts / Agreements”

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Definitions

1. “Authorized Representative” means any representative appointed, from

time to time, by the Purchaser or the Supplier.

2. “Goods” means equipment, machinery, and/or other materials/supplies

which the Vendor is required to supply to the Purchaser under the
Purchase Order / Contract against each item / sub-category.

3. “Services” means work to be done by the supplier or other such

obligations which the Supplier is required to provide to the Purchaser
under the Purchase Order / Contact.

4. “Repair / Maintenance” means repair / maintenance, up gradation of any

existing item.

5. “Purchase” means purchase of any new Item/Software or replacement

/purchase of item in case of complete damage of existing item or non-
repair item.

6. “RFP” means request for proposal.

7. “RFQ” means request for quotation.

8. “Supplier” means the Firm / Contractor selected by the Purchaser to

deliver the required Goods or Services under the Purchase of Order /
Contract.

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9. “Purchase Work Order” means a document issued by the Purchaser to

the Supplier for the delivery of Goods or Services or Repair / Maintenance
as required by the Purchaser.

10. “Commencement Date of the Contract” means the date of signing of

the Contract between the Purchaser and the Contractor.

11. “Contract” means the agreement entered into between the Purchaser
and the Contractor, as recorded in the Contract Form signed by the
parties, including all Schedules and Attachments thereto and all
documents incorporated by reference therein.

12. “Contract Price” means the price payable to the Contractor under the
Purchase Order/Contract for the full and proper performance of its
contractual obligations.

13. “Day” means calendar day.

14. “SIHS” means Shalamar Institute of Health Sciences.

15. “SMDC” means Shalamar Medical & Dental College.

16. “SNC” means Shalamar Nursing College.

17. “SSAHS” means Shalamar School of Allied Health Sciences.
18. “SH” means Shalamar Hospital.

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Terms & Conditions of Pre-Qualification

a. The pre-qualification tenure will be for two (2) years, subsequently at the
end of tenure the pre-qualification period may be extended to another term
with the approval of COO SH.

b. Under the pre-qualification, vendors will be shortlisted for subsequent

procurement of goods and services as per firms proposed categories /
subcategories.

c. The request for among all the pre-qualified Vendors, Quotations (RFQs)
shall be called to all prequalified firms for the specific procurement of
goods and services.

d. All potential bidders must indicate their intention for selection, for single or
multiple categories i.e. the potential bidder may participate in more than
one category, as per the “Pre-qualification Form”, (Annex-A).

e. Vendors are required to submit a signed copy of Compliance Certificate

while affixing official stamp on it including name, title, fax number and
e-mail address of the their authorized representative.

f. Certificate of Company/Firm/Contractor Registration/Incorporation under

the laws of Pakistan.

g. Valid Registration Certificate for Income Tax & Sales Tax.

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h. Incomplete and conditional responses will not be entertained.

j. SIHS reserves the right to accept / reject wholly or partially any response or
cancel the pre-qualification process altogether at any stage of the pre-
qualification process without assigning any reason.

k. Responses are liable to be rejected if; they are not conforming to the terms,
conditions and specifications stipulated in the pre-qualification document.

l. Responses submitted via e-mail or fax will not be entertained.

m. The term of Prequalification would be two (02) years.

n. The potential bidder should be registered with Sales Tax and

Income Tax Department.

o. An affidavit on legal stamp paper worth Rs.100/- to the effect that the firm
has not been blacklisted by any Government / semi Government
organization, and there is no litigation against the firm.

p. Firms/Contractors should note that during the period from the

receipt of the proposal and till further notice from the authority, all queries
should be communicated via contact person and in writing only.

q. The purchaser will not be responsible for any costs or expenses incurred by
Firms/Contractors in connection with the preparation or delivery of
proposals.
r. Manufacturers, Super Stores and sole distributors shall be pre-qualified
on production of Registration/ Certificate.

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TERMS & CONDITIONS FOR POST QUALIFICATION PROCUREMENT

Following conditions of the Purchase/Services/Repair & Maintenance will be

applied to the post-qualifications procurements:-

a. Incomplete and conditional responses will not be accepted.

b. The selected pre-qualified bidder will be responsible to deliver

equipment at the sites at its own risk and cost.

c. The supplier will confirm the Acceptance / Acknowledgment of its

receipt on Purchase Orders / Work Order after the receipt of the
Purchase Orders / Work Order from the Purchaser.

d. All goods must be accompanied by Delivery Challan on which the

Order No., quantity and supplier’s name is clearly shown.

e. The period of deliveries / repair & maintenance will commence from

the date of the receipt of the Purchase Order by the supplier or as
specified on the Purchase Order / Work Order.

f. Unless otherwise ‘agreed’, delivery of the material against

Purchase Order shall be made at Stores Department of SIHS.

g. The Purchaser will inspect any goods when received and Repair &
Maintenance work at designated offices by Authorized Officials as
per Purchase / work order issued to the Firm.

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h. A satisfactory report regarding goods delivered / Repair &

Maintenance work shall be furnished by the end user.
j. Goods supplied must correspond in all respects, with the Purchase
Order and must conform in every respect to sample specification. In
the absence of sample, goods supplied must be the best and of first
class workmanship as approved by the Quality Assurance
Committee, failure to comply with this Clause will render the goods
liable to be rejected.

k. All items must meet in all respects with the description details and
conditions of the Purchase Order, and must be in good condition on
receipt, otherwise they will be liable to rejection.

l. The supplier will deliver the goods ordered to the Manager Stores
department who will sign on each delivery note, otherwise the
Purchaser will not be held responsible for the goods delivered
contrary, to this instruction.

m. In case of rejection of goods or items by store, it will be at supplier’s

risk and expense. Any item received damaged will not be accepted
and will be removed by the supplier for replacement at their
expense.

n. In case of delay a committee headed by Unit Head and

representatives from Finance & Procurement Department as its
members reserves the right to impose a penalty not exceeding 10%
of the total amount of the Work / Purchase Order contract at the
rate of 1% for each week of delay.

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o. Blacklisting
(1) If the Supplier fails / delays in performance of any of the
obligations, under the Purchase Order/Work Order/Contract
and violates any of the provisions, breach of any of the terms
and conditions of the Purchase Order / Contract, a
committee headed by Unit Head and representatives from
Finance & Procurement Department as its members, may at
any time, without prejudice to any other right of action /
remedy it may have, blacklist the Supplier, either indefinitely
or for a stated period.

(2) If the Supplier is found to have engaged in corrupt or

fraudulent practices in competing for the award of the
Purchase/Work Order/Contract, a committee headed by Unit
Head and representatives from Finance & Procurement
Department as its members may, at any time, without
prejudice to any other right of action / remedy it may have,
blacklist the supplier, either indefinitely or for a stated period.

p. In case of any dispute, the matter will be referred to the CE SIHS

whose decision will be binding on both parties.

Post Evaluation of Vendors

All pre-qualified vendors, on approval by Committee and award of contract for

supply of goods / material/ services shall be evaluated at least two months before
the completion of the contract period as per the Form for Evaluation of
Supplies/Services attached as Annex-B.

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Procurement / Purchase Procedure (Local)

Following stepwise procedure for purchase / procurement of goods, works and

services shall be followed:-

a. Pre-qualification of vendor.
b. Approval / preparation of list of pre-qualified vendors by following
Committee:-
(1) Head of Committee COO-SH
(2) Members CFO
GM SMDC
HOD Bio Medical Department
Manager Administration SH
(3) Secretary HOD Procurement Department

c. Preparation of category wise list of items for calling quotations.

d. Calling of quotations from pre-qualified vendors.
e. Selection / approval of vendor / lowest bidder.
f. Issue of Purchase of Order/Work Order after approval by
competent authority.
g. Delivery of goods by vendor.
h. Receipt of goods by Store / preparation of GRN.

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Pre-Qualification of Vendors

The vendor selection and evaluation shall be carried out for all types of
transactions including supplies, services of high value equipment. Application
shall be sought by HOD Procurement for pre-qualifying of vendors for supply of
goods/material and services through an advertisement in country vide
newspapers. Specimen advertisement is attached at Annex-C.

A step-by-step supplier selection process helps to make routine purchases, well

transparent. Supplier selection criteria are attributes that a procurement
department values in its arrangements with suppliers. Examples include criteria
such as “Cost & Value,” “Quality & Safety,” and “Agility.”

Vendor Selection

General Instructions for Vendors / Submission of Pre-Qualification

Documents

1. Vendors are selected and approved on criteria mentioned in “Vendor Pre-

qualification Criteria/Score Sheet” attached as Annex-D to achieve following
objective:-

a. To identify financially well-established parties.

b. Minimize the chances of creating monopoly of any specific
suppliers or to break cartels.
c. To avoid bogus entries attempted by the vendors
d. To streamline and categories vendors for different supplies and
services.

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e. Minimize the chances of involvement of middle man, broker and

agents.

2. Vendors will be Pre-qualified biennial in last quarter of second financial year

so that the next financial year will be started with approved vendors and rates.
3. Pre-qualification will be called through advertisement in newspapers.
Specimen Advertisement is attached as Annex-C.
4. The pre-qualification document in prescribed form duly completed and signed
shall be submitted in the office of Head of Procurement Department,
Shalamar Institute of Health Sciences, Shalamar Link Road, Mughalpura,
Lahore.
5. Prospective applicants may seek clarification regarding the scope of work and
/ or the requirements for pre-qualification, in writing. Any clarification given by
the Institute will be forwarded to all those who have obtained the pre-
qualification document. No request for clarification will be considered after
receiving the pre-qualification Form.

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Documents for Pre-Qualification

The HOD Procurement Department will prepare following set of documents

which will be handed over to applicant desiring to apply for pre-qualification:-

a. Vendor pre-qualification Form. Annex-A

b. General introductions for vendor

c. Terms & conditions for Pre / Post

Qualification of vendors

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Evaluation of Vendors

For the purpose of pre-qualification, applicants will be evaluated as

per the evaluation criteria / score sheet given in Annex-D as follows:-

a. The sealed applications will be opened by the following Committee

for initial criterion:-

(1) Head of Committee HOD Procurement

(2) Members Manager Administration SH
(3) Representative Finance Department
(4) Secretary Manager Procurement

b. The above Committee shall open the sealed applications for

carrying out initial evaluation as per evaluation criteria.

c. The above Committee shall make a list of applicants who qualify

the initial criterion as per the evaluation score sheet, prepare list for
further evaluation by the committee constituted for approving the
pre-qualified vendors who come on merit and qualify to be
registered as pre-qualified vendors with the Institution.

d. Each selected vendor will have unique ID number auto generated

by ERP system at the time of approval of vendor.

e. The committee constituted to approve the vendors shall make a

list of approved vendors who pre-qualify. The committee shall
ensure that at least 4 pre-qualified vendors are approved for each
category.

f. In case if there is only one vendor available for any required

material then that vendor would stand “APPROVED”. “Vendor
Selection Form” of such vendor(s) will be clearly marked “ONLY
ONE SOURCE AVAILABLE FOR THE REQUIRED QUALITY
MATERIAL”. In such cases the Procurement Department shall
advertise for pre-qualification of new vendors after six months.

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Calling Quotations / Approval of Rate List

The HOD Procurement shall finalize category wise list of items for calling
quotations from pre-qualified vendors.

Request for quotation (RFQ) is a process with a purpose to invite suppliers into a
bidding process to bid on specific products or services.

1. No quotation shall be called for Cash Purchases up to Rs.10,000/- per

Purchase transaction.
2. The HOD Procurement Department, shall forward these demands
(category wise) to pre-qualified vendors for seeking quotations. At least
three quotations from vendors shall be sought for consideration.
3. Analysis / Approval of Quotations and Rate List. The HOD
Procurement shall prepare comparative list for each category of goods
separately for consideration / approval of the committee. Depending upon
the rate offered by the vendors, any other vendor can also be considered
if the lower rates have been offered by the vendor. Following Committee
shall approve the rate list of items:-

a Head of Committee: COO-SH

b. Members GM-SMDC
Manager Admn SH
Manager Finance Department

HOD Bio-Medical Department

as Coopted Member for
advice only

c. Secretary HOD Procurement

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4. The finalized and approved rate list shall be signed by above Committee,
and shall be communicated to all vendors who have submitted quotations for the
category of good / services. The approved vendor shall be offered a letter
communicating that his offered rates are approved.

5. The Procurement Department shall sign a contract with the vendor for
supply of goods / services as per the approved rate list. The term of contract can
be left at the discretion of the committee. The Head of Committee shall negotiate
the rate and terms/condition of the contact with the vendor and make
recommendation before the above committee for consideration and approval.

6. For specific items in which a vendor has expertise & repute or sole
dealership / agency, no other quotations are called and procurement of such item
is negotiated with that particular vendor only.

7. The Procurement Department shall provide catalogue / brochures of the

items to the originator, if required at the time of requisition.

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Preparation / Finalization of Purchase Demand

Purchase requisitions shall be initiated by the end-user both for OPEX & CAPEX
items based on budget estimates. It must, at a minimum, contain the following:-

a. Accounting codes.
b. Quantity required and unit of measure (i.e. case or each).
c. A complete description of the goods and/or services required
including complete technical specifications (as appropriate to the
complexity of the sourcing event). The requisition form should be
comprehensive and should have all mandatory fields.
d. Required Delivery date.

Approvals
Store issue requisitions shall be checked by concerned HOD and final approvals
shall be made as per the following protocols:

a. Shalamar Hospital:

(1) All medical related Store supplies the Store Issue requests shall be
approved by Deputy Medical Director as per approved financial
powers, and shall refer to Chief Operating Officer for approval
amount exceeding his/her financial powers.

(2) All non-medical / Admin related supplies issues shall be approved

by Manager Admin Shalamar Hospital as per approved financial
powers and shall refer to Chief Operating Officer for approval
amount exceeding his financial powers.

(3) All fixed asset items shall be approved by COO SH / BHT

Procurement Committee.

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b. SMDC

(1) All operational supplies shall be approved by GM SMDC or Vice

Principal Admin in accordance with the/or approved financial
powers.

(2) All fixed asset items shall be approved by Principal SMDC / BHT
Procurement Committee.

c. SSAHS. The Principal SSAHS shall approve all opex demands being the
unit head, however fixed assets capex shall be approved by Principal
SSAHS/BHT Procurement Committee.

d. SNC. The Principal SNC shall approve all opex demands being the unit
head, however fixed assets / capex shall be approved by Principal
SNC/BHT Procurement Committee.

e. SIHS Common Departments

(1) It includes SIHS secretariat and common departments.

(2) All Store supplies Issue requests for items to be utilized for
internal consumption of the department shall be approved by
Secretary SIHS as per approved financial powers and shall obtain
approval from CE-SIHS for amount exceeding his financial powers.

(3) All fixed asset items shall be approved by CE SIHS/BHT

Procurement Committee.

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f. Catering:

All stores supplies for cafeteria shall be approved by Head of

Catering Department before it is being sent to Store for issues.

g. Power Management :

All stores supplies related to power management shall be handled by

Incharge Power Management and approvals accorded/arranged as per
the financial powers/competent authority.

Procurement Requisitions

a. In case the items requested are not available in the Stores the
Store Incharge shall forward a Purchase Demand based on the
demand received.

b. The store Incharge shall maintain the ordering levels of store items
based on the available consumption history and departmental
requirements. The Store in charge shall raise a Purchase demand
to ensure maintaining of levels and forwarded to Purchase
department.

Emergent Demands

a. The emergent demands shall be handled on priority by the

Procurement Department after personal approval in writing by the
concerned unit head. The supplies shall be arranged immediately.

b. Ex-post-facto approval shall be obtained by Procurement

Department from the concerned unit head.

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Projects

a. Projects will be handled by the Project Director as per SOP

“Handling of Projects”. All projects shall be handled through an
independent code initiated by Finance Department. Any
requirement of purchase within the project would be met by
Procurement Department after approval of relevant requisition by
the competent authority.

b. The Purchase Order / Work Order shall be prepared, on the basis

of approved project minute sheet forwarded by Project Director, in
favour of approved / selected vendor either by the Project Director
or by HOD Procurement Department after approval by the
competent authority.

c. The concerned Project Incharge shall be responsible for initiating

requisitions demands in the i2 system for medical / other equipment
of the project if required.

BHT Procurement Committee

A BHT Procurement Committee comprising of two Trustees and members shall

approve the Purchase demand of Capital Expenditure in accordance with the
Term of Reference set for the Committee which are attached at Annex-F.

Branding of Supplies with SIHS Logo

The HOD Procurement Department shall make an effort to arrange branding of

supplies with SIHS Logo where possible; Tissue Boxes, Ball Points etc through
the Vendor / Supplier.

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Procurement Through Import

Imports are products imported directly into a country and / or through the
manufacturer’s authorized agent / distributor.

1. Procedure through Import. All the departments; Bio Medical,

Finance and Procurement have their respective responsibilities in import of
medical equipment. These are listed below:-

a. Indenter. The indenter will decide about the type of equipment

required, lay down specification in consultations with Bio Medical
Department and arrange its approval through procedures in vogue.
The indenting department along with Manager Administration SH
shall also be responsible to ensure all pre installation civil /
electrical and other work before the arrival of consignment. The
concerned end user HOD shall ensure that the room is ready in all
respects before the arrival of the equipment.

b. Procurement Department

(1) Will process the order as per approval by competent

authorities / BHT Procurement Committee.

(2) Shall be responsible for dealing with vendors / suppliers to

finalize the terms of Performa Invoice. The HOD
procurement shall ensure that all particulars of Performa

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Invoice are complete at the time of submission to the

Finance Department.

(3) On intimation of clearance of goods, the HOD Procurement

shall coordinate with HOD Admin, concerned department,
Bio Medical and Finance Department for delivery of goods at
the premises and arranging the security. Manager Stores
shall also be intimated regarding the arrival/schedule of
goods by the Procurement Department.

(4) Will arrange unloading of consignment through

Vendor/Supplier/bio medical representative on arrival of the
consignment in SIHS’s premises.

(5) On intimation from Bio Medical Department shall

immediately arrange the replacement of discrepancies /
missing damaged items from the vendor.

(6) Will provide the copy of signed service contract, where

applicable, to Biomedical Department to ensure
implementation accordingly.

(7) The bills of clearing agent and insurance surveyors shall be

forwarded by Procurement to Finance Department after
vetting for payment purpose.

(8) Will provide the contact number of supplier / copy of

Purchase Order to biomedical department. The biomedical
department will fix the date of installation with consultation
of end-user department and inform the supplier accordingly
to proceed for the installation and commissioning of supplied
equipment.

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(9) Shall immediately intimate the date of warranty as agreed at

the time of signing the contract/ purchase order, immediately
to Bio Medical and Finance Department alongwith relevant
documents for necessary action. The date of warranty of the
equipment should commence with effect from date of
commissioning of equipment.

c. Finance Department.

(1) Shall fill the LC document based on the information given by

Procurement Department and submit the forms to the
bank to get the draft LC. The HOD Procurement shall share
the draft with the supplier to get their vetting and to minimize
the chance of future amendments in LC.

(2) The timeline of LC shall be assumed to start after vetting/

acknowledgement of LC from Supplier’s through HOD
Procurement.
(3) Shall be responsible for arranging documents from the
concerned bank and shall coordinate with the clearing agent
for clearance of goods. In case of external Clearing Agent,
our official Clearing Agent will work closely with him to avoid
sharing of confidential data. The Finance Department shall
keep a close liaison with clearing agent to get the
consignment cleared and shall intimate the Procurement
department regarding clearance of goods.

(4) Shall arrange the insurance cover at the time of opening of

LC.

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(5) Shall call the Insurance Surveyor and coordinate the time
with all concerned to open the cartons.

d. Bio Medical Department

(1) Shall check specifications of equipment to meet the end-user

requirement.

(2) Will ensure safe unloading and placement of consignment, in

co-ordination with Stores Department.

(3) Will ensure the receiving of consignment as per packing list

provided by the supplier. The Bio Medical Department shall
immediately intimate the Procurement Department regarding
any discrepancies / missing or damaged items indicated /
included in the inspection report by surveyor as given/
agreed in the contract.

(4) Will manage the schedule with supplier for

installation/training and fulfilling all contractual obligations.

(5) Will keep Service Manuals and monitor the warranty period /
after sale services as per purchase contract.

(6) After placement of order, the Department alongwith Manager

Administration SH will ensure to finish pre-installation civil /
electric work before arrival of consignment if required.

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e. Stores Department

(1) Once the cartons have been opened and quantity/quality

assured, the Stores Department shall issue the GRN and
shall take over / issue the goods to the concerned
Department as per procedures in vogue.

(2) Administration Department SH, SMDC will provide security

and labour to Stores Department for placement/moving the
consignment with in premises; where required.

f. Opening of Cartons

(1) On arrival of goods, the Supplier shall open the seal of the
package/carton in presence of the Insurance Agent and
Quality Assurance Committee. (It should be noted that
original seals of shipments are torn by Custom Authorities
for checking on air / dry port).

(2) The committee shall consist of the following:-

(a) Manager Stores.

(b) A representative of each of Procurement & concerned

department.

(c) Representative Bio Medical Department.

(d) Representative Finance Department.

5. Warranty, Extended Warranty, Post Warranty and Commissioning

Protocols

a. The Procurement Department shall strive to negotiate warranty

with parts for maximum possible period.

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b. The Bio-Medical Department shall render technical advice for

negotiation with the vendor to finalize the terms and conditions for
extended warranty as well as post warranty maintenance services.

c. A Committee headed by Unit Head, with HOD Procurement and

Bio-Medical Departments as members, shall assess the negotiated
terms and conditions for warranty, extended warranty and post
warranty terms and conditions, the approval shall be accorded by
COO-SH before concluding the contract with vendor.

d. The warranty period shall commence after the installation and

commissioning of the supplied equipment which should be certified
by signing service report by the end user and HOD Bio-Medical
Department and counter signed by Unit Head.

e. The Committee constituted vide Para-c above shall meet after

every six months to review all cases of post warranty maintenance /
service contracts falling within next six months and shall ensure
initiation of cases in time for renewal of the post warranty
maintenance contracts.

f. The CFO shall ensure inclusion of budget for post warranty

maintenance service charges of all bio-medical equipment in the
Shalamar Hospital annual budget.

g. The Bio-Medical Department shall be responsible for

implementation and execution, as per terms and conditions agreed

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for the post warranty services / maintenance, of all Bio-Medical

Equipment.

h. The Bio-Medical Department shall keep track record of all Bio-

Medical equipment held on the inventory of the Hospital which fall
under the category of contracts finalized with vendors for post
warranty maintenance / service.

j. The Bio-Medical Department shall workout the budget and CFO

shall arrange its inclusion in the annual budget of Shalamar
Hospital for the contracts of medical equipment which have been
finalized for Post Warranty Maintenance / Service without parts.

k. As far as the contract with parts is concerned the Bio-Medical

Department shall arrange its service / maintenance by initiating
their cases well in advance with the concerned vendor so that the
equipment does not get out of order and shall remain functional
throughout its warranty.

l. As regards the medical equipment whose post warranty

maintenance and service contract has been concluded without
parts, Bio-Medical Department shall be fully responsible for
initiating cases regarding the parts warranting, replacement,
maintenance or any other fault with the concerned vendor well in
advance to ensure that the medical equipment remains operational.

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Handling of Contract Documents

All contracts are processed, evaluated, finalized and approved through the
Procurement Department. Legal vetting wherever required shall be sought by the
concerned department. After the contract has been finalized and approved by the
respective unit head, the contract documents shall be handled and distributed as
follows:-

a. Procurement Department = Shall be the custodian of

original contract documents
and shall update as and when it
is amended from time to time.
Shall communicate any
amendment to all concerned.

b. Finance Department = Copy of the contract

documents, for handling of all
financial and asset management
matters.

c. Bio-Medical Department = Copy of contract documents

for execution, commissioning
and post warranty maintenance
service contracts and their
implementation (Medical related
equipment / material).

d. Administration Department = Copy of contract documents

for execution of all
administrative matters.

e. Stores Department = Copy of contract documents

for receipt and issue of
material and equipment as per
procedure in vogue.

f. Respective unit head = Copy of contract documents for

Secretariat information.

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Preparation / Issue of “Purchase Order”

1. Purchase order will specify:

a. Payment terms
b. Delivery dates
c. Item identification
d. Quantitates
e. Terms and all other obligations and conditions.

2. Purchase order will be prepared by the Procurement Department based on

approved Purchase demand and rate list in favour of selected Vendor.

3. Purchase order will be signed by HOD Procurement Department and Unit

Head or Secretary SIHS. Unit Head may assign his authority of approving
the Purchase Order to any other designated person.

4. Purchase order could be given to the vendor by mail service and/or by fax.
Vendor can also collect purchase order from Procurement Department.

5. “Purchase Order” three copies are distributed to:

a. Original - To Vendor
b. 2nd copy - To Procurement Department

c. 3rd copy - To Finance Department Preparation /

Issue of “Work Order

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Preparation / Issue of “Work Order”

A work order is a document in the replacement of a purchase order. Work order

shall be issued for procurement of all types of services and Turn Key
Projects excluding the utility bills, annual contracts The end product of a
work order can be a service or a turnkey projects. In other words a work order is
to be created when a customized job is required to be done by the internal or
external source or combination of both.

In case certain goods are to be received which will become part of inventory
system then regular purchase orders should be created and must follow the
approved SOP. The Work Order may be prepared as follows:-

1. Any department may raise a Service Requisition for any type of

services including repair or maintenance. The department head
shall approve the Service requisition.
2. The approved service requisition shall be forwarded to concerned
Service providing departments.
3. The concerned head of the Service Department shall evaluate the
requisition to determine that whether the required work can be
performed in house or from external sources.
4. In case any supplies are required from external sources the same
SOP shall be followed as mentioned in the previous paras.
5. Where services along with supplies are required the requisition
shall be forwarded for issuance of Work Order.
6. The heads of the Service Departments shall submit the estimated
price of work to the Procurement Department.
7. Based on the approved requisition the Procurement Department
shall initiate the Work order as per the approved rates and vendors.

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8. The work order shall be signed by HOD Procurement Department

and Unit Head or Secretary SIHS. Unit Head may assign his
authority of approving the Work Order to any other designated
person
9. Implementation of Work order shall be the responsibility of the
Head of Service Department.
10. HOD Procurement Department will post invoice for approval by
relevant competent authority on recommendations of end user /
concerned executing service department.
11. Invoice will be forwarded to Finance Branch for payment after
posting in ERP system.

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“Delivery / Follow-up & QC”

FOLLOW-UP AND DELIVERY

1. The Procurement Department will keep Liaison with vendor for quality of
material & timely delivery as per instructions in “Purchase Order”
2. The Procurement Department will inform the store, if delay is expected.
3. Procurement Department maintains “Pending Purchase Order” detail.

Delivery / Receipt of Goods

1. No stock / delivery shall be received in Store after 1430 hours and

vendors be informed accordingly. In exceptional cases special permission for
delivery / receipt of stores after 1430 hours shall be at the sole discretion of
COO-SH. After permission is granted by COO-SH the HOD Procurement shall
inform Manger Stores regarding time and type of delivery. The Manager Stores
shall intimate the Security Officer and arrange opening of Store in the presence
of Assistant Manager Security, representative of Procurement Department, AMD
on duty, senior most person of Repair / Maintenance (facility) Department and
person nominated for opening of Stores by Manager Stores.

2. Security Office be directed not to allow any Vendor Vehicle access after
1415 hours from the main barrier unless personally requested by the Store
Incharge.

3. The Stores Department shall not accept any delivery from the vendor in
the absence of following documents:-

a. The Purchase Order issued by the Procurement Department.

b. The Delivery Note by the vendor which must include the items,
number of packets, contents inside the packets as well as the total
quantity being delivered.

4. Physical check of all delivered goods is mandatory by the receiving person

of the Store Department.

5. A copy duly signed by the receiving person of Stores Department shall be

kept for record besides handing over the same to the vendor delivering the
goods.

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6. The Procurement Department shall issue instructions to all vendors,

delivering the goods to the Stores Department, to ensure implementation
of aforementioned procedure.

7. Return of Rejected Goods / Material. All damages / breakages/broken

seal in the consignment at the time of delivery shall be immediately
recorded in the Delivery Challan (DC) and intimated to the Procurement
Department by Store Department.

8. Once material has been rejected, the Procurement Department

will issue intimation of rejected items to vendors.

9. Manager Store will generate Goods Return Transfer (GRT) on the basis
of intimation of rejected items, after approval by HOD Procurement
Department.

10. GRT will be signed by the Manager Store.

11. Decision to return, replace and /or disposal of the rejected materials is
the sole responsibility of Procurement Department.

QUALITY CONTROL

1. The HOD Procurement Department shall arrange a sample of items from

the vendor and keep it for record to be used at the time of delivery. The same
sample shall also be available with the Manager Stores to ensure correct
goods/material being delivered as per approved sample.

2. For specific items when quality check by the end user is necessary, the
Manager Store shall arrange its inspection by the end user in the presence of the
supplier and representatives of bio medical and procurement department.

3. Inspection of Stores. The Procurement Department shall arrange

inspection of goods of concerned Department and all stores received through LC
by the Quality Control Committee for quality assurance fitness before it is finally

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taken into inventory to avoid any unnecessary documentation of receipts / return

of stores. The HOD’s of Anesthesia, Surgery, RBCC, Dialysis Lab Departments
and all stores received through LC shall nominate a person with designation
whose name shall be notified for inspection of equipment of their concerned
department. The Manager Stores on information received from Procurement
Department regarding delivery of goods, shall intimate the concerned
representative for inspection. The inspection of quality assurance shall be done
in the presence of Manager Stores, representative Procurement Department and
representative concerned department. The store then shall be taken on charge
by Manager Store.

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Work Instruction for “Payments”

1. Procurement department shall coordinate with Finance department for

payments to vendors on delivery.

2. Procurement Department receives invoices from vendors and GRN’s for

accepted materials from Stores.

3. The HOD Procurement Department signs the Purchase Invoice in the IT

system for onward submission to Finance Department, along-with and
“Goods Receipt Note”.

4. In case of capital assets items payments; satisfactory report, approved

quotation & “capital assets purchase approval” is also attached with
payment documents.

5. In case of Advance Payment, the PO Shall be approved by Unit head on

recommendation of the HOD Procurement Department.

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Annex-A

VENDOR PREQUALIFICATION FORM

Serial No: __________________

Dated:__________________

Category for Registration _______________________________________________________________

General Information
1. Business Title:
______________________________________________________________________________
2. Business Address:
____________________________________________________________________________
3. Status i.e. whether sole proprietary,
Partnership Firm, limited liability concern:
________________________________________________________
4. Company/Firm registration No:
___________________________________________________________
5. National Tax Number:
_________________________________________________________

6. Business Nature:
a. Manufacture/Fabricators b. Agents to foreign principals
c. Importer d. Stockiest/Whole Seller
e. Retailer
7. Monthly Production / Supply Capacity:
__________________________________________________________

8. Do you have any minimum order requirement

____________________________________________________
9. What is the supply source location i.e. Lahore or outside Lahore:
____________________________________
10. Availability of After Sales Services / technical Support:
_____________________________________
11. Provide warranty period and type

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12. Provide warranty claim history / certificates from end users/ customers (at least one)
13. Establishment Date of the Company/Enterprises
_____________________________________
14. Name of sole proprietor / CE :
__________________________________________________________________
15. Mobile Number:
__________________________________________________________________
16. Telephone Number (Office):
__________________________________________________________________
17. Official Website:
__________________________________________________________________
18. Fax Number:
__________________________________________________________________
19. E-mail address:
__________________________________________________________________
20. No. of years in business:
__________________________________________________________________
21. No. of employees:
__________________________________________________________________
22. Can you accept purchase orders by e-mail YES/NO
23. Category for which pre-qualification is being submitted:

24. Do you have any local or International Certification

YES/NO

If YES please complete box below

Quality Standard Approving Body Registration No.

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25. Contact details to whom communications/queries should be directed and position

held within the organization:

Particulars

Name

Position

Direct Tel. No.

Direct Fax. No.

Email Address

26. Copy of CNIC of sole proprietor/Designated person:

Financial Information
1) Company’s annual turnover ___________________________________________________
2) NTN number: ___________________________________________________
3) Bankers Name & Address: ___________________________________________________
___________________________________________________

Account (s) Number: ___________ ____________ ____________ ____________

4) Do you have any Branches within or outside Lahore

YES/NO
If YES please provide detail

5) Provide Bank certificate/Bank statement for the last one year.

6) Provide Registration certificate of the Company/Firm.
7) Provide list of main clients supported by referral certificates.(up to five)

Terms and Conditions

1. Registration is subject to the terms and condition which may be imposed by the
authority/policy of BHT from time to time.

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2. This registration will be valid from the date of issue for a period of two years.

3. BHT reserves the right to modify or cancel the registration at any time without assigning
any reason.

4. Generally our inquiries for purchase of material are notified trough Procurement
Department. Your timely response is expected according to the requirements.

5. In case any information given in this form is found incorrect at any later stage after
registration, the registration of the applicant will be canceled and the applicant shall be
blacklisted for entire SIHS units.

6. Separate form shall be used to apply for each category.

Declaration
I/We declare that the details given in this document are correct and accurate.

Completed by:

Signature: _____________________ Date: ___________________

Designation: _____________________ Place: ___________________

Signature of witness: Signature of witness:

Address of witness Address of witness

_______________ _______________

_______________ _______________

TO BE FILLED BY PROCUREMENT OFFICE - SIHS

Data Entry __________________________

Checked By _________________________
Deputy Manager Procurement

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Annex-B
VENDOR POST EVALUATION FORM
Department: __________________
Vendor ID__________________
Category: ____________________________________
Vendor Name: ________________________________ Contact Designation: ____________
Address: _________________________________________________________________

Tel. #: _____________________________________ Fax#: __________________

New
Reason for Evaluation: - Vendor New Product

Vendor being evaluated for Items / Services: _________________________________

POST EVALUATION

Re-evaluation Year:
Evaluation Factors MKs Date:
Marks Obtained
1- Product Quality 20
2- Product Safety (*) 10
3- Delivery ( complete, time) 10
4- After Sale Service 5
5- Response of queries 10
6- Emergency Response 5
TOTAL 100
NOTE:
1- Product parameter under which the vendors will be evaluated.
2- Scoring Criteria
A (Excellent) = 90 % and above B (Good) = ≥ 80 % and < 90 %
C (Satisfactory) = ≥ 70 % and < 80 % D (Poor) = Less than 70%

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Annex-C

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Annex-D

VENDOR SLECTION SCORING SHEET

Description

Business Information 35
1 Legal Status 10
Public Ltd 10
Pvt Ltd 8
Partnership 6
Sole Proprietor 4
2 Years in Business 5
Above 10 Years 5
6-10 Years 3
2-5 years 1
3 Financial Capacity 10
Bank Certificate 2
Annual turnover Certificate 2
No of employees 2
Operational Region(No of Cities) 2
No of Branches (>=2) 2
4 Product List 5
Multi Products (%) 5
5 Production/Supply Capacity 5
Unlimited 5
Limited 3
On Order 1
Financial Review 45
1 Business Form 15
Manufacturer/Fabricator 15
Agents to Foreign Principal 12
Importers 9
Stockiest/Whole Seller 7
Retailer 4
2 Source of Supply/Freight 4
Within City 4

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Outside City 2
3 After Sale Services/Technical Support 5
4 Warranty Period 10
More Than 3 Years 10
25 months to 36 months 8
13 months to 24 months 6
1 month to 12 months 4
5 Warranty Type 5
Replacement 5
Spares & Services 4
Services 2
6 Warranty Claims History/Certificate 3
7 Ordering Level 3
Order as per Demand 3
Minimum Order Volume 0
Certification 10
1 International Certification 10
2 Local Certification 5
Quality of Samples (if required)
Reputation & Stability 10
1 Business References 5
2 Client List 5
Total Score 65

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ANNEX- E

TERM OF REFERENCE
BUSINESSMEN HOSPITAL TRUST PROCUREMENT COMMITTEE

Introduction

Businessmen Hospital Trust (BHT) is a not for profit charitable trust and runs four
units namely Shalamar Hospital, Shalamar Medical & Dental College, Shalamar
Nursing College and Shalamar School of Allied Health Sciences. These four
organizations of the BHT work under the administrative umbrella of Shalamar
Institute of Health Sciences (SIHS).

These TORs shall set the policies and procedures to ensure efficient and
economic procurement, within the guidelines of good business practices and
applicable laws and shall be applicable to all the existing as well as future units of
BHT.

While making an acquisition, it is expressly understood that these acquisitions

are made through donations and public contributions.

Mission Statement

To maximize value for money n the acquisition of Assets through fair, open and
transparent purchasing practices which comply with all applicable legislations
and trade agreements, resulting in the highest quality of asset procured.

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Organization

The committee which shall oversee the procurement process shall be called
“BHT Procurement Committee (BPC)”. It shall consist of following members:-

a. Trustee (Chairman of Committee)

b. Trustee
c. Unit head of Hospital
d. CFO
e. Head of Procurement Department (Secretary of Committee).
f. Unit heads SMDC, SNC & SSAHS (Co Opt members only in case
of asset relating to SMDC, SNC & SSAHS).
g. HOD Procurement Department shall act as Secretary to the
Committee and shall be responsible for calling the meetings, taking
minutes of meetings and keeping record of the proceedings of the
Committee.

Tenure of Trustees

The Board of Trustees shall appoint two Trustees along with Chairman of
Committee for tenure of five years.

Quorum of Meeting

The Quorum for a meeting shall be three members consisting of any one trustee
and two other members.

Number of Meetings and Notice Period

The Committee shall meet as often as necessary in order to fulfill its

responsibilities. Ordinarily, a notice of one week shall be given for the meeting

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but this period can be reduced in the case of emergent meetings. The notice
period can also be dispenses with, with the mutual consent of the trustees based
on their availability. In case any member is unable to attend a meeting, he can be
consulted through a conference call in which case he will be deemed to have
been present in the meeting. No casual approval by circulation shall be sought or
given and all approvals must be sought in a properly convened meeting of the
committee.

Scope of Meeting

These TORs shall cover the procurement of Equipment related assets in all the
units of BHT. The Equipment to be procured shall be approved by the following
authorities:-

a. Up to Rs.500,000/- by the unit head of respective unit;

b. Up to Rs.1,000,000/- by majority members of Management
Committee and shall be submitted to BPC for ratification;
c. Above Rs.1,000,000/- by BHT Procurement Committees.

The Procurement Department in the light of SOPs of Procurement Manual shall

perform its functions with respect to:-

a. Particular details of equipment to be procured either locally or to be

imported;
b. Short listing of vendors.
c. Finalization of financial quotes from contesting parties.
d. Comparison of technical and financial terms quoted by the parties.
e. Finalization of terms of agreements with the shortlisted parties.
f. Detail of warranties, guarantees and after sale support.

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Complete details shall be submitted for each asset to be procured to BPC for
their review and approval. The BPC shall approve the procurement keeping in
view the following factors:-

a. Need for that asset whether it is an addition in the existing similar

assets inventory or it is being acquired first time.
b. Economic viability of asset, considering the following:-

(1) Equipment which are stand alone.

(2) Can individually provide measurable services, or
(3) Their performance can be judged by considering the overall
departmental performance.

c. Basis used to finalize vendor.

d. Any possible financial and legal implications.
e. Terms of agreement if any.
f. New or re-manufactured asset.
g. In case of re-manufactured asset whether it is being supplied by the
original manufacturer with its warranty.

Responsibilities & Authorities

In carrying out this assignment, the committee shall consider the following:-

a. Meet as often as necessary.

b. Purchase items which were budgeted in the annual budget.
However, in case of items not budgeted, then budget of some other
time can be utilized and the same shall be disclosed on the
documents.
c. Call upon any member of the staff for consultative purposes or for
gathering information relevant to acquisition of asset.
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d. Call upon any external advisors in this respect and can appoint or
take help and advice from external sources.
e. While presenting its purchase proposal, the Management has to
ensure that:

(1) It is within the amount budgeted and allocated for the

particular item as approved by the BOT.
(2) In case of non-budgeted items, the budget of some other
asset shall be allocated or specific approval of Chairman
BOT shall be sought in case of an emergent requirement
and same shall be later on ratified by the Board of Trustees
in their meeting.

Reporting & Accountability

The Secretary is responsible for keeping the committee up to date on all

equipment purchased during the period from last meeting held along with its
financial aspects if applicable, which were approved in the last meeting.

The Secretary of the committee shall report on the activities of the Procurement
Department in establishing the various internal controls and SOP’s and get them
approved from the Committee. Any changes or amendments made in the internal
controls and SOP’s shall be presented before the Committee for its approval.
The committee shall report on its activities to the BOT periodically through the
minutes of the meetings as well as personally by the chairman of the committee,
if called for, in the BOT meetings. The committee, being a Board Committee is
answerable to and accountable to the BOT only.

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Ethical Standards and Confidentiality

The HOD Procurement as well as the indentee must be impartial in discharging

all responsibilities; bias, prejudice or undue influence and this must not be
allowed to limit or over-ride objectivity. At all times, the integrity and conduct of
the HOD Procurement and the indentee must be above reproach. They should
not place themselves in a position where responsibilities and private interests
come into conflict and any personal interests should be declared.

HOD Procurement and the indentee should not improperly disclose any
information, confidential or otherwise, obtained during the course of their work.

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