Procurement Policy
Introduction
At Greater Grace College of Health Sciences and Technology, our procurement policy is a fundamental component of our commitment to maintaining the highest standards of transparency, efficiency, and ethical conduct in all our purchasing activities. This policy outlines the procedures and guidelines that govern the acquisition of goods, services, and works, ensuring that all procurement activities are conducted in a fair, competitive, and cost-effective manner.
Email: procurement@greatergracecollege.com.ng
Website: www.greatergracecollege.com.ng
Office Hours: Monday to Friday, 9:00 AM – 5:00 PM
The primary objectives of the procurement policy are to:
– Ensure Value for Money: Achieve the best possible outcomes for the college by procuring goods, services, and works that offer the best combination of quality, price, and sustainability.
– Promote Transparency and Accountability: Establish clear and consistent procedures to ensure that all procurement activities are transparent, accountable, and free from conflicts of interest.
– Support Ethical Practices: Uphold the highest ethical standards in all procurement processes, including fair treatment of suppliers and adherence to legal and regulatory requirements.
– Foster Competitive Bidding: Encourage competition among suppliers by providing equal opportunities for qualified vendors to participate in procurement activities.
– Ensure Compliance: Ensure that all procurement activities comply with relevant laws, regulations, and policies of the college.
This procurement policy applies to all departments, units, and staff members of Greater Grace College of Health Sciences and Technology involved in the acquisition of goods, services, and works. The policy covers:
– Goods: Tangible items such as textbooks, laboratory equipment, IT hardware, furniture, and office supplies.
– Services: Intangible services such as consultancy, maintenance, cleaning, security, and training.
– Works: Construction, renovation, and other infrastructure-related projects.
The procurement process is divided into several key stages:
1. Needs Assessment:
– Departments and units must conduct a thorough needs assessment to determine the necessity and specifications of the goods, services, or works required.
2. Budget Approval:
– All procurement activities must be within the approved budget. Departments must secure budgetary approval from the college’s finance office before proceeding with any procurement.
3. Request for Quotation (RFQ) / Request for Proposal (RFP):
– For procurements above a certain threshold, a formal RFQ or RFP process will be initiated. This process includes the preparation of detailed specifications, terms of reference, and evaluation criteria.
4. Supplier Selection:
– The college will seek multiple quotations from qualified suppliers. The selection of suppliers will be based on an evaluation of factors such as price, quality, delivery time, after-sales service, and compliance with ethical and sustainability standards.
5. Purchase Order (PO):
– Once a supplier is selected, a purchase order will be issued. The PO will clearly state the terms of purchase, including delivery timelines, payment terms, and conditions.
6. Receipt of Goods/Services/Works:
– Upon receipt, goods, services, or works will be inspected to ensure they meet the specified requirements. Any discrepancies must be reported immediately for resolution.
7. Payment:
– Payments to suppliers will be processed only after the satisfactory receipt and inspection of goods, services, or works. All payments must be authorized by the finance office and documented in the college’s financial records.
8. Record Keeping:
– Comprehensive records of all procurement activities, including needs assessments, quotations, contracts, and payment documentation, must be maintained for audit and reporting purposes.
Greater Grace College of Health Sciences and Technology is committed to maintaining the highest ethical standards in all procurement activities. The following principles will guide our procurement practices:
– Impartiality: All suppliers will be treated fairly and without bias. Staff members involved in procurement must avoid any conflict of interest and must not accept gifts or favors from suppliers.
– Confidentiality: Information related to procurement activities, including supplier bids and proposals, will be kept confidential and will not be disclosed to unauthorized parties.
– Sustainability: The college is committed to procuring goods and services that are environmentally sustainable and socially responsible. Suppliers are encouraged to adopt sustainable practices and demonstrate their commitment to reducing environmental impact.
We value our relationships with suppliers and aim to establish long-term partnerships based on mutual respect and trust. The college will:
– Encourage Feedback: Suppliers are encouraged to provide feedback on the procurement process to help us improve our practices.
– Ensure Prompt Payment: The college is committed to paying suppliers promptly in accordance with agreed payment terms.
– Resolve Disputes Fairly: Any disputes arising from procurement activities will be handled in a fair and transparent manner, with the goal of reaching an amicable resolution.
The procurement policy will be monitored regularly to ensure compliance with established procedures and objectives. The college’s internal audit department will conduct periodic audits of procurement activities to identify areas for improvement and to ensure adherence to the policy.