Page 14 - GNOC Policies and Procedures Handbook

The following principles should be adhered to in the procurement of
materials and services:

Fair Competition: All bidders will be treated with fairness and ensure that they are given the same
level of information when preparing quotations or tenders.

Conflict of Interest: Situations of conflict of interest with a potential supplier should be declared to
the GNOC, thus providing best possible value for GNOC.

Cost-effectiveness: Quotations and tenders should be evaluated not only on competitiveness in
pricing, but also factors such as the quality of the products/services and track records of the bidders.

Transparency: To ensure transparency, tender documents/quotations should provide all the necessary
information to facilitate submission of appropriate and competitive tenders.

4.8.1 Procurement Procedure

A preferred supplier may provide goods and services required by GNOC. If a service or product is not
available from an GNOC Preferred Supplier, the following procedure will apply:

a. Attain three quotations, if possible, from a suitable supplier for required good(s) or service(s,)
if good(s) or service(s) exceeds USD$1,000.
b. Complete a Purchase Order Request Form and submit request form to the appropriate
supervisor who will then submit the Purchase Order Request to the Executive Director or
Secretary General/Treasurer for approval.
c. Once the Purchase Order has been signed the Executive Director or Finance Officer will
advise the supplier of the approval and file the Purchase Order in appropriate files.
d. An invoice and/or receipt must be provided when good(s) or service(s) are
delivered/provided.

4.8.2 Screening a Supplier

The following are critical details that are required to determine a legitimately operating business when
procuring services for good(s) or service(s) for GNOC.

The Organization must have the following clearly visible on their quotation and invoices:

• Company Name, Physical & Postal Address
• Contact Information (Phone and Fax Numbers)
• Description of goods including quantity and unit price

4.8.3 Invoices

Delivery of goods may be accepted and signed by any staff member once a purchase order and invoice
is provided to confirm that good(s)/service(s) have been ordered by GNOC.

On receipt of the goods, the invoice and delivery docket should be passed on to the Executive Director
and/or Finance Officer.

4.8.4 Payments

The preferred option for $USD payments from the GNOC Office is by check, although petty cash may
be used for small purchases of under $200.

GNOC Office Policies & Procedures 16