Purchasing Process Steps through the Purchasing Department/Hashemite University

1- A request to purchase supplies for the materials approved in the university budget is submitted by the requesting party to the Purchasing Department in sufficient time to carry out the purchase process according to the rules, after ensuring that there are no sufficient quantities of supplies similar to the required materials in the university warehouses, and reserving the necessary financial allocations for that; The Purchasing Department office receives the purchase request supported by the following:
* The original approvals required by the purchase process.
* The financial allocation reservation form, complete with the original approvals.
* Technical specifications and special conditions; they are accurate, clear, general, and not directed.
* A declaration from the requesting party that the place is ready for installation and operation, and that the required specifications are sufficient for operation, for the required devices.
2- The purchase request file is transferred to the Audit, Follow-up and Contracts Division, and the Referrals Division; To study and audit it, ensure that the purchasing procedures can be carried out according to the rules, addressing any problems that may exist, and make a recommendation and transfer the file to the manager who in turn transfers the transaction to the competent purchasing committee.
3- The competent purchasing committee discusses the purchase request file and makes a decision to announce it.
4- The tender announcement form is prepared specifying: (the duration of the announcement, the date of submitting offers, the last date for selling a copy of the tender invitation, the date of delivering and opening offers, and the price of a copy of the tender invitation.)
5- The Vice President of the University (Secretary General) announces the tender, in no less than two local newspapers, and through the advertising means he deems appropriate.
6- The following is done through the Guarantees Division
*The bidder reviews the specification through the tenders website, or by reviewing the Guarantees Division in the Purchasing Department.
*The bidder will be sold a copy of the bid invitation stamped with the official seal of the purchasing department, after paying the price of the stipulated bid invitation copy (non-refundable) against a receipt of receipts according to the rules, and submitting a copy of a valid professional license that authorizes him to manufacture, sell, supply or trade the required supplies, and the commercial register that shows all the conditions required by the Ministry of Industry and Trade for registration in the commercial register, and the registration certificate in the Income and Sales Tax Department, and his name, telephone number, fax number, and mobile number are recorded on the bid invitation sales statement, and then he receives all the bid invitation documents and their attachments.

*The bidder deposits the offer in the bid box belonging to the relevant purchasing committee, and this is confirmed by a statement that includes the names of the bidders who submitted bids (the envelope receipt list)

* The envelopes of the bids received are opened by the relevant purchasing committee, and the committee signs the envelope opening statement and the submitted bids, and they are stamped with the committee’s seal.
7- The committee shall form a technical committee to study the bids submitted for the tender.
8- The following shall be done through the Referrals Division.
* Follow up on the work of the technical committees and coordinate with them.
* Coordinate with the Audit Bureau’s supervisor to attend the sessions of the technical study committees.
* Review the technical studies; to be presented to the relevant purchasing committee if they meet the conditions.
9- Present the report of the technical study committee for the tender to the relevant purchasing committee for approval and to take a decision on the referral.
10- The committee’s decision on the referral (after the Bureau gives it an issued number) shall be transferred to the Referrals Division.
11- The Referrals Division shall prepare and print the referral decision (initial and final), and it shall be published.
12- The referral decision shall be audited by the Audit and Follow-up Division, and it shall be published.
13- The referral decision shall be signed by the relevant purchasing committee
14- The Referrals Division shall prepare the cover letter. The Referrals Division prepares the cover letter for sending the referral decision for approval by the committee, and the Bureau gives it an issued number
15- After the approval is received by the Purchasing Department Bureau, the transaction is submitted and transferred to the Referrals Division, which in turn prepares letters of notification to the contractors to whom the tender has been referred.
16- The Bureau notifies the contractors to whom the tender has been referred, and the notification letters are transferred to the Guarantees Division to follow up with the contractors.
17- The Guarantees Division has the contractor to whom the tender has been referred sign the notification of the referral decision in exchange for presenting a letter of authorization to sign, and stamping the notification, and receives from him: a financial receipt for the value of the referral fees and stamps, and a performance guarantee in exchange for his delivery of the bid entry guarantee.
18- A copy of the referral decision is delivered to the contractor to whom the tender has been referred.
19- The Guarantees Division returns the entry guarantees to the bidders who have not been referred.
20- The Guarantees Division prepares copies of the referral decision file, which are sent through the office to the relevant parties within the university.