Appendix I

General Electricity Company Of Libya

Swani Road, Tripoli, Libya

Tel Nos.: (218) 21-000-0000

Fax Nos.: (218) 21-000-0000

PURCHASE REQUEST
PR. NO. (1) Date (7)
Budget Code (2) Date Needed (8)
Subject Material (3) Shipment Mode (9)

Requesting Dept. (4)

Purpose (10)(5)
Procurement Method (11)(6)

Item Stock Complete description/ Qty U/I Unit Amount

No. No Specification Price

(10) (11) (12) (13) (14) (15) (16)

Price Reference: (17)

Attachments: (18)

Prepared by: Confirmed and Approved by: Certified for Procurement: Audited by:

(19) (20) (21) (22)

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Received by: Budget Control:
Reviewed and Logged by:

(23) (24) (25)

Appendix II
GUIDE FOR THE PREPARATION OF THE
PURCHASE REQUEST (PR)

I. The PR shall be initiated by the Requisitioning Department and must be filled up with
complete information in accordance with the guide below:

(1) PR No.
All PR shall be numbered by the PD in the following manner:
PR-A-07-0000 such that:
A : represents the Division Code from which the PR originated; the approval
of the applicable Manager for the said division will be required.
07 : represents the last two digits of the current year
0000 : represents the sequential number for all PR issued starting from 0001 to
be reset every year

Any PR without the appropriate number pursuant to the above guidelines shall not be
considered a completed PR.

The Division Code shall be as follows:

C : Construction
O : Operations
M : Maintenance

(2) Budget Code

Indicate the designated code for which the purchase will be booked.

(3) Subject Material

Enter in this box the generic name of the material being requested.

(4) Requesting Department

Indicate the department that is requesting the material.

(5) Purpose

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 Indicate the specific use of the material.

(6) Procurement Method

Indicate the Procurement method, such as ”Sole Source Procurement,” “Selective
Bidding,” “Public Bidding,” “Repeat Order,” “Shopping or Canvassing,“ or
“Procurement Outsourcing,” and also indicate whether the procurement is
“PRESSING” or “URGENT,“ as the case may be.

(7) Date
Indicate the date of the start of the preparation of the PR.

(8) Date Needed

The entry should be the date when the Material being requested is required to be at the
Site. The terms “URGENT,” “IMMEDIATELY” and “ASAP” should not be considered
if these are provided without a calendar date other than in emergency cases constituting
force majeure events or insurance incidents, etc. Date Needed shall be a date which
allows sufficient time for the Procurement Period and Transportation Period stipulated
below on top of the manufacturing period and supplier’s requested

SOURCE ITEM CLASS Procurement Period

Industrial or Off the Shelf 2 weeks

Onshore Engineered 4 weeks

Made to Order 6 weeks

Industrial or Off the Shelf 4 weeks

Offshore Engineered 6 weeks

Made to Order 8 weeks

 Procurement Period shall mean the period given to the PD to administer the
procurement, which shall entail preparation of purchasing plans, supplier sourcing,
obtaining quotations, contract preparation, issuance of ITB (Invitation to Bid) or RFQ,
bid evaluation, contract conclusion, issuance of ATP (Authority to Proceed), etc.

※ Note
The schedules provided above are intended to secure the minimum period for the PD
to conclude the contract execution, and should not be deemed to include the

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 manufacturing period, or the supplier’s required lead time, or the Transportation
Period, which is provided as follows:

- Inland transportation period: One (1) week

- Offshore transportation period:

Mode of Transportation Area Transportation Period

Air Shipment 7 days

Europe or
15 days
Ocean Shipment Africa Zone
Others 30 days

 “Industrial or Off-the-Shelf Items” shall mean the materials which may be purchased
without any need for fabrication or manufacturing.
 “Engineered Items” shall mean items which shall be manufactured using materials and
designs or drawings existing in the Company.
 “Made-to-Order Items” shall mean items which are to be fabricated by the supplier
according to the design and specifications to be agreed upon between the Company
and the manufacturer.

(9) Shipment Mode

Indicate whether “Air Shipment” or “Sea Shipment.” Unless otherwise specifically
mentioned in the PR, “Sea Shipment” is deemed to have been requested.

Guidelines for Air Shipment:

 May be resorted to in case of Urgent Procurement or Pressing Procurement
 Total weight of the shipment must be less than 40kgs
 Item(s) must require special handling (e.g., fragile, dangerous or requires shock
protection)

(10) Item No.

Indicate the [reference] number of the Material(s) requested.

(11) Stock No.

Indicate the inventory code for the Material(s) requested.

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(12) Complete Description/Specification
Indicate all available and necessary information about the Materials, including any
special condition(s) or requirements, model no., part no., manufacturing identity, etc.

(13) Qty
Indicate the quantity required.

(14) U/M
Represents the unit of measurement of the Material(s) to be supplied or the standard
industrial packing in the market.

(15) Unit Price

Indicate the [budget/price] per unit.

(16) Amount
Represents the price of the Material(s) by multiplying (13) and (15).

(17) Price Reference

Indicate the name of the supplier as reference of the Material(s).

(18) Attachments
Indicate all the supplementary documents to be attached to the PR, such as
specifications, catalogues, brochures, preliminary quotations, pricing information,
rationale for Sole Source Procurement or other special procurement method, specific
restrictions for procurement, governmental requirements, etc.

(19) Prepared by
Requisitioning Staff/Engineer to sign on this space.

(20) Confirmed and Approved by

To be signed by the appropriate officer such as Chairman, General Manager, Assistant
General Manager, Manager, etc.

Applicable approving authority will be based on the following scale:

Amount Signatory
Over US$10,000 Chairman

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 Over US$5,000 up to US$10,000 GM
Over US$1,000 up to US$5,000 Assistant GM
US$1,000 and below Manager

(21) Certified for Procurement

Inventory Officer to sign on this space.

(22) Audited by
To be signed by the Auditor.

(23) Received by
To be signed by the PD Staff to be forwarded to the PD Manager for approval.

(24) Reviewed and Logged by

To be signed by the PD Manager.

(25) Budget Control

Indicate budget logged by the Budget Dept. Staff for Budget Control.

II. FILLING-IN RESPONSIBILITIES

All items must be filled-in by the personnel of the Requisitioning Department except
for item (6), which is to be filled-in by the Material Control Officer.

III. SIGNING RESPONSIBILITIES

Step 1: Requisitioning Department Staff/Engineer shall fill up all the items except as
indicated otherwise. It is presumed that the Inventory Control Officer will
provide up-to-date Material Inventory Report to all concerned parties so that the
Requisitioning Department can already be aware of the availability of the
Material(s) to be requested.

Step 2: If the Material requested is available at the warehouse, the Requisitioning

Department shall fill-up the Request for Stored Items (RSI). Otherwise, the
Requisitioning Department Staff/Engineer shall forward the PR to the Inventory
Control Officer to indicate the Stock No. (Item (11)) and certify that such
Material or alternative Material is not available at the Plant.

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Step 3: The Inventory Control Officer will then affix his signature at Item (21) to certify
that the Material is not available at the Plant, and forward the PR to the
Requisitioning Department Staff/Engineer.

Step 4: The Requisitioning Department Staff/Engineer will then secure the signature of
the Requisitioning Department Manager and the applicable Approving Authority.
Prior to the signing of the Final Approving Authority, however, the
Requisitioning Department Staff/Engineer shall secure the Budget Code and
signature from the Budget Control Officer and secure the signature from the
Internal Auditor. The PR will then be forwarded to the PD who shall review the
completeness and sufficiency of the PR and the attached documents before
affixing his signature and indicating the date he received the complete PR.
Should there be lacking information on the PR, the PD shall inform the
Requisitioning Department of such who shall provide the required documents
and information at the soonest possible time. It must be noted that the PR will
only be deemed received when the attached documents and information required
are complete and sufficient.

Step 5: The PD shall then register the PR in the PR Log and assign the appropriate PR
Number.

Step 6: After the above steps, the PD will now proceed to the necessary steps of contract
execution.

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Appendix III

PROCUREMENT REQUEST LOG

Date BID
PR Material Initiato Project Due
Receive Budget Due Contract Delivery Remark
No. Description r Name Date Mode
d Date Date Date