Summary Guideline of Procurement for Field Office

***Based on approved Procurement Manual 2022 and Table of Authority (01 Feb 2022)
[Effective from 01 August 2023]
When it is necessary to procure a specific item/service, for which budget provision and authorization is
available, procurement can be held.

General conditions of procurement:

• Bills/ Memos shall be addressed to SAJIDA Foundation.

• Bills/ Memo shall be original and formal (pucca).
• According to the Government Revenue Stamp Act 1899, all types of expenses of SAJIDA
Foundation will have to use a revenue stamp of BDT 10 for vouchers above BDT 500.
• Overwriting/crossing of figure on the bill is prohibited.
• Price will be competitive.
• The bill shall be approved by the appropriate authority.
• All purchase or procurement above BDT 5,000 must be supported by approved Purchase
Request Form (PRF). For this purpose, standard purchase request form must be used by all
offices of SAJIDA Foundation. In case of purchase amounting less than BDT 5,000 no purchase
request form shall be required.
• When any fixed assets have been acquired by Field Office, a copy of the bill must be forwarded
to the Head of Finance for his/her record, asset identification number, reference etc.

Purchase Requisition Form (PRF):

There is one form for requisition of a product, service, goods or work. That is called Purchase
Requisition form (PRF). For availing any kind of service, goods or work first fill up this form then submit
it to Procurement Committee (PC).

• Identify specific goods and service needed (origin, brand name, company name, size, color,
quantity, required date and other details).
• In case of specific branding, justification should be documented.
• Requisition should refer appropriate budget head and estimated cost.
• Where Applicable, technical specification and design should be attached with the requisition.
• Approved Terms of Reference (TOR) is required for hiring consultant, communication-related
items or any other technical items.
• Budget availability should be confirmed by Finance and Accounts Department.
• PRF must be approved according to the Table of Authority (TOA).

Procurement Committee (PC):

In SAJIDA Foundation, the Procurement Committees will be consisted of following members:

1. Field Office Procurement within budget:

A. Recurring Items:

Threshold Value Committee Recommender Approver

Up to Taka 25,000 1) Field Officer - Branch Manager
2) Accounts Officer

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 Up to Taka 50,000 1) Branch Manager - Area Manager/ Team
2) Accounts Officer Lead/ DGM (Hospital)
Up to Taka 100,000 1) Branch Manager Area Manager Regional Manager/ Zonal
2) Accounts Officer Manager / DGM (Hospital)
Above Taka 1) Area Manager Regional Program
100,000 2) Branch Manager Manager/ Zonal Head/Department
3) Accounts Officer Manager Head/Associate Director/
Director

B. Capital Items:

Threshold Value Committee Recommender Approver

Up to Taka 10,000 1) Branch Manager - Area Manager/ Team
2) Accounts Officer Lead/ DGM (Hospital)
Up to Taka 50,000 1) Branch Manager Area Manager/ Regional Manager/ Zonal
2) Accounts Officer Team Lead Manager / DGM
(Hospital)
Up to Taka 100,000 1) Branch Manager Area Manager Program Head/
2) Accounts Officer and Regional Department Head
Manger
Up to Taka 1) Area Manager Regional Associate Director/
10,00,000 2) Branch Manager Manager/ Director/Sr. Director
3) Accounts Officer Program Head
Above Taka 1) Regional Manager Program Head/ COO
10,00,000 2) Area Manager Associate
3) Branch Manager Director
4) Accounts Officer

2. Field Office Procurement without budget:

A. Recurring & Capital items:

Threshold Value Committee Recommender Approver

Up to Taka 1) Regional Manager Regional Concerned COO/ DED
10,00,000 2) Area Manager Accounts
3) Branch Manager Manager/Director
4) Accounts Officer
Above Taka 1) Program Head COO/Director/ CEO
10,00,000 2) Regional Manager Associate
3) Area Manager Director
4) Branch Manager
5) Accounts Officer

However, the above committee may form procurement sub-committees time to time with different
people for collecting quotation or market survey and for procurement of different types of goods and
services with notification and following specific guideline.

If project/program Accounts Officer position does not exist, in that case two senior staffs from that
projects/programs will be in the committee based on seniority.

All purchase request form (PRF) above BDT 5,000 must be prior approved by respective person as per
the Table of Authority (TOA).

Payment for procurement up to BDT 20,000 in cash and above BDT 20,000 must be made by A/C payee
cheque/Pay Order/DD/Bank Transfer/TT. However, it is accepted that this may not always be possible
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and therefore in exceptional cases, cash purchases are permitted above BDT 20,000 upon approval
from the Program Head/ Head of Finance and Accounts based on written application/justification from
vendor for each purchase request.

Procurement Methods:

A. Direct Purchasing Method:

• For purchase up to BDT 1,00,000 Procurement Committee will arrange the procurement of
goods and related services/non-consulting services from one single source without going
through all the requirements of a full procurement process within the permitted thresholds.

• Documents needed in this method is following:

1. PRF
2. Bill

B. Quotation Method:

• For purchase above BDT 1,00,000 to BDT 50,00,000 Procurement Committee will arrange to
obtain quotations from at least 3 different vendors.

• A full Request for Quotation (RFQ) must be sent to at least 3 (three) suppliers/service providers.
All efforts shall be made to always obtain and compare at least 3 (three) quotations to establish
reasonableness of price.

• A purchase resolution/comparative statement of quotations must be prepared by Procurement

Committee based on 3 (three) quotations obtained which must contain a rationale for selecting
a vendor out of 3 (three) vendors from whom quotations have been obtained.

• The Chairman/Member Secretary of respective purchase committee or designate will provide

approval of purchase resolution/comparative statement and subsequently signing of PO/WO
will be done by authorized signatory.

• It is necessary to obtain and compare at least 3 (three) quotations to establish reasonableness

of price. Less than 3 (three) quotations will be justified only when there is evidence satisfactory
to the authority that there is no reliable source of supply.

• Documents needed in this method is following:

For Product/Goods-
1. PRF
2. RFQ
3. Quotations
4. Comparative statement (CS)
5. Place Work Order (WO)/Purchase Order (PO)
6. Received Materials with Challan (GRN Seal)
7. Bill

For Service:
1. PRF
2. TOR
3. RFP
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 4. Proposal
5. Comparative statement (CS)
6. Work Order
7. Bill

C. Limited Tendering Method:

• For purchases above BDT 50,00,000 to BDT 2,00,00,000 Procurement Committee will arrange
to obtain sealed bids/quotations from at least 3 (three) vendors.

• A purchase resolution/Summary of Bid/comparative statement must be prepared justifying the

selection of the supplier by the Procurement Committee (PC).

• Based on the decision of the Committee, a purchase order (PO)/work order (WO) will have to
be prepared and signature will have to be obtained from the authorized signatory.

• Documents needed in this method is following:

1. Approved Budget/PRF
2. Approval for limited tender
3. Formation of various committee
4. Tender document
5. Approved vendor list
6. Expression of Interest (EOI) /TOR/Tender Document/RFQ
7. Proposal
8. Preliminary Assessment (if required)
9. Technical Assessment
10. Comparative Statement (CS)
11. Procurement Committee approval
12. Work Order/LOA/NOA
13. MOU (TOR/Financial Offer/Quotation/Tender Document)
14. Product/Work Ensure/Completion Certificate
15. Bill/Invoice

D. Open Tender Method:

• For purchases of above BDT 2,00,00,000 Procurement Committee will arrange open tender to
obtain sealed bids/quotations through newspaper advertisement at least in one each widely
circulated Bangla and/or English national newspaper.

• Standard Tender Procedure should be maintained for issuing Tender and select qualified
vendor.

• Based on the decision of the Committee, a contract of purchase/work order will have to be
prepared and signature will have to be obtained from the authorized signatory.

• Documents needed in this method is following

1. Approved Budget/PRF
2. Formation of various committee
3. Tender document
4. Advertisement published
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 5. Pre-bid Meeting
6. Tender documents/ TOR/ Proposal received
7. Quotation/ Proposal/TOR opening
8. Preliminary Assessment (if required)
9. Technical Assessment
10. Preparing Comparative Statement (CS)
11. Arrange Negotiation Meeting (If required)
12. Procurement Committee approval
13. Work Order/LOA/NOA
14. MOU (TOR/Financial Offer/Quotation/Tender Document)
15. Product/Work Ensure/Completion Certificate
16. Bill/Invoice

Brand Item:

Where the Purchase Committee is satisfied/confirmed that no other firm is in position to quote (i.e. for
strictly proprietary article with a sole agency) a single quotation procedure with approval of the
committee will be followed.

Exceptional Circumstances:

a. In case of purchase of any services (e.g. consultancy, documentation, designing etc.),

construction related work, purchase of land and building etc. considering product quality,
company goodwill and previous work experience procurement committee may purchase such
types of goods and services based on single quotation with mentioning written
explanation/justification up to BDT 1,00,00,000 upon approval from Chief Operating Officer
(Support Service) and above BDT 1,00,00,000 upon approval from Chief Executive Officer.

b. Any purchase which is not possible through SAJIDA Procurement policies, in that cases, Chief
Operating Officer will arrange the purchase mentioning written explanation/justification upon
approval from Chief Executive Officer.

Deed, Agreement and License:

When procurement is made for land, building, vehicle, equipment, etc. the registration/deed/
agreement/license should be in favor of SAJIDA Foundation/ Chief Executive Officer, SAJIDA
Foundation.

Exceptional Circumstances during Emergency:

Once a disaster has been declared by SAJIDA Foundation, procurement policies initially need to be
adapted. Any deviations will need to be announced by the Chief Executive Officer and will be strictly
limited in scope and duration. Such short-term adjustments should be discontinued as soon as the
SAJIDA Foundation emergency operations (emergency phases) are over.

Emergency procurement means procurement of emergency goods and/or services for humanitarian
crisis or natural crisis or pandemic situation and will not mean that all normal procedures shall be
declared redundant. It is essential to remember that the fund entrusted to SAJIDA Foundation by
various donors for financing emergency procurement will require complete accounting; expenses must
be substantiated by proper documentation. Some donors may even ask for original invoices and

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audited expense reports. Therefore, essential rules and systems must be adhered to even in an
emergency situation.

Following procedures will be followed during an emergency procurement:

• Up to BDT 50,00,000 – Goods will be procured using direct purchasing method.
• Above BDT 50,00,000 – Goods will be procured using the quotation method (Quotation will be
obtained from minimum 3 suppliers).

All payments to vendors should be made through an Account Payee Cheque. If cash payment cannot
be avoided the cash payment should not exceed BDT 500,000. Any bill paid that doesn’t follow these
procedures during an emergency must be accompanied by a written justification.

Payment Procedure:

Below procedures and forward the payment document as a package to Finance and Accounts for
Payment:

• Payment must be made against original bill/Invoice after goods and service satisfactory.
• Advance and pre-payment can be made with a clear disclosure in the purchase order/
agreement and the must be adjusted during payment.
• Payment must be supported by appropriate and sufficient documents.
• All payments must be authorized/approved by authority having the Table of Authority.
• Payments over BDT 20,000 must be made through online banking/Bank transfer/Accounts
Payee Cheque/Demand Draft or Pay Order.
• Payment should be made in the name of supplier/vendor with whom the agreement/contract is
made.

Donors’ Requirements:

In the case of using donor money for the purpose of any procurement, donors supplied procurement
guideline (if any) is to be followed.

GOB Rules:

SAJIDA Foundation will follow the GOB rules for Tax, VAT, etc. during the procurement of any goods
and services.

-End-

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