Purchase

A Purchase Committee is a group of designated faculty/staff established for independent review and evaluation of purchasing documentation whose main role is to recommend the most appropriate supplier or service provider based on price, quality, stock availability, references etc. Purchase Committees (PC) should be established and managed by the Chairman/Trustee/Principal of the college and they have the ultimate responsibility for the successful outcome of the evaluation process. For all PC meetings, the Chairman/Trustee should act as the chairperson.

Responsibilities of the Purchase Committee:
The roles and responsibilities of the PC should include;
1.To analyse quotations provided by the departments, and provide recommendation for approval.
2.To ensure all documentation is accurately completed.
3.To ensure that the supplies/services quoted for comply with what was requested on the PO.
4.Seek clarification from suppliers/service providers where ever necessary.
5.To request technical input from relevant faculty/staff as required.
6.In certain contexts, it may be appropriate for some or all members of the PC to be directly involved in the collection of quotations
7.Ensuring proportionality, transparency, accountability and fairness in the procurement process
8.Ensuring all relevant documentation is prepared prior to PC meeting
9.Involvement in the evaluation discussion
10.Ensuring samples are available for review if relevant and are returned to all unsuccessful bidders
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