Lecture Five.pptxLecture Five.pptxLecture Five.pptx

Lecture Five.pptx

1. Lecture Five د تهیه او تدارکاتو تخنیک

2. د ازموینې وړاندیزونو لپاره د اسنادو راټولول When an organization wants to procure goods, services, or works through competitive bidding (tenders, RFPs, RFQs, etc.), it must prepare and collect specific documents to share with suppliers. These documents define: what is needed , how suppliers should respond , and how the proposals will be evaluated .

3. I mportance Ensure pair Competition Avoid confusion or disputes Helps attract qualified vendors Protects the organization legally and financially

4. د پیرود قرارداد A Purchase Contract (also called a Procurement Contract ) is a legal agreement between a buyer (usually a company, organization, or government entity) and a seller (supplier or vendor), where the seller agrees to provide goods, services, or works, and the buyer agrees to pay for them under specific terms.

5. Key Features of a Purchase Contract Element Description Parties Involved Buyer and Seller (their names, addresses, and legal status) Subject of the Contract Description of what is being purchased (goods, services, or works) Quantity & Specifications Exact amount and technical/quality standards Price & Payment Terms Total cost, currency, payment schedule, and method (e.g., bank transfer) Delivery Terms Location, timeline, shipping method, responsibilities Duration Start and end date of the contract or delivery timeline Warranties & Guarantees Seller’s assurance on product quality, defects, and after-sales service Penalties & Damages Fines for late delivery, non-performance, or contract breach Dispute Resolution Process for resolving disagreements (e.g., arbitration, court, mediation) Termination Clause When and how the contract can be canceled by either party Governing Law Which country or region’s laws apply to the contract

6. Types of Procurement Contracts Fixed-Price Contract: Price is set and does not change. Best when the scope is clear and unlikely to change. Low risk for buyer; High risk for seller. Cost-Reimbursable Contract: Seller is paid for actual costs plus a fee. Useful for R&D or unclear scopes. Flexibility; Risk of cost overruns.

7. Time and Materials (T&M) Contract: Based on hourly/daily rates and materials used. Suitable for consulting or short-term services. Easy to manage; Can become expensive.

8. Importance of Procurement Contracts Legally protects both buyer and seller. Ensures clarity and accountability. Reduces chances of disputes Sets expectations and deliverables Provides a basis for monitoring performance Example: The Seller shall deliver 500 units of Laser Printers to the Buyer's warehouse located at Kabul Industrial Park no later than October 30, 2025.

9. د پیرود عملیاتو پلي کول او د توکو رسید After a purchase contract or procurement agreement is signed, the organization must carry out the actual purchase operations and manage the receipt of goods . This is a critical phase of the procurement cycle , where the focus shifts from planning and contracting to execution and delivery .

10. 1. Implementation of Purchase Operations refers to the actual execution of procurement based on the agreed terms in the contract. It includes: a. Issuing a Purchase Order (PO) A formal document sent to the supplier confirming: Item descriptions. Quantities Price Delivery date and location Payment terms Legally binding if the supplier accepts.

11. b. Supplier Acknowledgment The supplier confirms the order and starts preparing the goods/services. Sometimes requires a written acknowledgment. c. Monitoring Delivery Timeline The procurement team tracks progress: Has production/shipping started? Is delivery on schedule? Any issues or delays?

12. d. Communication with Supplier Ongoing coordination with supplier on: Shipping documents Customs (if applicable) Logistics arrangements Resolving any changes or issues proactively

13. 2. Receipt of Goods When goods arrive, the organization must perform a controlled and documented process to verify that what was delivered matches what was ordered . a. Inspection and Verification Physical Inspection : Quantity: Are the correct number of items delivered? Quality: Are the goods undamaged and meet specifications? Packaging: Proper and intact?

14. Document Verification : Compare goods with the Purchase Order (PO) Check delivery note/invoice Confirm warranty or certificates (if needed) b. Goods Received Note (GRN) A formal document prepared by the receiving department. Confirms that goods were received in acceptable condition. Used for: Inventory update Payment processing Record keeping

15. c. Reporting Issues (if any) If items are: Damaged Wrong Missing Then the receiving team must: Notify supplier immediately Fill out a discrepancy report Request replacement or credit d. Storage or Distribution After acceptance, goods are: Stored in the warehouse with proper labeling and inventory records. Or distributed to relevant departments/projects.