Africare Procurement Checklist

AFRICARE PROCUREMENT CHECKLIST

DOCUMENTS REQUIRED - AUTHORIZATION & BIDDING Technical Solicitations for goods and services shall be based upon a clear and accurate Specifications description of the technical requirements for the material, product or service to be procured. Such a description shall not, in competitive procurements, □ contain features, which unduly restrict competition such as naming “brands”. Technical requirements must be translated into English. Quotes At least 3 written quotations for purchases greater than $3,000. Quotes MUST include the vendor name, address and contact □ information. Procurement A completed Africare Procurement Authorization. Authorization □ Cost and Price Cost analysis is the review and evaluation of each element of cost to Analysis determine reasonableness, allocability, and allowability. Some form of price or cost analysis should be made in connection with every □ procurement action greater than $500. Certification The Country Director should review his or her paperwork and certify that the document comply with of all Africare Procurement Policies and donor requirements. The certification is subject to Section III of □ the Africare Procurement Policy. DOCUMENTS REQUIRED - GOVERNMENT REGULATIONS Restricted Vehicles, Agricultural Commodities, Fertilizer, Pharmaceuticals, Pesticides, Goods Used Equipment, US Government Excess Property are considered restricted □ goods and require a written waiver. EPLS Excluded Parties List System - http://www.sam.gov □ E.O. 13224 and Blocking Property and Prohibiting Transactions With Persons Who OFAC Registry Commit, Threaten to Commit, or Support Terrorism REQUIRED for all procurements over $5,000 □ This may be checked at OFAC Registry at the US Dept of Treasury Website. DOCUMENTS REQUIRED - PROCUREMENT RECORDS Contractor Basis for contractor selection. Selection □ Justification Justification for lack of competition when competitive offers are not obtained. □ Award Basis for award. □ Choice of The recommended choice of supplier should be noted on the Supplier procurement form along with the current US dollar amount for □ approval if it is to be purchased outside of the US. Successful All records relating to any successful procurement must be stored and Procurement maintained for period of up to three years after the project close. □ Purchase Order All US domestic purchases over $500 require a Purchase Order. The following information is required: vendor's name and address, shipping address and terms, date of purchase order, delivery date, PO#, description, □ and price amount.