Purchase Committee: Every NGO should have a Purchasing Committee. This committee could have responsible person from each department such as Administration, Programme, Finance and External Advisor/Professional, but it could more people depending upon the purchasing and organisation's need.
There could be different levels of Purchasing Committee limiting the amount for each level.
On receipt of the quotations/bids
• All the Purchasing Committee members need to sit to discuss the quotations (see what allinformation need to get alongwith quotations) and these need to be opened in their presence.
* All PC members should sign on the quotations with date.
• Prepare and analyse the Comparative Statement
• Analyse the bid
• See what all they are offering alongwith a particular machine
• See whether they have local backup service
• The committee should shortlist a few suppliers
• Call those suppliers for further negotiations
• Also contact the organization whom that company supplied earlier
• Once the committee satisfies, then
• the members of the Purchasing Committee should sign the Comparative Statement and give the reasons for selecting a particular supplier (see seoarate note).
Once the negotiations are over, a Contract Letter (see separate article) needs to be prepared and signed by both parties.