Ethiopian Midwives Association

PROCUREMENT MANUAL

Addis Ababa, Ethiopia

December, 2020

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CONTENT
i. Procurement Policy And Procedure ..................................................................................................... 1
1.1 Legislative Framework .................................................................................................................. 1
1.2 Scope Of Application .................................................................................................................... 1
1.3 Procurement Principles................................................................................................................. 2
1.4 Ethical Standards ........................................................................................................................... 3
Ii. Organization Of Procurement Function At Emwa ............................................................................... 5
2.1 Duties & Responsibilities Of Emwa Executive Director .............................................................. 7
2.2 Duties And Responsibilities Of Emwa Procurement Committee ................................................ 8
2.3 Duties And Responsibilities Of Evaluation Committee ................................................................ 8
Iii. Procurement Planning ....................................................................................................................... 9
3.1 Preparation Of Procurement Plan ................................................................................................ 9
3.2 Individual Procurement Plans ...................................................................................................... 10
3.3 Consolidated Procurement Plan ................................................................................................. 10
3.4 Amendment And Approval Of Procurement Plan ..................................................................... 11
Iv. Procurement Process...................................................................................................................... 11
V. Methods Of Procurement................................................................................................................... 12
5.1 National Competitive Bidding ..................................................................................................... 13
5.2 Request For Quotation ............................................................................................................... 20
5.3 Single- Source Procurement ....................................................................................................... 21
5.4 Direct Procurement.................................................................................................................... 21
5.5 International Competitive Bidding .............................................................................................. 21
Vi. Receiving And Procurement Documentation ................................................................................. 22
Vii. Procurement And Storage Forms ................................................................................................... 25
I. Procurement Plan Template ........................................................................................................... 25
Ii. Store Requisition Form ................................................................................................................... 26
Iii. Purchase Requisition ................................................................................................................... 27
Iv. Purchase Order........................................................................................................................... 28
V. Goods Received Note .................................................................................................................... 29
Vi. Goods Return / Rejection Note ................................................................................................. 30
Vii. Damage/Shortage Note .............................................................................................................. 31

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Viii. Stock Issue Note ......................................................................................................................... 32

Ix. Proforma Analysis Template ....................................................................................................... 33

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 I. PROCUREMENT POLICY AND PROCEDURE
1.1 LEGISLATIVE FRAMEWORK

A. This procurement manual has carefully prepared to ensure consistency with the Federal
Democratic Republic of Ethiopia different polices and regulations set for encouraging Charities
and Societies in achieving their purposes, to create conducive situation where Charities and
Societies operate with transparency, accountability and legally. However, when EMwA
procurement manuals principles are contradicting with Federal Democratic Republic of
Ethiopia regulations (Charities and Societies Proclamation NO. 621/2009 and/or Charities and
Societies Council of Ministers Regulation No. 168/2009, Charity and Societies Agency
guidelines and others related obligations), the provisions set by FDRE government or Charity
and Society Agency shall prevail.

B. EMwA is working with different local and international NGO’s. Sometimes donors may require
following their own procurement guidelines. When donors have preference in favor of their
regulation and also when there is conflict between EMwA procurement manual and donors’
manual/guideline, donor’s guideline will prevail if and only if the donor’s requirement is in
accordance with Federal Democratic Republic of Ethiopia Charity and Societies legislations.
While following donor’s procurement policies and guidelines EMwA Executive Director or its
delegates shall always give permission.

C. Hence, in the case of inconsistency between any instruments of the legislative framework or
when different stakeholders have contradicting procurement principles or guidelines, the
regulation with priority in below shall prevail;
1st: FDRE government and/or Charity and Society Agency regulations
2nd: Donors guideline without violating FDRE government and/or Charity and Society Agency
regulations
3rd: EMwA procurement manual

D. In the absence of FDRE government and/or Charity and Society Agency regulations which will
limit the application of this manual, or preferential requirement from donors to follow their
procedures, this procurement manual shall be followed.

1.2 SCOPE OF APPLICATION

Ethiopian Midwives Association (EMwA) procurement manual shall be applied to all the association
operations in the procurement of goods/services/works for the association, the association projects, and
projects implemented by its partners. Procurement means obtaining goods, consultancy or non-
consultancy services and works through purchasing, hiring or obtaining by any other legal means. Goods
refer to raw materials, products medical supplies and equipment and commodities in solid, liquid or
gaseous form, marketable software, and other related products. Services are intangible products which
can be classified as consultancy and non-consultancy services. Work means all works associated with the

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construction, reconstruction, upgrading, demolition, repair or renovation of a building or structure, as

well as services incidental to works.

Consultancy Service means a service of an intellectual and advisory nature provided by consultants using
their professional skills to study, design, organize and implement specific projects, advising clients,
conduct training and transfer knowledge. Services refer to any object of procurement other than works,
goods and consultancy services. Service includes telecommunication, printing, security, maintenance,
janitorial, electricity, and water supply services.

The purpose of this procurement manual is to establish guideline and operational procedure for
efficient, transparent and fair procurement of good, works, consultancy services and non-consultancy
services. This manual shall be used to:

 Understand procurement management of EMwA

 Ensure use of the association and donors/partners resources with due care for efficiency and
transparency in procurement management.
 Facilitat EMwA’s partners in managing procurement activities Provide instructions and guidance
to all staff dealing with procurement within EMwA
 Prepare bidding documents, purchase order/Contract and purchase recordings.
 Provide necessary templates to facilitate the procurement procedures and documentation
 Deliver training in EMwA procurement procedures

1.3 PROCUREMENT PRINCIPLES

The guiding principles of EMwA procurement are prepared to ensure careful and responsible
management of the entire procurement operations. EMwA is responsible for efficient utilization of the
association’s and its partners/donors’ resources in fulfilling the association’s vision, goals and objectives.
It is known that different stakeholders such as government regulators, donors have demand in terms of
achieving value for money, ethics, sustainability, efficiency as well as transparency and accountability.
These expectations form the basis of EMwA procurement principles. To deliver a high level of service
for EMwA and also to comply with different regulations set by government and donors, the following
general principles must receive due consideration when undertaking all procurement activities.

A. Best value for money: all procurement operations shall be carried to obtain the best overall
benefit under the specific selection criteria. To achieve this, it is important to consider the
optimum combination of total life-cycle cost (i.e. acquisition cost, cost of maintenance and
running costs, disposal cost) and its fitness for a required purpose (i.e. quality and ability to meet
the association’s requirements).

B. Fairness, integrity, and transparency: all procurement processes shall be undertaken in a

manner that will assure fairness and transparency. Equal opportunities shall be offered to all
bidders. No supplier or service provider shall be excluded from participating in EMwA
procurement for any reason other than the evaluation criteria provided.

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All EMwA employees participated in the procurement process shall act with strong moral
principles and honest character. To achieve integrity, the procurement process must protect the
organization from malpractices, such as fraud, corruption, collusion and other unethical
practices. In addition, all criteria applied in making procurement decisions and decisions taken
on each procurement must be made transparent to all concerned parties.

C. Effective competition: all procurement contracts shall be awarded based on open and free
competition among suppliers through applying the principles of fairness, integrity, and
transparency. Effective competition shall result in acquisition of ‘right product, right time, right
quality’ and ‘right price’. To achieve this, open tender shall be used unless there is an exception
to use another procurement method pursuant to this manual article 5.

The association shall be alert to organizational conflicts of interest as well as non-competitive

practices among competitors that may restrict or eliminate competition such as collusive
practices. Awards shall be made to the bidder or offer whose bid or offer is responsive to the
solicitation and is most advantageous to the association, price, quality and other factors
considered. In all procurements, the association shall avoid practices that are restrictive of
competition. These include but are not limited to:
 Placing unreasonable requirements on suppliers/service providers/consultants in order
for them to qualify to do business,
 Requiring unnecessary experience,
 Non-competitive pricing practices between suppliers, candidates or between affiliated
companies,
 Organizational conflicts of interest,
 Specifying only a product brand name or particular service provider instead of allowing
an equal product to be offered and describing the performance of other relevant
requirements of the procurement. Brand /particular service provider can be
incorporated with specification when; it is difficult to draw up a specification, the
procurement is for spare parts for a particular item of proprietary plant or equipment,
and there is known to be only one manufacturer or provider of the goods or services in
question.

D. Best interest of EMwA and its partners: The ultimate objective of this procurement manual
is to add value to the association and its partners/donors in fulfilling their goals and objectives.
The procurement process will be carried out in a manner that best enables EMwA and its
partners to reach their short-term and long-term objectives of the project in compliance with
applicable procurement procedures.

1.4 ETHICAL STANDARDS

As EMwA undertakes procurement using the association members, donors, and partners funds, it is
imperative that all activities conform to the highest standards of ethical conduct. The above
procurement principles i.e., fairness, integrity, transparency, and accountability, are based on ethics.

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Every member of the association must adhere the procurement principles, procedures, and moral values
throughout the procurement process. In order to ensure a high level of ethical conduct throughout the
procurement procedure, all staffs in procurement shall abide by the following standards of conduct:

 No employee, or agent shall participate in the selection, award, or administration of a contract if

a real or apparent conflict of interest would be involved. Such a conflict would arise when
EMwA employee, or agent, any member of his or her immediate family, his or her partner, or an
organization which employs or is about to employ any of the parties indicated herein, has a
financial or other interest in the EMwA procurement.

 Prevent, detect and prohibit unethical practices (i.e., corruption, fraud, suppliers’ collusive
practice), to mitigate any financial and reputational risk linked to unethical behavior;

 An employee or a person in a position of responsibility has to keep in secret any confidential

information of the association, partners, suppliers or service providers which he/she came to
know of on account of his duty. For this purpose, no information shall be disclosed to any third
party which is likely to restrict competition or helps bidders to derive unfair advantage;

 When preparing bidding documents or request for proposals, EMwA procurement committee
should avoid inclusion of conditions which are unfair, discriminatory or unreasonable.

 Provide guidance to EMwA staff at all levels and promote the observance of Ethical procurement
standards in all purchasing activity;

 The employees, and agents of EMwA shall not accept gratuities, favors, or anything from
suppliers, or parties for personal financial and non-financial gain throughout the procurement
process.

 Adhere the rules in place i.e., EMwA procurement manual in order to prevent the association
from accepting any bid put forward by suppliers or service providers, or, where applicable,
terminate their contract, if it is determined that they have engaged in corrupt, fraudulent,
collusive or coercive practices.

 Members of the association, Executive board, executive director and all the association staffs
shall comply with all relevant duties, including those governing conflicts of interest. When
members of the procurement committee and other staffs have a direct or an indirect financial or
personal interest, such staffs shall disclose this fact and withdraw from the proceeding of
procurement procedure. Employees, and agents of the association shall be subject to disciplinary
actions/legal accountability if this standard has violated.

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 Any employee or person in a position of responsibility has the obligation to notify the
appropriate body in the case of unethical behavior such as corruption intended or committed.
While doing so, it is necessary to make sure that the allegation is supported by evidence.

II. ORGANIZATION OF PROCUREMENT FUNCTION AT

EMWA

Based on EMwA’s organizational structure (Organogram), organization of procurement function at

EMwA has elaborated well in this section. Procurement of goods/services/works which can be carried
through competitive bidding and/or request for quotation, shall be approved by the Executive Director.
The chain of command or reporting structure of procurement function has broadly classified into two in
accordance with the two common methods of procurement (Competitive Bidding and Request for
Quotations).

Figure 1: Organization of Procurement Function

Procurement under Procurement under Request for Quotation

Competitive Bidding

Sr. HR Officer
Executive Director Executive Director

Finance
Finance Bid Evaluation Committee

Proforma Collection &

(Budget)
(Budget)

Evaluation
Users Request

Technical Evaluation Procurement

Committee Committee
Department Procurement
Managers Committee
preparation & Evaluation
Bidding document

Users Request

Department Manager Logistics & Procurement Officer

or General Service Officer

Users/Officers Users/Officers

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Competitive bidding shall be applied in accordance with this manual article 5. The application
procedure for competitive bidding has summarized in the above figure. Users/officers request for large
sum purchase shall be verified by their department managers. Checking the verification of availability of
the request from the store, quantity of order, Description and completeness of specification/TOR,
budget availability and lead time. After consolidating users request, the department manager shall submit
its request to the Association Executive Director in order to fulfill their department request through a
competitive bidding procedure.

Upon the request for procurement under competitive bidding from program managers, the association
Executive Director shall verify the request. The verification shall focus on; checking the type and
quantity of order in accordance with the program’s deliverables, accuracy of specification/TOR, and
completeness and lead time. The request shall fulfill the conditions stated for using competitive bidding
in accordance with this manual article 5. In addition, the Executive Director shall check the request
with the availability of budget from Finance Department. Then, the Executive Director may give
direction to proceed the procurement with the bidding procedure.

When the Executive Director has permitted to proceed the procurement with competitive bidding, the
unit/person responsible to coordinate procurement activities shall prepare the bidding document at the
right time. Bidding document might be prepared by procurement expert/officer or logistics officer who
can carry this responsibility in collaboration with requesting unit/consulting other experts in the field.
Following the bid closing/opening, the technical evaluation committee will conduct bid evaluation based
on evaluation criteria stated in the bidding document. Then association Executive Director will check
the technical evaluation result and directs the result for price evaluation to the procurement committee
and finally the procurement committee present the consolidated evaluation result report to the
executive director and the executive director may request technical advice from internal auditor before
approval of the consolidated evaluation result report.

Procurement under Request for Quotation (RFQ) shall be applied in accordance with this manual
article 5. Procurement under Request for Quotation might be implemented in accordance with the
procedure which has summarized in the above figure. Users/officers request for small amount purchase
shall be verified by their department managers. The verification shall focus on; checking the type and
quantity of order in accordance with the program’s deliverables, accuracy of specification/TOR, and
completeness and lead time. Following need communication for respective departments managers, the
following sequential tasks might be adhered to acquire good/services/works under RFQ method.

A. Department managers shall submit request to the association Executive Director in order
to fulfill their department request through Request for Quotation. Manager of Finance and
Admin shall verify the appropriateness of request, budget availability and other related
issues. Then, the Executive Director shall authorize the procurement to be carried under
Request for Quotation method.
B. Proforma will be collected by Driver Purchaser and/or the requesting department with the
support of General Service Officer and Logistics and Procurement Officer.
C. Evaluation and analysis of collected proforma invoices can be conducted by procurement
committee.

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D. Finance & Admin Manager will verify and endorse the evaluation result. Finance and Admin
Manager will follow the delivery of required goods/services to the association.

2.1 DUTIES & RESPONSIBILITIES OF EMWA EXECUTIVE DIRECTOR

Before any procurement activities are initiated, EMwA Executive Director shall ensure that a
procurement committee is established which will prepare bidding document, evaluate proforma invoices
and accomplish related procurement responsibilities. Executive Director or his/her delegates will have
the following duties and responsibilities towards the association procurement.

A. Ensure that the prepared annual procurement plan addresses the following issues;
 The identified procurement needs of EMwA are in harmony with the association work
program.
 The procurement plan is prepared in such a way as to enable a bulk purchase
 Procurement method and other issues addressed in the procurement plan are in
accordance with EMwA procurement manual.

B. Ascertain that the bidding document prepared by the unit/person responsible to coordinate
procurement activities satisfies the following requirements: -
 The bidding document prepared shall be inconformity with this procurement manual
different articles.
 Evaluation criteria are non-discriminatory, transparent and achievable. The technical
specification shall comply with the conditions stipulated in this manual.

C. Consider and approve bid evaluation reports of procurements, the value of which exceeds the
threshold specified in this procurement manual, by ascertaining that the following conditions are
satisfied: -
 The evaluation was conducted in accordance with the bidding document,
 That the detailed evaluation leading to the recommendation given in the evaluation
report and the overall process of procurement would result in ensuring value for money
for EMwA.
D. Ensure that the procurement fulfills Charities and Societies Agency Guidelines, this manual
requirement, donor/partners requirements.
E. Negotiate high procurement contracts with successful bidders, sign contracts

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2.2 DUTIES AND RESPONSIBILITIES OF EMWA PROCUREMENT

COMMITTEE
EMwA procurement committee shall carry out all duties and responsibilities in accordance with all
procedures stated in this manual. EMwA Executive Director shall establish the committee having three
or five members. This committee shall serve for one years. The committee may involve; Departments
Manager, Finance Office, Logistics and Procurement Officer, General Service Officer and Program
Officer/Assistant.

This Procurement committee shall be responsible and report to EMwA Executive Director upholding
the procedures stipulated in this manual. The general responsibility of EMwA Procurement Committee
has summarized below;

 Ensure the availability of secured bid box at appropriate place immediately after bid
announcement
 Invite the procurement initiator and internal audit to attend the bid opening ceremony and open
bids
 Make sure that copies of bid documents are delivered to members of technical evaluation
committee and that the original bid documents are kept securely for reference at Finance
Department,
 Disclose the result of a bid evaluation to the successful and unsuccessful bidder,
 Conduct evaluation for collected proformas and submit the summary with all necessary
attachments to the Executive Director
 Ascertains that the price offered by successful bidders is commensurate as compared to the
market price; particularly for procurements to be conducted by Request for quotation method
of procurement,
 Give clarification concerning its decisions made on any procurement proceedings within its
jurisdiction when required to do so by EMwA, donors/partners, Charities, and Societies Agency
and another appropriate body,
 Keep procurement documents and share to the newly established committee after completion
of the working terms.
 For procurements which are made through Request for Quotation method, only financial
evaluation might be conducted by the procurement committee. Even though, the evaluation
result should be endorsed by Executive Director.

2.3 DUTIES AND RESPONSIBILITIES OF EVALUATION

COMMITTEE

An adhoc technical Evaluation Committee shall be established by the Executive Director involving
members which possess the necessary technical and administrative expertise. The technical evaluation
and procurement committee shall have at least three members. The technical evaluation committee shall
have different experts such as project officer/assistant, department managers and others. The

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procurement committee members may involve Logistics and Procurement Officer, General Service
Officer, Finance Officer, Project Officer/Assistant and other. Where the association Executive Director
finds it necessary, it may require the persons conducting the technical evaluation to account for the
consolidated evaluation report.

A. The bid evaluation committee shall be responsible to prepare and submit consolidated
evaluation result with its recommendation, to the Executive Director. The Executive Director
shall examine the consolidated evaluation report considering this procurement manual as well as
the requirements of the bidding document and give either of the following decisions:
 Approve the evaluation report as a whole and authorize the procurement to Proceed
accordingly;
 withholds approval the report and order re-evaluation.
 Reject the evaluation report the executive director is not satisfied with the re-
evaluation result

B. Where the Executive Director withholds the evaluation report pursuant to, it shall state the
reason for its decision and refer the case back to the evaluation team with instruction for the
team to follow in re-evaluating the bids in question. The evaluation team shall conduct re-
evaluation in accordance with the instruction of the Executive Director and report the results
back to the Director.

[Link] PLANNING
3.1 PREPARATION OF PROCUREMENT PLAN

Procurement planning is the process of scheduling the procurement activities of the overall
association, and projects. The association shall prepare a comprehensive and realistic procurement
plan supported by an action plan that will enable the association to execute in due time the
procurement necessary to achieve the association goals and objectives. The plan should ensure
compliance with this manual’s procurement principles.

At the association level, EMwA Finance and Admin Dept/person who is coordinating procurement
activities or procurement officer or designated staff will be responsible to prepare consolidated
procurement plan based on individual procurement plans submitted by functional units. Consolidated
procurement plans shall be prepared annually. In cases where the needs are more difficult to define and
schedule, e.g. EMwA focus on emergency relief, the procurement planning may be done quarterly.
EMwA annual procurement plan shall be prepared on the third quarter of each budget year for the
coming budget year. Procurement planning in EMwA shall encompass the following levels:

1. Individual procurement plans

2. Consolidated procurement plan

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3. Amendment and approval of procurement plan

4. Share the Annual procurement plan to staffs

3.2 INDIVIDUAL PROCUREMENT PLANS

Individual procurement plan for EMwA refers to procurement plan prepared for each project and
departments. Each of EMwA departments and projects units shall communicate their procurement
needs for the coming year by using the templet issued by procurement officer or any other designated
staffs. The data that will be collected from requisitioners shall include a minimum of; expected
requirement for goods/services/works, quantities, and the required delivery time. Project coordinators
and department managers shall identify goods, works and or services to which the association gives
priority and special attention. Then, individual procurement plan will be collected and verified for each
project and departments.
3.3 CONSOLIDATED PROCUREMENT PLAN

Once individual procurement plans have been prepared from all the appropriate sources, it should be
consolidated into the overall annual procurement plan at the association level. The consolidated
procurement plan provides an opportunity to identify potential to achieve economies of scale, to better
utilize resources, and to provide procurement procedures with timelines to perform. The procurement
plan shall be prepared through classifying requirements in terms of goods, works, consultancy services
and non-consultancy services.

While consolidating requirements from individual plans, procurement requirements shall be organized in
packages taking into consideration the following points; assort similar and related requirements,
classifying the procurement based on category of supplies, and ensure that the procurement is
convenient for execution. The consolidated procurement plan shall include:

o Need description: procurement requirement such as goods, works, consultancy services and
non-consultancy services shall be defined based on the requisition. Requisitioners shall provide
requirement definition. The requirements detail description for goods, services or works can be
specified in either: Technical specifications; Terms of reference (TOR) or Statement of work
(SOW).

o An estimate of the value of each procurement packages and the source of funding, if different
from other packages;

o Procurement method: in the preparation of procurement plan, an appropriate procurement

method shall be selected to be used in respect of each type of procurement, from among the
methods prescribed in this procurement manual section 5.

o Details of any committed or planned procurement expenditure under existing long-term

contracts.

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o Timelines for critical procurement cycles such as Need Identification, Preparation of Bidding
document, Bidding Period, Bid Submission and Opening, Bid Evaluation, Notification of Award,
Contract Signature and final delivery date.

3.4 AMENDMENT AND APPROVAL OF PROCUREMENT PLAN

EMwA procurement officer or any other designated staff to prepare an annual procurement plan shall
submit the comprehensive annual procurement plan to the Association Executive Director. The director
shall provide constructive comments and suggestions. After incorporating all necessary comments,
revised Annual Procurement Plan shall be submitted to the Executive Director. A copy of endorsed
procurement plan shall be sent to all departments.

The association may revise or modify the procurement plan at any time. The revised procurement plan
shall get approval by the Executive Director. However, the association may procure
goods/services/works which are not included in the annual procurement plan or revised annual
procurement plan. Such procurements will include emergency requirements.

IV. PROCUREMENT PROCESS

The general procurement of EMwA is visualized by the following flowchart. Different section of this
procurement manual shall be referred for further clarification of each tasks. The below flow chart has
prepared to enhance the understanding of procurement process of EMwA. However, all procurement
process or activities should be conducted in compliance with the entire articles of this procurement
manual.

Figure 2: EMwA procurement Cycle

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Procurement Cycle Activities Description

Individual Procurement Plan Prepare Procurement Plan for each projects / departments

Annual Procurement
Consolidated Procurement Plan Consolidate Individual Procurement Plans in to packages
Planning
Revision --- endorsement Revision and endorsement by the procurement committee

Prepare bidding documents based on an endorsed procurement plan

Bidding document preparation
Advertise the bid by mass medias, receive bids
Bid float period
Identification and
Bid opening, evaluation Bid opening session, conduct technical and financial evaluation
selection of supplier
Award and contracting Award the winning supplier, compliant handling and contracting

Contract Administration Follow-up and monitoring open orders to ensure on time delivery

Receiving Checking quantity and overall condition of incoming shipment

Receiving and Inspection Checking quality in accordance with the specification on

acceptance of orders PO/Contract
Accetance/Rejection Make decision to accept or reject the shipment, Issue GRN or SRN

Closing orders Procurement shall close open orders based on acceptance report
Approval of supplier shipment, Issue GRV or SRN
invoice & documentation Approval of different invoices Finance shall verify OP/Contract with GRN or SRN for payment

Documentations All procurement processes/activities shall be documented well

V. METHODS OF PROCUREMENT

Any candidate or supplier shall meet the following criteria to participate in EMwA procurement;

 That they have the legal capacity to enter into the contract as per FDRE laws.
 That they are not insolvent or bankrupt, their business activities have not been suspended, and
they are not the subject of legal proceedings for any of the foregoing.
 That they have renewed trade license and fulfilled their obligations to pay taxes according to
Ethiopian tax laws;

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The following procurement methods are approved for EMwA procurement;

A. National competitive bidding

B. Request for Quotation
C. Single-source procurement
D. Direct Procurement
E. International Competitive Bidding

Except as otherwise provided in this manual EMwA shall use national competitive bidding as the
preferred procedure of procurement. EMwA may use a method other than national competitive bidding
only where conditions for use of other methods stipulated in this manual are satisfied.

5.1 NATIONAL COMPETITIVE BIDDING

EMwA shall assure that important conditions are satisfied when using national competitive bidding. The
conditions include; the required objects of procurement can be procured from local suppliers and the
value of the procurement is at least (equal and above) to:

For works, …………………………… 250, 000 Birr

For goods, ……………………………. 150, 000 Birr
For consultancy, …………………....... 100, 000 Birr
For services, ………………………...…100, 000 Birr

Any bidding document prepared by EMwA shall be approved by the Executive Director before being put
to use. the unit/person who is coordinating the procurement activities may take the entire responsibility
to prepare bidding documents. While doing so, the unit/person or any designated staff may request
cooperation from other staffs such as finance office, project assistant and others. The bidding document
produced shall incorporate the following issues in its main parts;

A. Instruction to bidders: shall be an integral part of the bidding document. The instruction to
bidders shall contain; a general description of the goods, works, consultancy services or other
services to be procured, the full name and address of EMwA. Instruction to bidder shall include;

 The criteria that bidders are expected to fulfill,

 An indication of the address and time for submitting requests of clarification on the
bidding document and a statement that such request has to be made in writing, the
content of bid documents to be submitted by candidates,
 The language in which bid documents have to be submitted, the type and number of
necessary documents and complementary forms described in the bidding documents,
 If bidders are required to submit samples, the place where the samples are to be
delivered and if appropriate, the time when and the place where the samples will be
openly shown, as well as an indication that samples are to be returned to the
unsuccessful bidders or not,

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 The place where the bid box is available and a statement indicating that bids submitted
after the bid is closed shall not be accepted,
 A statement indicating the methodology of evaluating bids, the criteria for the evaluation
and the weight each criterion shall have as well as the conditions for submitting further
proposals to select the successful bidder and the criteria for evaluating such proposals
where two or more bidders get equal evaluation results,
 An indication of the mode and amount of bid and performance securities required and
the validity period of same,
 The deadline for submission of bids and the place date and hour of the bid opening.
An indication whether the bids are to be submitted in a single or double envelope, the
number of copies, that all documents have to be signed by authorized persons.

B. National Bid Announcement: Bids are announced on mass media to invite all eligible suppliers/
firms to bid for the supply of items or services EMwA intends to acquire. National bid
announcements constitute at least the following major information that bidders need to know:
 Name of the association and background information about EMwA
 The items/services EMwA intends to buy
 Source/s of finance of the items/services to be purchased
 Legal requirements that bidders are required to fulfill like renewed trade license, TIN
and VAT registration certificates, Professional certificate and the like
 Testimonials from 3rd parties certifying previous experience or excellence of the bidder
in supply of certain item when the purchase is consultancy or items of complex nature
 The place/ office where a complete set of Instructions to bidders is available and the
amount of non reimbursable cost bidders are required to pay to acquire it. The price/
cost of a set of bid document is set to be ETB 150.00.
 The date and time bidders are supposed to deposit their proposals in the box arranged
for the bid, the date and time the bid is closed
 The place where the bid box is situated
 A statement disclosing that EMwA has the right to cancel a part or the whole of the bid
 Complete address of the association

C. Bid security: EMwA shall determine a reasonable amount of bid security in respect of each
procurement. The amount of bid security shall not exceed 3% of estimated price/budget of the
procurement. Except for procurement of consultancy services, EMwA shall request bidders to
submit the indicated amount of bid security in the form of cash, cheque certified by a reputable
bank, bank guarantee or letter of credit.

The association with forfeit bid security when, (a) bidders withdraw from a bid after the dead
line for submission of bids stated in the bidding document or before the expiration of the price
validity period indicated in the bid document, (b) when bidders refusing to sign the contract or
to furnish the performance security after award. However, the association will not forfeit bid

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 Ethiopian Midwives Association (EMwA) .

security for suppliers who are not willing to extend validity period when they are requested to
do so.

D. Technical Specification: EMwA shall be required to draw up detailed technical specification

in accordance with the needs of end users and in such a manner that it allows wider
competition on the basis of performance, function, technical or design characteristics depending
on the type of the procurement. The technical specification shall;

 Be an integral part of the contract, the technical specification of goods, consultancy

service, works or services shall be drawn by requisitioners or by the staff who have
adequate knowledge of the procurement in question.
 Not prescribe a particular brand or supplier or service provider. However, where it
is difficult to draw up a specification giving an accurate description of the requirement,
where the procurement is for spare parts or for a particular item of proprietary plant
or equipment, or where there is known to be only one manufacturer or provider of the
goods or services in question, the name of the manufacturer or service provider and the
term “or Similar” may be incorporated in the specification.

 Bid Evaluation committee and procurement committee may consider users choice out
of items under evaluation due to quality preference only when the E.D approves the
brand chosen. And this applies to all methods of procurement.
E. Evaluation and Selection Criteria: EMwA bidding document shall clearly indicate the bid
evaluation and selection criteria in the evaluation and selection section of the bidding document.
Selection of a successful bidder shall be carried out in either of the following two methods, not
withstanding that the bid evaluation criteria vary from one type of procurement to another: -

 Setting the minimum technical requirement and selecting the bidder with the least price
evaluated bid from among the bidders meeting such minimum technical requirements, or

 Indicating clearly in the bidding document the criteria to be applied to determine the
functional or economic value of the procurement and the relative weight to select
winner supplier. The best supplier shall be the one with the highest cumulative result of
technical and financial evaluation results.

F. Bid floating periods: In the preparation of a bidding document, EMwA has to set the
deadline for bid submission, taking into consideration the time it takes for bidders to obtain the
bidding document, to prepare responsive bids, to gather information, to analyze the information,
to establish joint venture as necessary, to obtain certificate of manufacturer’s authorization
including the power of attorney to sign and to fulfill other pre-conditions to participate in the
bid.

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 Ethiopian Midwives Association (EMwA) .

G. Classification or Modification of bidding documents: EMwA has to entertain requests

from candidates on clarification or modification to a bidding document prepared by the
association. However, EMwA shall not be obliged to respond to a request for clarification or
modification submitted later than 10 days prior to the deadline for submission of bids.

H. Bid Opening: Procurement Committee shall open the bids in the presence of the bidders or
their authorized agents, internal auditor, procurement expert/officer, and user department,
finance officer at the time and place stated in the biding document and amendments.
Members of the procurement committee and attendants of the bid from different units of the
association stated above sign the minute of bid opening. And bidders attending the bid opening
event shall sign attendance sheet.

For bid documents required to be submitted in one envelope, EMwA shall open each bid and
read out the name of the bidder, the bid price for the contract and rebate offered by that bidder
and the bidder’s conditions for such rebate, the amount and kind of bid security, and any other
information enabling bidders to know their relative position in the bid concerned.

Where bid documents are required to be submitted in two envelopes; first the envelope
containing the technical proposal shall first be opened in the bid opening process and the name
and other salient points of the bid shall be read out. Members of the procurement committee
and representative of user unit of the association attending the event shall sign on each pages of
each technical proposal (including the covering page) the moment it is opened and before
documents are submitted to Bid Evaluation Committee for technical evaluation . Second, the
envelopes containing the financial proposals of all bidders shall be put into one large envelope
unopened. The large envelope containing the financial proposals shall be properly sealed and
labeled with the bid identification number and a statement indicating the envelopes therein
contain financial proposals shall be written on it and members of procurement committee shall
put their signatures on it, and the envelop shall be kept under the custody of secretary of the
procurement committee.

The result of the technical evaluation shall be communicated in writing to all bidders. The letter
of notification shall be written to the unsuccessful bidders by stating the reason for not being
chosen as successful bidder. The unsuccessful bidders have the right of complaint against the
result of evaluation within the stated number of days in the bidding document.
The letter notifying the result of technical evaluation shall include opening date of the financial
proposals so that those bidders fulfilling the minimum technical requirement can attend the
event. Then, the financial proposals shall be opened in the presence of such bidders. The price
proposal envelops of technically unsuccessful bidders shall be returned back to them or their
legal agents unopened any time requested.

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 Ethiopian Midwives Association (EMwA) .

Those technically successful bidders attending this phase of bid opening shall sign the attendance
sheet and leave the compound after price proposals are disclosed
EMwA procurement committee shall record the minutes of the bid opening. The minutes shall
contain the names of the bidders, their bid price and any other salient points raised in the bid
opening proceeding. The minutes and the original bid documents shall be signed by employees
conducting the bid proceeding.
I. Evaluating bids and selecting the successful bidder
In order to identify the successful bidder, EMwA shall conduct detailed evaluation of bids it
receives in accordance with the criteria set in the bidding document. While conducting
evaluation, the following methods shall be considered;
 In respect of bids submitted in one envelope, the winner supplier will be the bidder who
had offered the least financial evaluated bid from among bidders submitting responsive
technical proposals.
 For bid which are submitted in two envelopes, the winner suppliers will be the one
whose score is the highest point in the total sum of results of the technical and financial
evaluation conducted on the basis of criteria applied to determine the functional value of
the procurement. While doing so, the share of technical proposal shall be 70% and the
remaining 30% shall be the share of financial proposal.
 The minute of the meetings so far done to select the winner of the bid together with
assessment schedules are approved by the executive director.
 Final notification of the result of the bid shall be communicated to the winner and the
unsuccessful bidders in writing at the same time.
 Following notification of awards, 5 working days shall be given for participating bidders
for submitting complain regarding the result of bid evaluation and award. The
association shall give necessary response to different stakeholders with such complains.
 If the bid is banned by a court or the regulatory body (CHSA) in writing following
complaints by a bidder/s, the association shall communicate the same to the successful
bidder and cease the contract until a decision reversing the ban is secured in writing
from the institution which banned the bid.
 Where the successful bidder cannot or is unwilling to sign a contract, the association
may either declare the bidder submitting the second most preferred bid the successful
bidder or invite such bidder to sign a contract or advertise a fresh bid by assessing the
benefit of the two options.
J. Performance Security/bond; Except for procurements executed by means of request for
quotation or rental services, the association shall require the supplier under contract with it to
furnish performance security/bond in any procurement within ten days after notification of
award in the amount of at least ten percent of the total contract price before signing the
contracts. The performance security/bond may be in the form of cash, cheque certified by a
reputable bank, bank guarantee or letter of credit.
K. Contracting: The contract to be signed between EMwA and the supplier shall clearly show the
obligations of the two parties and incorporate provisions for the following matters;

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 Ethiopian Midwives Association (EMwA) .

 The type, quality and quantity of the goods to be supplied, the works to be executed, or
the consultancy or other services to be rendered as per the contract, the manner and
schedule of delivery of such goods, works or services, the unit and the total price to be
paid for such goods, works or services and the terms and schedule of payment.
 Identifying the party responsible for securing the provision of incidental services
(Transport, Insurance, etc.,) from third parties.
 Discount and other offers proposed by the supplier in its bid document and the
application of such offers.
 Procedure for resolution of disputes that may arise in the performance of the contract.
 The conditions giving rise to forfeiture performance security, such as
o The liability of the supplier for delay in supplying the goods, performing the
works or rendering the services as per the contract. If the delay in performing
the contract affects its activities, EMwA may terminate the contract by giving
advance notice to the supplier.
o Where a supplier fails to discharge its/his obligation in accordance with the
terms and conditions of the contract, the association shall confiscate the full
performance security.
If the bid winner requests inclusion of advance of up to 30% contract price in the contract, the
association allows the inclusion with a condition of advance guarantee of equivalent value in the
form of cash or CPO or Insurance guaranty. If the bid is about construction, the bid winner is
allowed to bring the guarantee in the form of insurance bond.
L. Consultancy Service: for the procurement of consultancy services, the bid document shall be
submitted in two envelopes. One proposal will contain technical proposal; the other envelope
will contain the financial proposal and both proposals shall be put into one large envelope.
Procurement of consultancy service shall be carried by adhering all procedures of National
Competitive Bid which has stated in this manual. In addition, the following issues shall be fulfilled.

 The technical specification which will be described in the Terms of Reference (TOR)
shall be carefully prepared to fulfill EMwA requirement or interest in best possible
manner. While preparing the Terms of Reference, the general structure of EMwA TOR
may incorporate the following in accordance with the principles of project cycle
management:
o Content of Terms of Reference (TOR):
o Background information
o Contract purpose and expected results
o Assumptions and risks
o Scope of the services - activities
o Timing, logistics, and facilities
o Testimonials of previous experience from third parties certifying good
performances of the bidder in the area EMwA is demanding in the bid
o Key experts and other personnel
o Sub-contracting (if any)

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 Ethiopian Midwives Association (EMwA) .

o Reporting

 Quality and Cost-based Selection shall be applied for the procurement of consultancy
service. Bidders getting less than 70% in the technical evaluation shall be rejected and
the envelopes containing the financial proposals of those consultants scoring 70% and
above shall be opened. For the purpose of evaluation, prices offered by local consultants
shall include local taxes.

 In the financial evaluation, the highest point shall be given to the lowest priced bid, and
conversely, the lowest point shall be given to the highest priced bid; among technically
qualified bids. The points given to other bidders shall be determined depending on their
price offers.

 From the total merit points to be given for proposals submitted by consultants in a bid
for Procurement of consultancy service, the share of technical proposal shall be 70% and
the remaining 30% shall be the share of financial proposal.

 The consultant scoring the highest point in the total sum of the technical and financial
Evaluation shall be selected as the successful bidder.
M. Framework Agreement /Long-term Contract: Long term contract shall be reached with
suppliers for goods and services that are required frequently. Hotel services which the
association demand frequently for different events shall also be entertained by the frame work
agreement. The long-term contract shall enable EMwA to reduce transaction cost and gets
better value. The items which will be procured under framework agreement or long-term
contract are those which cannot be delivered or acquired through instantaneous delivery; when
the required amount is not precisely determined; in the absence of enough storage space and
others. While applying framework contract, the following issues shall be considered;

 Long-term agreement shall be reached for goods (stationery items, demonstration

materials and other), services (publication, field transport service, hotel services and
others) .
 All procedures of National Competitive Bid stated in EMwA procurement manual shall
be followed to reach to such long-term contract.
 The contract shall be a one-year contract with possibility of extension for a maximum of
four months.
 Price adjustment for procurements conducted by framework contract may be filed after
6 (six) months from the effective date of the contract in question when either of the
contracting parties claim price adjustment in writing. However, the adjustment of price
raise should not exceed 10% (ten percent) of the total contract price.

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 Ethiopian Midwives Association (EMwA) .

5.2 REQUEST FOR QUOTATION

EMwA shall apply open bidding in accordance with the association procurement plan. However, the
association may apply request for quotation method to procure goods, works or services which cannot
be included in the Public Body’s bulk purchase of needed items, or which are needed for immediate use
and the procurement values are under the following thresholds;

A. For works, 3,000 …………………… 250,000 birr

B. For goods, 3,000 …………………… 150,000 birr
C. For consultancy, 3,000 …………………… 100,000 birr
D. For services, 3,000 …………………… 100,000 birr

 EMwA may carryout procurement by means of request for quotation with the authorization of the
Executive Director or his/her representative.
 In any procurement made by means of request for quotation, Proforma shall be collected from a
larger number of suppliers, not less than three suppliers, as far as possible.

 Each supplier shall be allowed to quote a firm price which may not be changed as long as the
purchase order is placed within the timeframe the price keeps constant as mentioned in the
proforma invoice. No negotiation shall be allowed between EMwA and the supplier on the price
quoted by the candidate.

 The successful supplier shall be selected on best price basis, by comparing supplies meeting the
quality characteristics of EMwA requirements as described in the specification.

 For the purpose of evaluation, prices offered by suppliers in response to a request for quotation
shall include taxes.

 Purchase Order (PO) shall be issued to the selected supplier within the validity period provided at
the Request for Quotation (Proforma). The PO shall be prepared in four copies. The first copy
shall be sent to suppliers, the second copy shall be delivered to finance department to inform the
unit about terms of payment, the third copy will be sent to storehouse for receiving inspection and
the final copy will be kept on the pad as working document.

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 Ethiopian Midwives Association (EMwA) .

5.3 SINGLE- SOURCE PROCUREMENT

EMwA may carry out single source procurement, through solicitation of a proposal from only one
source, or after solicitation of a number of sources, and when competition is determined inadequate.
Procurement from single source shall be applied for any amount of value, only when one of the following
conditions are satisfied:

 When the goods, works, consultancy or other required services can be supplied or provided
only by one candidate or supplier;
 When the management of EMwA has determined that, the need is one of pressing emergency in
which delay resulting from competitive bidding or Request for Quotation would create serious
problems and therefore injurious to the performance of the association.
 When the funding source specifically authorizes the use of non-competitive proposals; or
 When competitive bidding has failed for two times because of in adequate competition and
other related factors.

5.4 DIRECT PROCUREMENT

Direct procurement method shall be applied by EMwA for small value purchases of goods, works, and
consultancy and non-consultancy services (maximum threshold is 3, 000 birr). Proforma shall not be
collected for such small value purchases.

5.5 INTERNATIONAL COMPETITIVE BIDDING

Open international competitive bidding shall be used when the association has assured that national
competitive bidding cannot result on effective competition in the process of achieving best value for
money. This means, such procurements require foreign firms’ participation. Even though such
procurement contracts shall exceed the amounts indicated below;

A. For works above birr…………………………...……..…….. 60,000,000.00

B. For goods above birr ……………………………………...... 12,000,000.00

C. For consultancy services above birr...……………….…........ 10,000,000.00

D. For services above birr……………………………………… 7,000,000.00

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 Ethiopian Midwives Association (EMwA) .

VI. RECEIVING AND PROCUREMENT DOCUMENTATION

EMwA storehouse shall receive incoming goods to the association from outside suppliers, donors and
from user departments within the association. The problem of quantity shortage, damaged goods,
incorrect items shipped, shall be detected during receiving. The amount of documentation and
inspection depends greatly on the nature of the item. If storehouses are not open for all hours of
working days, it is advisable to inform days and times during which storekeepers will be available to
accept deliveries.

The responsibilities of the storekeeper involve the receipt and proper inspection of goods received
from all sources. The Procurement Officer is also responsible for ensuring that materials accepted by
the storehouse satisfy the ordering specifications given on the Purchases Orders or contracts. With
regards to a physical examination, weighing, counting, etc. of goods received should be arranged in the
most economical way to avoid unnecessary delay or expense. Before receiving goods from whatever
sources, the storekeeper shall fulfill the following general rules;

A. Make sure that proper authority authorizes preferably in writing the receipt of the item.
B. Assign a particular place for receiving goods that is typically the storehouse.
C. Do not put to use the goods or issue goods to users before the receiving procedure is fully
completed.

EMwA storehouse shall adhere the following procedure while receiving goods from outside suppliers or
any other sources. The association Storekeeper shall be responsible to ensure that the procedures are
obeyed.

o Receiving
o Inspection
o Storage
o Stock Issue
o Documentation
A. Receiving: the first task of receiving shall be comparing the information on packaging slip or
supplier invoice with a purchase order. The shipment will be unloaded, and the overall quality
shall be checked i.e., packed stocks are checked for external damage. Incoming goods to the
association should not pass to inspection if there is visible damage to the package.

B. Inspection: within 48 hours after receipt of supplies, quality inspection shall be carried by the
association Storekeeper to verify whether the correct items are received. For items that cannot
be inspected by the storekeeper because of its technical nature, they shall be inspected by the
user or authorized representative of user department. For highly sophisticated items that need
laboratory test, the storekeeper and/or user department are responsible for arranging the test
and inspection.

If delivered goods have passed the inspection as per the specification and goods are fit for use,
the storekeeper shall prepare, and issue Goods Received Note (GRN) for acceptance of

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 Ethiopian Midwives Association (EMwA) .

good. GRN shall be prepared in 4 (four) copies; first copy to finance department, one copy to
the supplier as evidence of receipt of goods, one copy will be sent to EMwA staff who have been
following the order (i.e., General Service Officer, Logistics and Procurement Officer) to close
open order, and the last copy will be kept by store department as file. The original GRN shall be
attached to the supplier’s invoice and sent to finance department to support payment.

Only the materials which shall be accepted by the inspection are to be received into the store
through maintaining proper records. When defective materials are delivered from suppliers,
EMwA shall reject the whole shipment or accept the good ones and reject the rest. When
deliveries are rejected, Damage/Shortage Report shall be issued. The Damage/Shortage
Report shall be prepared in four copies and the distribution of copies shall be the same as the
GRN. In case of damaged Supplies or shortage, a claim shall be made to the supplier shortly, not
more than five working days.

C. Storage: EMwA storekeeper shall keep all necessary records before storing goods which have
passed inspection. The Storekeeper shall maintain all the necessary records for all incoming
goods into the storehouse from different sources. Proper storage equipment shall be used
depending on the nature, size and quantity of materials to be used.

EMwA shall select staff such as General Service Officer, Logistics and Procurement Officer,
finance officer) who will conduct asset identification, classification, codification, and registration
to ensure effective asset management. The designated staff will identify all fixed assets of the
association, determine the criteria for classification and identify the category to which the item
belongs to, prepare asset registration formats and making registration. Fixed assets those
costing small value and have a useful life of more than one year shall be marked. Examples could
be paper punchers, staplers, pocket calculators, paper try, etc. However, consumables items
such as pens, paper, toner, training demonstration substances and other related items shall not
be marked.

D. Stock Issue: The storekeeper shall issue requested goods to EMwA employees who bring to
the store properly completed Stores Requisitions. The procedure for stock issue for user’s
departments shall involve the following steps.

 Approval of Requisitions: Before stocks are issued to EMwA employees who are
requesting goods must get authorized requisition. Storekeepers should keep full details of
the names, title and signature of all persons delegated to approve requests in the Store
Requisition Form. First user department shall complete the Store Requisition, second
the request shall be verified by department managers and final approval shall be given by
EMwA Executive Director or his/her delegates. Store Requisition Form shall be prepared
with a minimum of two copies; the original form shall be kept by the Storekeeper and the
other copy shall be for users/requisitioners.

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 Ethiopian Midwives Association (EMwA) .

 Stock Issue: Following the receipt of completed store requisition, the storekeeper
prepares the goods, complete Stock Issue Note and handover the stock requested. The
Stock Issue Note shall be attached to the Stores Requisition and kept by the
storekeeper for posting the issue in stock records.

 Purchase Requisition: when requested materials are not available in store, Purchase
Requisition shall be completed by users. Users shall complete the Purchase Requisition
Form, then the requisition shall be verified by their department managers and the final
approval shall be provided by EMwA Executive Director. Purchase Requisition Form shall
be prepared with minimum of three copies; the original form shall be sent to Executive
Director, one copy to storekeeper and the other copy shall be for users/requisitioners.
The approved purchase requisition shall be returned to (1) procurement committee with
the support of General Service Officer and Logistics and Procurement Officer to prepare
bidding document for purchases under competitive bidding or (2) Driver Purchaser and
Requesting Department/Project representative with the support of General Service
Officer and Logistics and Procurement Officer to collect proforma for procurements
under request for quotation. While supplying requested goods/services/works, EMwA staff
who had issued the order, or any other designated staff shall follow the status of the
order to ensure completed delivery at the right time.

E. Documentation: EMwA Procurement and Store department members shall properly maintain
all necessary forms and documents which used in all procurement processes. These documents
shall be maintained for five years. All original Procurement documents shall be kept by
finance department.

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 [Link]

Description
Package Number

Estimated Amount

Basic Data
Procurement
Method

Procurement Manual
Pre-or Post-
Qualification

Preparation and
Submission of
Bidding Doc

Date of
Endorsement
I. Procurement Plan Template

Date of Bid
Advertisement

Preparation of Bid
Time Schedule
Ethiopian Midwives Association (EMwA)

VII. Procurement and Storage Forms

Evaluation Report

Endorsement Date

Award Notification
.

Compliant

Contract Signature
Date

Arrival of Goods

Page 25
Inspection Final
Acceptance
 Ethiopian Midwives Association (EMwA) .

II. Store Requisition Form

Ethiopian Midwives Association (EMwA)

No. __________________
Date: _________________
Store Requisition
S. No Item Name Description Unit of Quantity Remarks
measure

Requested by: __________________________ Project coordinator: _____________________

Checked by (Store keeper): _____________________ Authorized by: ____________________

Distribution
Original White Store’s recording
1stCopy Yellow Users
2ndCopy Blue Pad

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 Ethiopian Midwives Association (EMwA) .

[Link] Requisition

Ethiopian Midwives Association (EMwA)

No. __________________
Date: _________________
Purchase Requisition
S. No Item Description/specification Unit of Quantity Store Remarks
Name measure Requisition
number

Requested by: __________________________ Project coordinator: _____________________

Checked by (Store keeper): _____________________ Authorized by:
_________________________
Finance unit: ______________________________

Distribution
Original White Store’s recording
1st Copy Yellow Users
2nd Copy Blue Procurement
3rd Copy Green Pad

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 Ethiopian Midwives Association (EMwA) .

IV. Purchase Order

Ethiopian Midwives Association (EMwA)

No. __________________
Date: _________________
Purchase Order
To: ____________________________ Purchase Order No._____________
____________________________ Reference No. _____________
.
Time of delivery_____________________________________________________________
Place of Delivery_____________________________________________________________
Terms of payment_____________________________________________________________

Please supply the under mentioned items as per your Performa invoice No. ------------------------------
Dated -------------------------- in accordance with terms and condition stated.

S. No Item Name Description Unit of Quantity Remarks

measure

Approved / Authorized by
________________________________________________________
Distribution
Original White Supplier
1st Copy Yellow Finance
2nd Copy Blue Storehouse
3rd Copy Green Procurement
4th Copy Pad

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 Ethiopian Midwives Association (EMwA) .

V. GOODS RECEIVED NOTE

Ethiopian Midwives Association (EMwA)

No. __________________
Date: _________________
Goods Received Note

Supplier ____________________________ Purchase Requisition No.

______________ ____________________________ Purchase Order No.
______________
Suppliers’ Invoice No. ______________
Classification;
Consumable _______________________
Spare parts _______________________
Fixed Assets _______________________
Others _______________________
S. No Item Name Description Unit of measure Quantity Remarks

Checked and Received by: ___________________ Approved by:

_____________________
Distribution
Original White Finance
1st Copy Yellow Supplier
2nd Copy Blue Procurement
3rd Copy Green Storehouse
4th Copy Pad

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 Ethiopian Midwives Association (EMwA) .

VI. GOODS RETURN / REJECTION NOTE

Ethiopian Midwives Association (EMwA)

No. __________________
Date: _________________
Goods Return / Rejection Note

To
______________________________________________________________________
______________________________________________________________________
__________ Reason for return
_________________________________________________________

S. No Description Quantity Remarks

Checked and returned by: ___________________ Approved by: ____________

Distribution
Original White Finance
1st Copy Yellow Supplier
2nd Copy Blue Procurement
3rd Copy Green Storehouse
4th Copy Pad

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 Ethiopian Midwives Association (EMwA) .

VII. DAMAGE/SHORTAGE NOTE

Ethiopian Midwives Association (EMwA)

No. __________________
Date: _________________
Damage/Shortage Note

Supplier ____________________________ Purchase Requisition No.

______________ ____________________________ Purchase Order No.
______________
Suppliers’ Invoice No. ______________
Classification;
Consumable _______________________
Spare parts _______________________
Fixed Assets _______________________
Others _______________________
S. No Item Name Description Quality Specified Discrepancy

Checked and Received by: ________________________ Approved by: __________________

Distribution
Original White Finance
1st Copy Yellow Supplier
2nd Copy Blue Procurement
3rd Copy Green Storehouse
4th Copy Pad

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 Ethiopian Midwives Association (EMwA) .

VIII. STOCK ISSUE NOTE

Ethiopian Midwives Association (EMwA)

No. __________________
Date: _________________
Stock Issue Note
S. No Item Name Description Unit of Quantity Store Remarks
measure Requisition
number

Received by: ________________________ Issued by: _________________________

Distribution
Original White Storehouse
1st Copy Yellow Procurement
2nd Copy Blue Users
3rd Copy Green Pad

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 Ethiopian Midwives Association (EMwA) .

IX. PROFORMA ANALYSIS TEMPLATE

Ethiopian Midwives Association

Procurement Committee Minute

Time: Date:
Committee Members Description Signature
Chair person

Secretary

Member

Member
Service provider and price
Full packages reservations or Remark
S/N proposed
services item includes

1
2
3
4

15% VAT and 10% Service charge

After 15% VAT and 10% Service

charge

Opinion of the committee:

Proposed winner:
Finance Manager: ________________Signature _____________ Date __________
Executive Director's Decision:
_____________________________________________________________________________
_____________________________________________________________________________
_______________________________________________________

Signature ____________________________ Date ____________________________

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 Ethiopian Midwives Association (EMwA) .

Ethiopian Midwives Association (EMwA)

Manuals Approval Sheet
Ethiopian Midwives Association (EMwA) revised and developed its operational manuals by
external consulting firm, Devoted Management Consulting PLC, with the following deliverables:

 Comprehensive report on organizational diagnosis: Strength and Weakness Analysis,

Organizational Structure, Job Analysis, Job Evaluation, Job Grading, Staffing Plan and
Working formats,
 Human Resource Manual,
 Procurement Manual,
 Accounting & Finance Policies and Procedures Manual,
 Job description and specifications,
 Salary scale & benefit scheme,
 Condensed report and recommendations for further system improvement,
The Executive Board of EMwA approved the above listed working manuals and documents.
Name of Board Role Board
[Link] Signature Remark
Member Member
1 Ato Zenebe Akale President of EMwA
2 Ato Solomon H/meskel V/President of EMwA
Secretary of the
3 Sr. Aster Berhe
Board
4 Sr. Aster Teshome Member of the Board
5 Ato Abdela Amano Member of the Board
6 Ato Jembere Tesfaye Member of the Board
7 Ato Kasahun Beyene Member of the Board

Approved and effective as of January 2021

Addis Ababa, Ethiopia

Procurement Manual Page 34