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To: From: Date: RE:

Francois Damba Aung Kyaw Moe 29 May 2013


How to place a contract/order with the chosen supplier After selection of the most appropriate supplier who is matched with our selection criteria, the next step in the procurement process is to place order or contract with the supplier. Obviously this is the most important step in the whole process since a PO or a service contract has legal binding power and both parties will have obligations and liabilities to each others. Once the document is countersigned by the persons concerned, it is difficult to be violated. SCILaid has its own standard Purchase Order format and if it is necessary to make a Legal Contract due to the local administrative procedures, we should attach such one with our Purchase Order. In it, following points should be mentioned and agreed by both parties: Order number ( This is for the sake of reference for both parties to a particular PO) Date the order is placed. (Based on that date we have to measure the TAD) Name and address of supplier ( of Selected Supplier) Name and address of purchaser. (of SCILaid Address and the responsible person) Quantity of goods required.(Quantity should be very clearly mentioned in terms of Kg or MT or by the size of packaging, i.e., Bag of 50 Kg) Description of goods (Type and Category of Salt and Sugar and detail technical specifications) Delivery requirements. ( Delivery Schedules and means of Transportation) Authorised signature of purchaser.( to be signed by Log Coordinator or Head of Sub Office) Consignee address ( Address of SCILaid warehouses) Schedule for Pre-Delivery inspection (Mention if any third part inspection agency must involve for quality assurance of the products) Payment Terms and Conditions (Lump sum payment or any partial payment Schedules and Penalty Clauses for Delay Delivery) Acknowledgement of the receipt of Purchase Order

Informing the Suppliers who have not been successful When selection was made for the appropriate supplier, we have to inform formally all suppliers who are not winning the tender. We have to keep in our mind for the following points when we inform them: 1. We should not expose the detail information of the prices and delivery terms of the winner to the other suppliers

2. We should provide the feedback information about their quotations and highlighting their weak points in the trend/ we can indicate some rough indexes for them to consider for next times 3. We should encourage them to be more competitive for next times and explain more about what our organization actually need.

Aung Kyaw Moe Logistics Officer Sub-Office SCILaid Betaland

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