Direct Purchase Procedure - Approved July 2024

f. Factors to consider: (i) If the Requestor or any staff member of OIA associated with the Direct Purchase Request identifies a conflict of interest, as defined in Article 3 of this Procedure, they shall adhere to the following actions: - The staff member shall avoid soliciting offers from any company where a potential conflict of interest exists. - The staff member shall immediately report the conflict upon discovery. - Additionally, the staff member shall refrain from participating in or influencing the sourcing process in any manner, whether directly or indirectly. This precaution is essential to maintain the integrity and fairness of the Direct Purchase Procedure. (ii) Compliance and Transparency: Ensuring that valid justifications support single-sourcing requests to ensure compliance and transparency. (iii) Diversity and Equal Opportunity: Upholding transparency, equal opportunity, and diversity in Supplier / Consultant selection, with a preference for local Supplier / Consultant having Riyada certification. (iv) Should a situation arise where services or products (not included in the Whitelist) have expired due to business circumstances, this scenario typically represents a planning oversight and should be managed via Direct Purchase under the Misplan Protocol. (v) Any renewal, excluding C07 and C08, where competition among multiple vendors is possible, should be handled through the C&P process. (vi) For C07 and C08, where the respective business units undertake a competitive process to procure these services, approvals shall be followed as per the DoA and adequate segregation of duties shall be maintained. Invoice Processing Efficient invoice processing is crucial for timely and accurate payment to Supplier / Consultant. The following steps outline the invoice processing procedures: 6.1 Invoice Receipt: a. Where applicable, the Requestor shall receive the invoice from the Supplier / Consultant and verify its accuracy by comparing it against the delivered goods or services and any associated documentation. This verification process should occur after the goods or services are delivered. b. The Requestor shall input the invoice details into the Oracle system and link the invoice with the approved request. This Procedure verifies that the received goods or services correspond with the original order and the agreement (if applicable) made with the Supplier / Consultant. c. For procurement related to administration needs, such as hotel reservations, catering, ticket reservations, the administration team is responsible for receiving the invoice and affixing it with the request form. Subsequently, the Requesting Department should review, confirm, and approve the invoice.

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