1. Preamble

This Procurement Policy has been developed for Midwest Institute of Sciences, Islamabad as an affiliated institute of Shaheed Zulfiqar Ali Bhutto Medical University (SZABMU).

This policy is framed in line with the relevant statutes, rules, and quality governance requirements of SZABMU and the Public Procurement Regulatory Authority (PPRA), Government of Pakistan.

As the Institute is an affiliated institute and not a degree-awarding university, this policy shall govern all procurement, purchasing, and contracting activities undertaken at the institutional level while remaining aligned with applicable university, regulatory, and federal procurement principles.

The PPRA framework emphasizes fairness, transparency, value for money, open competition, and proper delegation of authority, which are incorporated in this policy. (Public Procurement Regulatory Authority)

2. Purpose

The purpose of this policy is to:

• ensure transparent and efficient procurement
• maintain compliance with SZABMU and PPRA principles
• establish procurement authority and approval levels
• regulate purchase of goods, services, and minor works
• ensure value for money
• prevent conflict of interest
• maintain proper records for audit and inspection

3. Scope

This policy shall apply to all procurements related to:

• academic resources
• laboratory equipment
• IT equipment and software
• furniture and fixtures
• books and library resources
• stationery and office supplies
• maintenance and repair works
• consultancy and service contracts
• printing and examination materials
• event and conference procurement

4. Policy Statement

The Institute shall conduct all procurement activities in line with the principles of PPRA Rules and SZABMU governance standards, specifically:

• transparency
• open competition
• economy and efficiency
• fairness
• accountability
• documented approval mechanism
• conflict-free vendor selection

5. Procurement Governance Structure

5.1 Competent Authority

Chief Executive Officer

Overall procurement authority and final approving authority.

Director Campus

Operational procurement oversight and day-to-day approval authority.

Finance / Procurement Office

Quotation management, vendor correspondence, record keeping.

Purchase / Procurement Committee

For procurements above defined thresholds.

6. Procurement Methods

(Aligned with PPRA principles)

PPRA identifies open competitive bidding as the principal method, with petty purchase and quotation-based alternatives.

1. Petty Purchase

For procurement up to PKR 10,000

• may be approved by Director Campus
• direct local purchase allowed
• invoice / cash memo mandatory

1. Request for Quotations

For procurement above PKR 10,000 up to PKR 500,000

• minimum three quotations
• from registered vendors / authorized dealers
• comparative statement mandatory
• lowest evaluated responsive offer preferred

1. Open Competitive Procurement

For procurement above PKR 500,000

• formal tender / advertisement
• comparative technical and financial evaluation
• committee recommendation
• CEO approval mandatory

7. Approval Matrix

Amount	Approval Authority	Method
Up to PKR 10,000	Director Campus	Direct purchase
10,001 – 500,000	Director Campus + CEO	3 quotations
Above 500,000	Procurement Committee + CEO	Tender / bidding

8. Procurement Procedure Flow

Step 1: Requisition

Concerned department raises demand.

Examples:

• academics
• IT
• library
• examination
• admin

Step 2: Need Verification

Director Campus verifies:

• necessity
• budget availability
• urgency
• academic relevance

Step 3: Quotation / Tender

Procurement office obtains quotations or initiates tender.

Step 4: Comparative Evaluation

Evaluation based on:

• price
• quality
• warranty
• delivery time
• vendor reputation

Step 5: Approval

As per approval matrix.

Step 6: Purchase Order

Purchase order issued.

Step 7: Delivery and Inspection

Concerned department verifies receipt.

Step 8: Payment

Finance office processes payment.

9. Procurement Committee

For purchases above PKR 100,000, a Procurement Committee shall be constituted.

Composition

• Director Campus – Chair
• Finance Manager – Member
• Concerned Department Head – Member
• IT / Technical Expert (where required)
• QEC representative (for compliance review)

10. Emergency Procurement

In emergency situations requiring immediate procurement:

• Director Campus may initiate urgent purchase
• CEO approval to be obtained within 24 hours if above PKR 10,000
• justification note mandatory

11. Conflict of Interest

No staff member involved in procurement shall:

• participate in vendor selection involving relatives
• receive gifts, commission, or favors
• influence purchase for personal gain

12. Record Retention

The following must be maintained:

• requisition
• quotations
• comparative statements
• approval notes
• purchase order
• invoice
• delivery challan
• payment proof

Retention period: minimum 5 years

13. Compliance Clause

This policy shall be read and implemented in line with applicable SZABMU governance requirements and PPRA Rules / regulations as amended from time to time. (Public Procurement Regulatory Authority)

In case of any conflict, the applicable PPRA rules and directions of SZABMU shall prevail.