Policies extend to outsourced suppliers and the supply chain - Supplier outsourced services
The Department of Contracts and Procurement is a sector of the university whose task is to secure the needs of all sectors of the university in accordance with the regulations and financial decisions governing the procurement process in accordance with the plans and objectives set by the senior management in order to secure the devices, supplies and consumables needed by those sectors at the lowest prices and in accordance with the specifications specified and set by those sectors.
Establishment of the Department:
The Department of Procurement and Warehouses was established in 1403AH and is organizationally subordinate to the Vice Chancellor. It aims to secure all the special needs of the university units of faculties, departments, deanships and of materials, machinery, devices, equipment, services and construction works in the required quantities and quality, on time and at the right price.
Objectives of the Department:
Secure the needs of those units of materials, equipment, devices, services and construction works, in specific quantities and quality, on time and at the right price.
Terms of reference of the Department
Carry out all executive tasks related to the purchase of materials, equipment and devices necessary in accordance with the approved system and procedures, in consultation with the relevant authorities to determine the needs. Procurement procedures are taken to secure them.
Carry out all executive tasks related to the competitions of services and construction in accordance with the approved system and procedures, and participate with the relevant department in the preparation of conditions and specifications for competitions for supplies and equipment and determine the necessary quantities in accordance with the budget appropriations and advance planning.
Coordinate purchase orders after receiving them from the relevant authorities, search for suitable sellers inside and outside the Kingdom, carry out advertising procedures and invite competitions, arrange meetings for contractors, contractors and suppliers and answer their inquiries.
Submit purchase orders exceeding (30.000) riyals to the committee to examine direct purchase offers and complete the procedures and minutes with the approval of the authority holder. Withholding funds for baptisms from the financial department and issuing baptisms to institutions and companies.
4Writing contracts, working on signing them, issuing purchase orders to suppliers and briefing the relevant authorities.
5Take procedures to clear the goods received through customs and follow up the shipping process until the arrival of materials in the warehouses of the university.
Prepare implementation contracts with the institutions or companies that are awarded to them in partnership with other relevant authorities and in accordance with the conditions, specifications, rules governing and decisions of the Bid Examination Committee. Approval of contracts from the holder of authority.
Prepare and review the exchange orders for purchases, provide them to the Department of Financial Affairs and review the extracts received from the project management and maintenance.
8 / Complete the purchase documents and the examination and receipt memoranda, and attach them to the memorandum of request for compensation or disbursement before referring them to the financial department under exchange forms.
Take measures to open the credits assigned to the Saudi Arabian Monetary Agency or one of the banks with which the university deals, cooperate in this with the Department of Financial Affairs and monitor these credits.
Develop sound systems to maintain the primary and final guarantees provided to the university and work to monitor them continuously and take into account their renewal before their expiration.
Review the conditions and specifications for securing works for maintenance, operation and projects and submit them to the committee to study the conditions and specifications for approval.
Take the necessary measures to put them in a public competition as well as take the necessary action after the award to disburse the dues and extracts of contractors and contractors in the light of what is contained in the follow-up reports on implementation received from the concerned authorities.
Making the procedures for competitions and presenting them to the committee to study the conditions and specifications at the university and then put them to the general competition and then presenting them to the committee to open the envelopes and then submit them to the committee to examine the offers and after the end of its work the procurement department completes the regular procedures.
Take legal measures with the Ministry of Finance to approve contracts whose duration exceeds one year and whose value exceeds (5,000,000) riyals.
Prepare an annual report on the achievements of the Department and the problems encountered and the measures taken to address those problems and their proposals to raise performance in the next stage.
With the increasing awareness and understanding of the environmental and health of the seriousness of medical and chemical waste generated by health care institutions and laboratories on the environment and human beings, the University, represented in the management of projects and maintenance, applies safe mechanisms for the disposal of hazardous waste.
This waste coming from the use of laboratories and health units of the university. The awareness takes into consideration the people surrounded by medical waste who are at risk of injury and persons abroad responsible for the transport and disposal of such waste. Where the project and maintenance management contracts with a number of companies specialized in hazardous waste of all kinds, whether medical or non-medical, and in the contracts concluded with those companies mechanisms used in how to deal with the waste and the disposal process of these hazardous waste. The most important processes followed is the use of incinerators, ovens, sterilization and others.
The university also applies specific mechanisms to prevent this danger through applying a classification system for medical and non-medical waste, the use of bags dedicated to each type of waste and oblige all workers (males/females) to put bags of appropriate weight in the garbage baskets within the scientific departments of the university and avoid the transfer of waste bags by hand through the corridors in order for them not to get ripped. The bags have to be transferred normally in small vehicles designated for this purpose to the place of temporary collection. As well as the use of small containers or plastic containers with a sign of hazardous biological waste and collect the remains of needles and injections immediately after use. Such needles are not allowed to be thrown directly in garbage bags they should be sterilized and disposed inside the containers. Those containers should not be filled with more than three-quarters of them.
Carries out all safety and fire-fighting works.
Ensures the validity of the alarm devices in coordination with the concerned authority.
Ensures the validity of the extinguishing equipment.
Prepares safety and firefighting shifts
Prepares an evacuation plan for buildings during the fire, God forbid.
Directs coordination with the control room and raising all communications.
Follows up on safety contracts with companies.
Cooperation with the civil defense and the Red Crescent.
