Purchase Requisition (PR)

1. Updated 11/06/09 WSHPP Payment Flowchart • To: Admin and Operations • Estimated price in BoQ • Verified by Finance Delegate • Initiated by: PO or APO • Authorized signature: Watsan Delegate • Can be approved by Finance with email initially Purchase Requisition (PR) • White copy : Finance • Pink copy : Filing • Green copy : leave in PR book • Print out of website in file • Memo stating how and where tender • Sign-out sheets for potential bidders • Bid register Bid Invitation • Invitation via website is encouraged Sole Source CBA • Reviewed by: Admin Operations Delegate (AOD) • Approved by: SFR <= > 20,000 USD • Preference to have SFR approval on all CBAs for more transparency • Letter from Watsan Delegate to SFR requesting sole sourcing • Reviewed by: AOD • Approved by: SFR CoC minutes IFRC Technical Unit Approval if over 50,000 CHF OFAC check if cost > 1,000 USD) Purchase Order (PO) • White copy : Contractor • Pink copy : Finance • Green copy : watsan filing • No photocopies in files • Address to: Contractor • Instructions:Pay by Bank Transfer • Consignee: ARC Provincial Office Address: ___________________ • Delivery: Project site • Authorized byAOD or SFR if > 20,000 USD Contract or MoU 3 copies • Contractor • Finance Phuket • Watsan filing • If contract value < 20,000 USD Delegate signs, if >20,000 USD SFR signs 1st Payment 2nd Payment 3rd Payment 4th Payment • Payment Voucher (PV) with contract No. reviewed by Finance Delegate • Monitoring form signed by monitoring committees certified by Watsan PC/Delegate • Any amendment (if required) • OFAC verification • Scan contract (cover page, Schedule of payment page-No. 8, signature page) • Photocopy of Bank book • Payment Voucher (PV) with contract No. reviewed by Finance Delegate • Letter of Completion signed by contracting parties and evaluation committee • Any amendment (if required) • OFAC verification • Scan contract (cover page, Schedule of payment page-No.8, signature page) • Photocopy of Bank book • Payment Voucher (PV) with contract No. reviewed by Finance Delegate • Retention fee clearance form (six months from issuance of letter of completion) • Copy of Letter of completion • OFAC verification • Scan contract (cover page, Schedule of payment page-No. 8, signature page) • Photocopy of Bank book • Payment Voucher (PV) with contract No. reviewed by Finance Delegate • Original signed copy of Contract • Photocopy of summary sheets Por. Ror 5(every bidder) • Photocopy of CBA(or signed sole source letter) • Photocopy of CoC minutes • PR (White) • PO (Pink) • Photocopy of Bank Book* • Photocopy of performance guarantee • OFAC verification • Notes on payment process • Copies of original documents sent by EMS to Phang Nga within Tuesday afternoon • Originals kept in provincial files Defect Liability Period - 365 days after issuance of Letter of Completion - begins "Nothing on earth is so weak and yielding as water, but for breaking down the firm and strong it has no equal.“ Lao-Tsze *Except Bank of Agriculture and Cooperative

2. Updated 11/05/09 WSHPP Payment Flowchart For Contract amendments (reference to page 46 of IFRC Procurement Manual) Contract signed by IFRC and Contractor 2. If design is new and developed by WSHPP, it will need to be approved by a licensed Thai engineer (Provincial Engineer) (this would be the case for new water storage tanks, new toilet facility designs, etc.) 1. Completed by TPA in consultation with delegate, beneficiary committee and local authorities Amended design drawings and BoQ 1. Signed by Contractor and IFRC representative (signatory on contract ) and approved by Finance Dept if amendment results in increased costs . E-mail to Finance Delegate to verify Budget 3. Kindly follow prescribed WSHPP format – delegate will assist as required Amendment letter with design and BoQ (3 copies) • Contractor • Finance Phuket • Watsan filing 2. Signed by CoC Members as witnesses if amendment substantially modifies scope of work (or if amount exceeds 15,000 Thai Baht/THB) • White copy : Contractor • Pink copy : Finance • Green copy : watsan filing • No photocopies in files Purchase Order • Address to: Contractor • Instructions:Pay by Bank Transfer* • Consignee: ARC Provincial Office Address: ___________________ • Delivery: Project site • Authorized byAOD or SFR if > 20,000 USD 1. Additional costs incurred resulting from any amendment will be added to the 3rd payment Payment made as specified in the amendment * Except Bank of Agriculture and Cooperative 2. The Fourth Payment “retention fee” will then equal 5% of original contract amount plus 5% of the amendment costs. (or 5% of the total overall project costs) IFRC Procurement Policy Procedures for Amending and Terminating the Contract: Amendments of a contract if required shall be numbered serially, commencing with Amendment No. 1. Each amendment shall identify the contract to which it refers by number, subject and date. The nature of the amendment shall be clearly described and a statement included that all other terms and conditions of the contract shall remain unchanged. The procedures for signing an amendment are the same as for the original contract. If the amendment modifies the expenditure under the original contract or substantially modifies the scope of work and the original contract was reviewed by the Committee on Contracts, the advice of the Committee shall be obtained before the Amendment is issued. (Source: page 46 of IFRC Procurement Manual)