Project Title: Procurement of IT Equipment (19 Laptops, 10 Printers, 15 Sets of Webcams, etc.)
Client: NGO, Dohesa
Location: Kabul, Afghanistan
Duration: March 2024 – April 2024
Being Implemented by: Awtsaar Logistic and Consultancy Services
- Initiation Phase:
- Establish project team consisting of project manager, procurement specialists, logistics coordinators, and finance officers.
- Conduct kickoff meeting with representatives from NGO Dohesa to discuss project scope, requirements, and timelines.
- Review and finalize procurement plan outlining specifications, quantities, budget, and procurement procedures.
- Planning Phase:
- Identify reputable suppliers/vendors for IT equipment based on quality, pricing, and delivery capabilities.
- Develop procurement documents including request for quotations (RFQs), specifications sheets, and evaluation criteria.
- Estimate budget allocation for equipment purchase, transportation, and any associated expenses.
- Obtain necessary approvals and clearances from relevant stakeholders.
- Execution Phase:
- Issue RFQs to selected suppliers, specifying technical requirements and delivery schedules.
- Evaluate received quotations based on predefined criteria such as cost, quality, warranty, and delivery timeline.
- Negotiate terms and finalize contracts with selected suppliers, ensuring compliance with procurement regulations and standards.
- Arrange for secure payment transactions in accordance with agreed terms and conditions.
- Monitor procurement progress closely to ensure timely acquisition of IT equipment.
- Procurement Phase:
- Coordinate with suppliers to confirm order details and arrange for shipment or delivery of IT equipment to Kabul, Afghanistan.
- Conduct thorough quality inspections upon receipt of equipment to verify compliance with specifications and quality standards.
- Arrange for customs clearance and logistics support to facilitate smooth transportation of equipment to the designated location.
- Ensure proper documentation and record-keeping of procurement activities for accountability and audit purposes.
- Installation and Testing Phase:
- Coordinate with NGO Dohesa to schedule installation and setup of IT equipment at their premises in Kabul.
- Conduct testing and commissioning of laptops, printers, webcams, and other devices to ensure proper functionality and compatibility.
- Provide training and technical support to NGO staff members on the use and maintenance of the newly procured equipment.
- Closure Phase:
- Obtain sign-off and acceptance from NGO Dohesa upon successful installation and testing of IT equipment.
- Prepare and submit project completion report detailing procurement process, expenses incurred, and final outcomes.
- Conduct post-project review to identify lessons learned, best practices, and areas for improvement.
- Archive project documentation and deliverables for future reference and audit purposes.
Throughout all phases, Awtsaar Logistic and Consultancy Services will maintain open communication channels with NGO Dohesa to ensure alignment with project objectives, address any issues or concerns, and provide regular updates on project progress. Any deviations from the project plan will be promptly addressed and documented for transparency and accountability.