by AlnasrDriving

Purpose and Scope

The Procurement Policy provides like a guiding set of principles aimed at ensuring that all purchases of goods, services, and equipment by purchasing vehicles, machinery, learning materials, facility supplies are done in full transparency, fairness, and cost-effectiveness.
The Policy is applicable for all departments and personnel engaged in sourcing and evaluation in purchasing decisions in branches scattered across Abu Dhabi, Dubai, Sharjah, Ajman, Umm Al Quwain, Ras Al Khaimah, and Fujairah.

Procurement Objectives

The general aims of the policy are:

  • Negotiate on the basis of genuine standards of quality and safety, justified rightfully in cost.
  • Ensure training vehicles, workshop tools, and supplies are available when needed.
  • Promote fair and transparent selection of suppliers.
  • Maintain sustainable and ethical procurement.

Supplier Selection and Evaluation

All suppliers and vendors must be judged according to requirements set forth in the pre-established selection criteria that focus on:

  • Quality of product and service
  • Price and warranty terms
  • Reliability of delivery and conformity with schedules
  • Compliance with the UAE laws and safety standards
  • After sale reputation and service

Purchase Authorization and Approval

The Authorized Vendors, once approved, shall be entered into the company Authorized Vendor Database, which shall be subject to an annual review and maintenance on performance assessments.

  • Procurement requests must respect the internal hierarchy set in the company:
  • Purchasing outside major operations (below a defined cost threshold) shall be approved by department heads.
  • Purchasing inside major operations (above threshold) shall be jointly approved by the Head, Procurement and Finance Department.
  • Strategic purchases (vehicle, heavy equipment, or IT systems) shall be approved by senior management and CEO.
    No purchase will be done without a purchase order (PO).

Procurement Process Flow

The procurement process is composed of the following key stages:

  • Need Identification: The Department makes a requisition.
  • Quotation Collection: At least three price quotations will be obtained.
  • Evaluation and Selection: Considered criteria are quality, cost, and terms of delivery.
  • Purchase & Order Issuance: Authorized and recorded.
  • Delivery and Inspection: Verification of quality and quantity on delivery.
  • Payment and Record Keeping: Payment processing by the Finance Department.

Ethical and Sustainable Procurement

Decisions regarding procurement shall be made with integrity, fairness, and accountability. The Company strictly prohibits:

  • Acceptance of gifts or favors from suppliers.
  • Acts of fraud in the selection process or biased selection methods.
  • The purchase of goods or services from suppliers that engrain themselves in unethical or unsafe practices.
    Preference shall be given to suppliers practicing environmental sustainability and safety compliance.

Record Maintenance and Audit

Every procurement transaction quotation, purchase order and supplier evaluation shall be documented and retained for a minimum of five years. Internal audits would be conducted on a regular basis in order to check compliance of procurement standards and in the interest of identifying an opportunity for improvement.

Policy Enforcement

Any employee or supplier found breaching the procurement policy or indulging in unethical behavior will be disciplined, which includes termination of employment or contract. The policy is mandatory and binding on all departments for any purchase made in the name of the company.