1-1 Role of the Expenditure and Projects Efficiency Authority

The Government Tenders and Procurement Law and its Executive Regulations, Version No. (4), dated April 2024, along with the gracious Royal Orders, assign the Expenditure and Projects Efficiency Authority a pivotal role in reviewing the tenders related to the government agency. This review, according to Articles 14 and 15 of the Law, includes multiple aspects, the most important of which are:

• 1- According to Article 14 of the Government Tenders and Procurement Law and Clause No. 3, reviewing what the government agency submits to it of feasibility studies and estimated costs for the procurements and works it undertakes to tender, and related tender documents and prequalification documents - if any - and providing opinions thereon within a period of 15 working days.
• 2- According to Article 15 of the Government Tenders and Procurement Law and Clause No. 3, the government agency must, before tendering its projects or works or before conducting prequalification, present the feasibility study, estimated cost, tender documents, prequalification documents, and the procedures it has taken to the competent unified procurement entity for review within 15 working days. If the unified procurement entity does not respond within this period, approval is deemed granted, and the government agency must comply with any amendments requested by the unified procurement entity.
• 3- Reviewing capacity and demand studies for all projects, whether new or existing, in implementation of the gracious Royal Order No. (13003) dated 18/3/1438H, which approves Memorandum No. (167) dated 12/2/1439H, including in Clause Two the application of the integrated supply and demand plan as one of the essential requirements for approving any project before appropriation and implementation, including existing projects.
• 4- Reviewing tender works to ensure their conformity with the appropriations allocated to them according to Royal Order No. (M/46) dated 12/4/1441H, which states in Clause (Third) that expenditures shall be disbursed according to the state general budget and its related instructions, and appropriations shall not be used for purposes other than those allocated.
• 5- Reviewing localization clauses in operation and maintenance contracts of the public agency issued pursuant to the decision of the Minister of Human Resources and Social Development No. (83958) dated 27/4/1441H, and all orders, laws, and instructions issued in this regard by the Ministry of Human Resources and Social Development.
• 6- Verifying the existence of necessary approvals for establishing data centers, which require the approval of the National Digital Transformation Committee pursuant to Royal Order No. 93 dated 2/1/1441H.
• 7- Reviewing compliance with the requirements and conditions of the Local Content and Government Procurement Authority issued on 5/7/1440H.

1-2 Objectives of the Regulations

Based on the role of the Expenditure and Projects Efficiency Authority, these regulations aim to adopt an organized tool and mechanism for dealing with furniture supply. The regulations seek to enable both the Authority and the government agency to achieve spending efficiency and optimal management by identifying the operational motivations behind the requests and ensuring that actual needs are met in the best possible manner.

5-1 Detailing Products with Twins According to the Evidence

The government agency must commit to specifying furniture needs in a detailed and precise manner to ensure that all requirements comply with the approved technical standards and the specifications set forth in the guiding manual, in order to achieve efficiency and guarantee quality. The detailing includes the following:

• 1- Type:

  • A- The type of required products and services must be clearly specified, including all details related to the intended use, whether for office purposes, halls, common areas, or others. The type of each piece of furniture and its location of use must be clarified to ensure its suitability for the functional and design needs of the place.

• 2- Quantity:

  • A- The agency must accurately determine the required quantities for all products and services based on the actual needs of the facility. Quantities should be calculated based on factors such as the size of the available space and daily operational requirements, to ensure providing the sufficient number without excess or deficiency.

• 3- Technical Specifications:

  • A- The agency must provide detailed technical specifications for each piece of furniture, which should include the product dimensions, materials used in its manufacture, load capacity, and colors. Additionally, details regarding quality, reliability, and lifespan must be included, along with any additional required details. The technical specifications specific to each type of furniture category must be included as outlined in the regulations manual.
  • B- National products must be considered when preparing the specifications booklets and determining the technical specifications for works and purchases, so that these specifications do not cause their exclusion or limit their opportunities for competition.

• 4- Required Services:

  • A- The required services for furniture supplies must be clearly listed, such as delivery, installation, transportation, and disposal services. Services not required for furniture supplies, such as delivery and installation, must also be clearly specified.
  • B- Services related to furniture supplies must be separated in a distinct quantity schedule with a clear description of the service, including details of time and place.

5-2 Sustainability

The following points must be considered when specifying products and services, aiming to enhance environmental sustainability without affecting the quality of the required products or services:

• 1- Environmental Impact:

  • A- The government agency must consider selecting products or services that have a lower environmental impact compared to available alternatives, while maintaining the required quality and efficiency.

• 2- Use of Sustainable Materials:

  • A- Preference should be given to products made from environmentally friendly materials, such as recyclable materials or those derived from renewable resources, contributing to reducing the negative impact on the environment.

• 3- Environmentally Friendly Packaging:

  • A- The government agency must consider using sustainable and recyclable packaging materials, while reducing reliance on plastic or non-biodegradable materials.

5-3 Functional Comfort

The following points must be considered at a minimum when selecting furniture to ensure its compatibility with comfort standards in furniture products, aiming to improve user comfort and reduce physical strain:

• 1- Ergonomic Design:

  • A- The government agency must consider selecting furniture that complies with the principles of functional comfort, where ergonomic design contributes to reducing physical strain and improving sitting and working posture for extended periods.

• 2- Adjustability:

  • A- Selecting furniture that allows for adjustment according to users’ needs, such as adjusting chair heights, desk angles, and workspaces to suit all individuals.

• 3- Compliance with International Standards and Certifications:

  • It is recommended to consider international standards and certifications, such as *BIFMA and other recognized certifications, to ensure the highest levels of comfort and quality in the design of chairs and furniture.

Business and Institutional Furniture Manufacturers Association *

6-1 Documents to be used during the preparation of the Terms of Reference and Specifications booklet

During the preparation of the Terms of Reference and Specifications booklet for furniture supplies, the government agency must ensure compliance with the following documents to maintain consistency, transparency, and alignment with best procurement practices:

• A- "General Guidelines for Preparing the Terms of Reference and Specifications Booklet for Furniture Supplies" The government agency should review the general guidelines for requesting the Terms of Reference and Specifications booklet for furniture supplies provided by the Authority, as these guidelines offer a comprehensive framework for structuring the Terms of Reference and Specifications booklets for furniture supplies, designed to ensure that all important aspects of the furniture supply process are properly addressed, thereby enhancing clarity and transparency for bidders.
• B- "Template for the Terms of Reference and Specifications Booklet for Furniture Supplies" The government agency must use the template for the Terms of Reference and Specifications booklet for furniture supplies during the preparation of the booklet to simplify the preparation process, standardize the format and content of the Terms of Reference and Specifications booklets for furniture supplies across all government agencies, while ensuring clarity and compliance with government procurement standards and regulatory requirements in the Kingdom of Saudi Arabia.

7-1 Competition Stages

The Government Agency must follow a one-stage or two-stage competition method for furniture supplies based on the explanation below to ensure transparency and competitiveness:

• 1- One-stage competition method for replacement furniture supplies and new furniture with a detailed clarification of the required specifications.

• 2- Two-stage competition method for new furniture supplies limited to having a detailed clarification of the specifications:

  • A- The Government Agency must collect information from potential suppliers to better understand the market environment and the capabilities of various furniture supply providers.
  • B- The Government Agency must obtain detailed offers from furniture supply providers based on the specifications defined in the request for information stage.

8-1 Supplier Qualifications

The purpose of the pre-qualification (or post-qualification) of the supplier is to ensure that the supplier has sufficient experience, competence, resources, and capabilities to fully fulfill the contractual obligations with high quality. To achieve this goal, the end user must use the following qualification criteria to review and evaluate suppliers before allowing them to participate in furniture tenders.

• 1- Market Size and Experience

  • A- Number of years of experience in the furniture supply market.
  • B- Official cooperation agreements with furniture manufacturing companies (in the case of wholesale suppliers).
  • C- Average annual revenue from furniture sales for the last three years (must be at least three times the estimated contract value).
  • D- Experience working with government entities in furniture supply.

• 2- Organization Size

  • A- Total number of employees.
  • B- Having own warranty services and dedicated maintenance staff.

• 3- Capabilities

  • A- Size and diversity of the product catalog (number of unique furniture items and brands).
  • B- Own or leased manufacturing facilities (location, production capacity).
  • C- Own or leased warehouses (location, storage capacity).
  • D- Logistics capabilities (ability to perform delivery).
  • E- Having a dedicated website.

• 4- Partnerships

  • A- List of partnerships in warranty services, delivery, assembly and installation, and furniture disposal (if no owned facilities exist).

• 5- Financial Sustainability

  • A- Information about bankruptcy
  • The list of criteria used in the supplier pre-qualification (or post-qualification) process, in addition to the scoring scale and weights for each criterion, shall be determined by the end user individually for each specific tender.