These regulations shall apply as a complement to the provisions of the Government Tenders and Procurement Law, its Executive Regulations, and other provisions. These regulations shall not be interpreted or applied in a manner that contradicts any provision contained in the Law or the Regulations. Furthermore, the absence of a specific provision in these regulations shall not exempt the entity or the contractor from complying with any requirements or provisions established by law.

• 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, and the Royal Orders assign the Expenditure and Projects Efficiency Authority a pivotal role in reviewing the tenders related to the government agency. This review includes, according to Articles 14 and 15 of the Law, 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 procurements and works it undertakes to tender, and related tender documents and prequalification documents - if any - and expressing an opinion thereon within 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 Unified Procurement Authority for review within 15 working days. If the Unified Procurement Authority does not respond within this period, approval is deemed granted, and the government agency must comply with any amendments requested by the Unified Procurement Authority.
  • 3- Reviewing capacity and demand studies for all projects, whether new or existing, in implementation of the Royal Order No. (13003) dated 18/3/1438H, which approves Memorandum No. (167) dated 2/12/1439H, 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 the 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 the supply of uniforms. 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 Determining Apparel Specifications in Alignment with the Guideline Manual

• The government agency must commit to specifying the needs for uniform apparel in a detailed and precise manner to ensure that all requirements comply with the approved technical standards and the specifications outlined in the guideline manual, in order to achieve efficiency and guarantee quality. The details include the following:

• 1- Type:

  • A- The type of apparel and required services must be clearly specified, including all details related to the intended use, whether for field visits, firefighting, medical professions, or others.

• 2- Quantity:

  • A- The agency must accurately determine the required quantities for all apparel and services based on the actual needs of the agency. Quantities should be calculated based on factors such as the number of employees, the number of spare uniforms, the lifespan of the apparel, the number of uses, and so forth. The agency must ensure the actual need is specified without excess or deficiency. The authority has the right to request a detailed explanation of the method used to calculate the required quantities from the agency.

• 3- Technical Specifications:

  • A- The agency must provide detailed technical specifications for each apparel type, which should include measurements, materials used, colors, designs, and international standards for some apparel. Additionally, details regarding quality, lifespan, and any other information that would accurately describe the product must be included. The technical specifications specific to each apparel category must be included as outlined in the regulations manual.

• 4- Required Services:

  • A- The required services for apparel supplies must be clearly listed, such as the number of washing cycles required per week and the delivery time.
  • B- Services related to apparel supplies must be separated in a distinct quantity schedule with a clear description of the service, including detailed time and location.

• 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 apparel or the required services:

  • 1- Environmental Impact:

    • A- The government agency must consider selecting apparel 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 apparel 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.

• 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 fashion 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 Fashion Supplies" The government agency must review the general guidelines for requesting the terms of reference and specifications booklet for fashion supplies provided by the Authority, as these guidelines offer a comprehensive framework for structuring the terms of reference and specifications booklets for fashion supplies, designed to ensure that all important aspects of the fashion supplies process are properly addressed, thereby enhancing clarity and transparency for bidders.
  • B- "Template for the Terms of Reference and Specifications Booklet for Fashion Supplies" The government agency must use the template for the terms of reference and specifications booklet for fashion supplies during the preparation of the booklet to simplify the preparation process, standardize the format and content of the terms of reference and specifications booklet for fashion supplies, 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 uniform supplies based on the explanation below to ensure transparency and competitiveness:

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

  • 2- Two-stage competition method for new uniform 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 uniform supply providers.

• The Government Agency must obtain detailed offers from uniform suppliers based on the specifications specified 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 fashion supply tenders.

• 1- Market Size and Experience

  • A- Number of years of experience in the fashion supply market.
  • B- Official cooperation agreements with fashion manufacturing companies (in the case of wholesale suppliers).
  • C- Position in the supply chain (manufacturer, wholesaler, retailer, etc.).
  • D- Experience working with government entities in fashion supply.

• 2- Organization Size

  • A- Total number of employees.
  • B- Presence of own warranty services and dedicated staff to provide services including delivery, cleaning, and warranty.

• 3- Capabilities

  • A- Size and diversity of the product catalog (number of unique fashion 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- Ability to provide complex outsourcing services (including distribution, repair, and cleaning).

• 4- Partnerships

  • A- List of partnerships in warranty services, delivery, cleaning, and distribution of fashion (if there are no owned facilities).

• 5- Financial Sustainability

  • A- Information about bankruptcy from the supplier (for example, a financial report from the supplier on the company’s financial solvency and debt level). 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.