Procurement and Contracts

The procurement cycle includes:
Request Submission → Communication with suppliers and receipt of quotations → Technical Evaluation → Financial review and evaluation → Negotiation → Approval Workflow → PO Issuance → Delivery & Acceptance → Payment Processing.

Suppliers must register through the University’s official e-Tender system and submit all required legal, financial and technical documents. All registrations are subject to review and formal approval by the Procurement & Contracts Department in accordance with the University’s approved policies and procedures.

Once a Purchase Order is fully approved and issued, it cannot be amended. Any required changes must be processed through a new request in accordance with the approved procurement policies and procedures.

Tenders and RFQs are evaluated based on approved technical specifications, compliance, price competitiveness, supplier qualifications and applicable evaluation criteria, ensuring fairness, transparency and value for money.

The Procurement and Contracts Department is the sole authorized entity to officially receive quotations, bids, tenders, and to issue Purchase Orders in accordance with the delegated authorities. Any communication or commitment made with any other University department shall not be considered binding on the University under any circumstances.

Yes, the department provides downloadable resource including the Vendor Registration Guide.

• Suppliers must comply with approved specifications, timelines, official communication channels, declare any conflict of interest and adhere to contractual terms.
• Fully responsible for the accuracy, completeness and truthfulness of all information, declarations and disclosures submitted during registration and throughout all stages of procurement and contracting. The University reserves the right, at any stage of the procurement or contracting process, to terminate the contract, cancel the engagement and consider it null and void if any misleading, false or undisclosed information is discovered. In such cases, the University shall bear no obligation or liability whatsoever and the supplier shall assume full legal responsibility and any resulting consequences in accordance with applicable laws and regulations.
• Suppliers must comply with the University’s information security requirements and relevant data protection regulations. All confidential information, documents, and data obtained during procurement or contract execution must be protected and not disclosed without prior written approval.
• All suppliers and contractors must comply with the University’s health, safety and environmental regulations, as well as applicable national laws, to ensure a safe working environment during delivery, installation or service execution.
• The University reserves the right to take appropriate actions, including suspension or termination of contracts, if a supplier fails to comply with information security, health or safety requirements, in accordance with approved policies and applicable laws.

The department does not engage in informal negotiations or commitments outside the approved systems.

All parties shall fully comply with the University’s approved policies, financial and administrative regulations and relevant regulatory requirements.

All procurement and contracting processes are managed in accordance with the ISO 9001:2015 Quality Management System, ensuring documentation, transparency, continuous improvement and risk-based thinking.

Suppliers must be registered and formally approved in the University’s system prior to participating in any procurement or contracting activities.

The University is committed to fairness, integrity and equal opportunity for all suppliers without discrimination.

All University-related information, data, and documents must be treated as confidential and shall not be disclosed or used without prior written approval.

Suppliers must disclose any actual or potential conflict of interest. The University reserves the right to exclude any party in case of confirmed conflict.

Suppliers must deliver goods or services strictly in accordance with the approved specifications, timelines, and contractual terms.

The University reserves the right to inspect, accept, or reject goods and services based on approved quality standards.

All payments are subject to the financial terms stated in the purchase orders or contracts and upon completion of receipt and verification procedures.

The University encourages suppliers to adopt sustainable, environmental, and social responsibility practices in line with recognized standards.

The University reserves the right to implement corrective actions in cases of non-compliance, within the framework of continuous quality improvement.

All transactions and contracts are governed by the laws and regulations of the Sultanate of Oman (Sohar Court) and any disputes shall be handled through official legal channels.

The University reserves the right to amend these Terms and Conditions at any time, with updated versions published on the official website.