This guidance provides detailed steps and examples for each item category available in the Acquisitions (Furniture and Equipment) Form to ensure the form is completed accurately and meets operational requirements.
Note: It is mandatory to contact DCO Operations Section for guidance before submitting any alteration request.
Step 1 of 2: Add a request for Acquistion of Equipment
Step 2 of 2: Input the details*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
Acquisitions of Furniture and equipment covers the following items
| Field Name | Steps for Input | Best Practices | Example |
|---|---|---|---|
| Acquisitions | Examples |
|---|---|
Item
Select the appropriate item from the drop-down list. Choose the most relevant option, and if no suitable match exists, select "Others."
Ensure items align with operational needs and procurement plans.
Seek prior approval from DCO Operations
- Communication Equipment: "5 mobile phones for core staff, 2 radios for communication driver and the office."
-Furniture and Fixture: "10 chairs, 5 desks, and light fixtures for a new workspace."
-IT Equipment: "Laptops and monitors for core staff."
-Office Equipment: "Photocopier for administrative tasks."
-Safety and Security: "Installation of alarm system and 5 security cameras."
-Software/Licenses: "Purchase of Adobe licenses for design and publication work."
-Vehicles: "Request for a new 4x4 vehicle for field missions."
- Others: "Solar generators for uninterrupted power supply."
Additional Notes
Provide additional information, including specific requirements or justifications.
Mention specific needs or configurations, if applicable.
-"Mobile phones includes international calling plans."
-"Desks and chairs are required to be ergonomic."
-"Monitors should be at least 24 inches for productivity."
-"Photocopier must support duplex printing."
-"Alarm system installation required by end of Q1."
Cost per Unit (USD)
Enter the estimated or agreed cost per unit.
Obtain multiple vendors quotes to ensure competitive pricing and compliance with procurement policies.
-Communication Equipment: "$150 per mobile phone"
-Furniture: "$200 per chair"
- IT Equipment: "$1,200 per laptop"
Number of Units
Input the number of units to be acquired.
Ensure the quantity aligns with the operational needs without over-purchasing.
-Communication Equipment: "5 phones or 2 radios"
-Furniture: "10 chairs or 5 desks"
- IT Equipment: "6 laptops or 6 monitors"
Total Cost (USD)
Calculates the cost per unit times the number of units.
Verify the total aligns with the request. Double-check calculations for errors.
-Communication Equipment: "$750"
-Furniture: "$3,000"
-IT Equipment: "$7,200"
Communication Equipment
Telephones, mobile phones, radios, speaker microphones, repeaters, digital communication systems.
Furniture and Fixture
Desks, chairs, cupboards, shelves (movable furniture); lights, blinds (fixtures attached to the building).
IT Equipment
Desktops, laptops, monitors, printers, servers, storage drives.
Office Equipment
Photocopiers, fax machines, projectors.
Safety and Security Equipment
Gloves, face masks, alarm systems, security cameras, scanners, X-ray machines
Software/Licenses
Adobe licenses, Microsoft Office 365, or other software necessary for operations.
Vehicles
Cars, vans, SUVs, or trucks for project and field missions.
Others
Specialized equipment such as inverters, generators, including solar powered generators.
