The complete RFQ procurement process should generally be divided into six stages to carry out.
1, RFQ preparation stage, in this stage, should be carried out in the following steps: ?
1.1 Procurement project analysis. After accepting the procurement project entrusted by the purchasing unit, the centralized purchasing agency shall carry out an all-round comprehensive analysis of the procurement project plan and procurement program proposed by the purchasing unit in terms of funding, technology, production, market and other aspects, so as to prepare for the determination of a scientific procurement program and a complete list of procurement projects.
1.2 Formulate the procurement program and determine the list of procurement items. After the analysis and demonstration of the procurement program, the centralized purchasing agency shall, in conjunction with the purchasing unit and experts from the relevant parties, carry out the demonstration and feasibility analysis of the procurement project, and, if necessary, organize on-site inspections of the purchasing unit by the relevant parties to formulate the final procurement program, determine the final list of procurement items, and make clear the relevant technical requirements and commercial requirements.
1.3 Preparation of the RFQ. The centralized purchasing agency shall take into account the characteristics of the project and prepare the RFQ based on the analysis and justification of the project and the list of procurement items and relevant technical requirements. ? The complete RFQ shall mainly include the following contents: ? (1) RFQ announcement or invitation for quotation: including the introduction and content of the procurement project, qualification requirements of the quotation unit, methods and time for the quotation unit to obtain the RFQ, selling price of the RFQ (if any), time requirements for quotation, location of the quotation, method of quotation, contact person and contact information. ? (2) Requirements of the procurement project: including the basic information of the procurement unit, details and requirements of the procurement project, list of the procurement project and relevant technical requirements, qualification conditions of the quoting unit, and special terms of the contract. ? (3) Instructions for Quotation Units: including the main contents of the RFQ, the implementation process and specific requirements of the project, the requirements for quotation units, the format and contents of the quotation, the quotation mode and time requirements, the methods and principles of evaluating the quotations, the methods and principles of determining the transaction, the methods of awarding the contract and so on. ? (4) Contract format: including the main terms of the contract, the progress of the project, the duration of the requirements, the content of the contract price and the payment method, the rights and obligations of both parties to the contract, the acceptance criteria and methods, the responsibility for breach of contract, the dispute handling methods, the effective method and validity of the period and other business requirements, etc.. ? (5) Format of quotation documents: mainly including quotation (or quotation letter), quotation form, description of major equipment and services, qualification documents and service commitments of the quotation unit and related contents.
1.4 Confirmation of RFQ. After the preparation of the RFQ is completed, it shall be sent to the purchasing unit for review and confirmation, and shall not be officially printed until it is signed by the legal representative or authorized delegate of the purchasing unit and stamped with the official seal.
1.5 Invitation to suppliers. In accordance with the supplier qualification conditions and invitation methods determined in the RFQ, relevant suppliers are invited to participate in the quotation. Invitation of suppliers may take the open method and limited invitation method. ? (1) The open invitation method refers to a method of public disclosure of procurement information in the government procurement information release media designated by the government procurement management authority (Ministry of Finance or provincial or municipal finance departments), publishing the RFQ announcement (or invitation to quote), and widely inviting suppliers who are interested in participating to come to quote. (2) limited invitation means a way to take a random approach to publicly select more than three relevant suppliers in the government procurement supplier information database, to send a written invitation to invite them to come to the offer.
1.6 Pre-qualification. Pre-qualification of suppliers interested in participating in the offer is mainly to review the relevant qualification documents submitted by them, including the basic qualification review and professional qualification review. Pre-qualification may not be required if limited invitation is adopted.
1.7 Issuance of RFQ. The RFQ is issued to the suppliers who have been qualified and meet the requirements of the project.
1.8 Establishment of RFQ Panel. The RFQ team is primarily responsible for the independent evaluation of the quotations provided by each supplier in accordance with the provisions of the RFQ. The RFQ panel is generally composed of three parties, including representatives of the purchasing unit, representatives of the centralized purchasing agency, and relevant experts, and the number of members is an odd number of three or more, of which the number of experts should account for more than two-thirds.
1.9 Production of evaluation methods and documents. Evaluation methods and documents are for members of the inquiry panel in the evaluation process and centralized purchasing agency in the process of determining the turnover of the relevant materials, including evaluation criteria, evaluation methods, determine the principle of turnover.
2. RFQ and evaluation stage, in which the following steps shall be taken:
2.1 Public quotation. Each supplier shall submit the quotation document to the centralized purchasing agency within the specified time, the quotation document shall be reported once an unchangeable final offer to ensure fair competition. Quotation documents are required to be sealed submissions, and fax or telephone quotations should not normally be accepted. After the quotation document is submitted, the supplier shall not modify the quotation document. Centralized purchasing agency shall designate a person (more than two people) in the quotation received by the deadline for quotation documents, and properly stored, the quotation submitted after the deadline should be rejected.
The centralized purchasing agency shall hold a public ceremony after the closing time for quotations to make public quotations on the quotation forms in the quotation documents provided by each supplier. The public quoting ceremony shall invite representatives of the purchasing organization, representatives of the suppliers, representatives of the supervisory parties (discipline inspection and supervision authorities or government procurement supervision and management agencies), technical experts from relevant parties to attend, and members and staff of the RFQ team shall generally also attend the public quoting ceremony.
2.2 The RFQ panel reviews the quotation documents. All members of the RFQ panel review the quotation documents of the suppliers, mainly to review the completeness of the quotation documents, the full responsiveness to the procurement program, the qualifications of the quotation unit and the qualifications of the conformity, etc., in order to determine the validity of the quotation documents, etc..
The review process shall ensure that each quotation document is treated fairly.
2.3 Comprehensive evaluation by the RFQ team. The RFQ team shall conduct a comprehensive evaluation of each supplier's quotation, based on the RFQ, evaluation methods and documents and pre-established criteria for evaluating the transaction, etc., and ensure fair treatment of each quotation submitted by the quotation unit. The RFQ team shall not negotiate with a supplier on its quotation during the process of reviewing the quotation documents and conducting a comprehensive evaluation of the quotation documents.
2.4 Recommendation of pre-deal suppliers by the RFQ team. The RFQ team selects the list of pre-deal suppliers based on the comprehensive evaluation. In general, the successful supplier shall be the one that meets the procurement requirements, is equal in quality and service, and offers the lowest price.
2.5 The RFQ team issues a report on the results of the RFQ. The RFQ team shall issue a report on the results of the RFQ to the centralized purchasing agency. The report on the results of the RFQ shall include: the date and manner of issuance of the RFQ announcement (invitation for quotation), the list of suppliers responding to the RFQ and obtaining the RFQ, the date and place of quotation and evaluation, the list of the RFQ panel members and staff, the record of quotations, the evaluation methods and criteria, the qualification of quotations, the conformity of the quotation and the list of suppliers whose quotations are invalid and the reasons for this, the record of the evaluation, the overall evaluation, the recommendation of the RFQ panel for determining the pre-qualification. Panel's recommendations for determining the pre-transaction, etc.
2.6 Determination of the successful supplier. The centralized purchasing agency, based on the RFQ group's report on the results of the RFQ and its list of selected pre-transaction units, determines the final transaction suppliers in accordance with the RFQ, the evaluation methods and documents, and the pre-established principles for determining the transaction.
2.7 Issuance of Notification of RFQ Results. The centralized purchasing agency issues a notification of the results of the RFQ (notice of transaction) to the successful supplier, and notifies all participating suppliers of the evaluation results. The notification of the results of the RFQ (notification of the transaction) should also be copied to the procurement unit at the same time, and copied to the government procurement supervision and management authorities for the record. The result of the transaction shall be announced in the designated media.
2.8 Signing of procurement contract. The centralized purchasing agency shall, within the time specified in the RFQ, organize technical and commercial exchanges between the supply and demand sides (the supplier of the transaction and the purchasing unit, hereinafter the same), and negotiate and sign the procurement contract. The negotiation and signing of the procurement contract shall be carried out under the principles of openness, fairness, impartiality, honesty, credit and mutual benefit, and shall strictly comply with the relevant national laws and regulations and the relevant provisions of the government procurement system. The negotiation and signing of the procurement contract shall be carried out in strict accordance with the relevant contents of the RFQ and the supplier's quotation documents, and shall not be contrary to the results of the RFQ and the transaction price. Procurement contract signed by the supply and demand sides, the centralized purchasing agency as the confirmation of the contract, the contract formally signed by the two sides to review and confirm the notarized by a notary public, reported to the government procurement supervision and management authorities for the record.
3, the project implementation stage. Project implementation stage, that is, the contract fulfillment stage. In this stage, the supply and demand sides in accordance with the procurement contract has come into effect, under the supervision of the centralized purchasing agency, to perform their respective responsibilities and obligations; contract implementation process, generally shall not be changed, such as the need for change, supply and demand should be negotiated in accordance with the terms of the contract to resolve the contract and the contract signing procedures reported by the centralized purchasing agency for review and confirmation; involving major changes in the negotiation of matters by the supply and demand sides to apply for centralized purchasing agency organization; changes after consensus The centralized purchasing agency shall apply for major changes, and the centralized purchasing agency shall organize them; and a written supplementary agreement shall be signed for the changes made by consensus.
4, project acceptance stage. After the completion of all projects, in order to test the results of procurement and supplier performance, should be organized for the overall acceptance of the project completion. Acceptance of the project based on the contract and the relevant national quality standards (acceptance of the basis and criteria should be stipulated in the contract in advance). Completion of acceptance should be generally responsible for the organization of the procurement unit; for larger or more complex projects, the centralized purchasing agency should be formed by the project acceptance group, the acceptance group for acceptance; for some special projects, should apply for inspection qualifications of the province and above the relevant provincial quality inspection departments to organize the acceptance.
Centralized purchasing agency acceptance of the procedure should be: the supplier (the supplier) first to the demand side (purchasing unit) to submit an application for acceptance of the report, the supply side of the demand side to submit an application for acceptance of the report after review, and the completion of the project for the initial inspection, to confirm that qualified, should be in the application for acceptance of the report on the signature and stamp, and then sent to the centralized purchasing agency for review; centralized purchasing agency review, that has the conditions of acceptance When the centralized purchasing agency review, that have the conditions for acceptance, should form an acceptance group to organize acceptance, acceptance group generally by representatives of the supply and demand sides, representatives of the centralized purchasing agency, the relevant quality inspection agency, the relevant aspects of the composition of the technical experts (including the number of experts is not less than two thirds of the total number of people).
Project acceptance, the procurement unit or acceptance group should issue a project completion acceptance report, acceptance report should be acceptance of the members of the group *** with the signature, and stamped with the supply and demand sides, the centralized purchasing agency, the relevant quality inspection agency official seal. Acceptance report once formed, that is, the effect of supply and demand are *** with binding; acceptance of unqualified, should be corrected by the supply side, the corrected and qualified and acceptance conditions and then acceptance by the acceptance of the acceptance of the group organization acceptance.
5. Procurement settlement and procurement documentation stage
5.1 Procurement settlement. After the acceptance of the project, the centralized purchasing agency, based on the acceptance report, in accordance with the payment terms and payment methods stipulated in the procurement contract, to handle the contract payment procedures; the government procurement fund management department according to the centralized purchasing agency's payment procedures, to pay the procurement funds to the supplier, and the government procurement fund settlement account processing.
5.2 Organization of procurement documents. The centralized purchasing agency, in accordance with the relevant provisions of the Government Procurement Law on the management of procurement documents, organizes the documents and information of the whole process of inquiry and procurement, centralizes the procurement files, and regularly summarizes and reports the government procurement information.
6, after-sales service stage. This stage is the last stage of the RFQ procurement activities, in which the supplying and demanding parties shall continue to fulfill their respective responsibilities and obligations in accordance with the provisions of the contract; the centralized purchasing agency shall, in accordance with the provisions of the Government Procurement System and the terms of the contract, coordinate and solve the disputes and controversies between the two parties in the process of contract performance in a timely manner, and supervise and inspect the performance of the contract by the two parties, especially the after-sales service of the supplying party, until the expiration of the validity period of the contract. The contract is valid until the expiration of the validity period of the contract. In the entire implementation process of inquiry procurement, centralized purchasing agencies and purchasing units should consciously accept the discipline inspection and supervision, government procurement supervision and management departments of supervision, and, if necessary, notarization.
Expanded Information
Procurement, refers to the enterprise under certain conditions from the supply market to obtain products or services as a corporate resource, in order to ensure that the enterprise production and business activities are carried out normally of an enterprise business activities. Individuals or organizations under certain conditions from the supply market to obtain products or services as their own resources, in order to meet their own needs or to ensure that production and business activities are carried out normally a business activity.
(a) the so-called procurement, are the process of obtaining resources from the resource market
The suppliers who can provide these resources, forming a resource market. In order to obtain these resources from the resource market, it is necessary to go through the procurement process. In other words, the basic function of procurement is to help people obtain the various resources they need from the resource market.
(ii) Procurement, both a commercial process and a logistics process
The basic role of procurement is the process of transferring resources from the suppliers in the resource market to the users. In this process, one is to realize the transfer of the material entity of the resource from the supplier to the user. The former is a commercial flow process, which realizes the transfer of ownership of commodities mainly through commodity trading and equivalence exchange. The latter is a logistics process, mainly through transportation, storage, packaging, loading and unloading, circulation processing and other means to realize the complete combination of spatial and temporal location of commodities, one without the other. Only these two aspects are fully realized, the procurement process is considered complete. Therefore, the procurement process is actually a business process and logistics process of unification.
(C) procurement is an economic activity
In the whole process of procurement activities, on the one hand, through the procurement of resources to ensure the smooth progress of normal production, which is the benefit of procurement; on the other hand, in the procurement process, will also incur a variety of costs, which is the cost of procurement. We have to pursue the maximization of the economic benefits of procurement, is to continue to reduce procurement costs, to the minimum cost to obtain the maximum benefit. And to do this, the key to the key, is to strive for scientific procurement. Scientific procurement is the basic profit source to maximize the economic benefits of enterprises.
Procurement process
Collection of information, request for quotation, price comparison, bargaining, evaluation, request for samples, decision, requisitioning, ordering, coordination and communication, reminding the delivery of the incoming inspection and acceptance, finishing payment.
Calculation of purchasing quantity: The quantity to be purchased in the current period = the amount needed for production in the current period + the amount of unforeseen inventory in the current period - the estimated inventory in the previous period - the previous period has been purchased and not yet in the number of warehouses
How to reasonably reduce the cost of purchasing: Make a reasonable purchasing plan in advance, inquire about the current market conditions, and grasp the factors and events that affect the cost. Appropriately looking for quotations from a number of qualified vendors, making a reserve price or budget, and using bargaining skills. Afterwards, select the vendor with the appropriate price to sign the contract, and utilize quantity or cash discounts.
Purchasing price components: supplier cost, specifications and quality, supply and demand of purchased materials, production season and timing of purchases, delivery terms, and payment terms.
Purchased goods cost components:Method of engineering or manufacturing, special tools and equipment required, direct and indirect material costs, direct and indirect labor costs, manufacturing or outsourcing costs, marketing fees and taxes, and profits.
What is the right price:Purchasing price should be to achieve the appropriate price as the highest goal, the buyer must be purchasing requirements, according to market conditions, analyze the quality of the material status and price changes, choose the best value for money to buy materials.
How to determine whether the purchase price is reasonable: cost analysis, price analysis, market research, a number of manufacturers offer.
How to find suppliers: use of available information, public solicitation, through the introduction of the same industry, read professional publications, associations or procurement of professional consultants, to participate in product demonstrations.
Supplier classification: raw material suppliers, small service suppliers, temporary suppliers.
Criteria for qualified suppliers:excellent business leaders, high quality management personnel, stable employee groups, good machinery and equipment, good technology, good management system.
How to analyze suppliers:price, quality, service, location, inventory policy, flexibility.
Professional knowledge, judgment, responsibility, time perspective, eloquence.