Main Processes of Purchasing
The purchasing process mainly consists of gathering information, requesting quotations, comparing prices, bargaining, evaluating, requesting samples, deciding, requisitioning, ordering, coordinating and communicating, calling for deliveries, accepting incoming goods, and sorting out payments.
1 Inquiry
Inquiry is the process of obtaining information from prospective sellers about who is qualified to perform the work, a process known in technical terms as supplier qualification. The channels for obtaining the information are: tender documents, trade publications, media such as the Internet, supplier catalogs, and the appointment of experts to draw up a list of possible suppliers. Tender proposals from suppliers are obtained by requesting quotations.
The request for quotation of the tender documents is the most common and reliable, the procurement of the project in this article is the use of the request for quotation. The preparation of tender documents is a complex and detailed basic work. The quality of its preparation is directly related to the bidding work can be carried out normally, and even affect the award of the contract can be successfully performed.
Therefore, the contents of the tender documents should be complete, exhaustive, accurate and rigorous terminology, to avoid differences between the two sides of the bidding on the understanding and interpretation of the document, increase the workload of bid evaluation, affecting the smooth progress of the bidding process. Bidding documents are usually composed of the following documents:
① technical documents: equipment, components and accessories, technical conditions and requirements;
② business documents: including the inquiry letter, the offer and supply a range of tables, the basic conditions of the contract and packaging, transportation and so on.
Bidding documents should be finalized before repeated refinement, review and modification. For the selection of key components, should be based on a broad understanding of the market and use, in the bidding documents to be clear that the equipment supporting the key components of the specifications and supply manufacturers. This is conducive to improving the responsiveness of the bidding documents, to prevent the bidding documents and the price difference is too large, thereby reducing the workload of bid evaluation.
The project procurement bidding documents are fully in accordance with the above requirements for the preparation of the specific configuration of each procurement equipment and detailed technical requirements, and the supplier's offer, supply, contract basic conditions, etc. made a detailed description. This work took the most time and effort of the project team during the procurement phase, but it was well worth the effort to ensure that the contracted equipment met all the requirements of the project.
2 Supplier Selection
This phase selects a contractor based on established evaluation criteria. There are several methods of evaluation: transferred from Project Manager Alliance
① Contract negotiation: both parties clarify their insights and reach an agreement. This method is also called ? Negotiation of the bid?
② weighted approach: quantify qualitative data to minimize the impact of human bias. This way is also called? comprehensive bid evaluation method?
Comprehensive bid evaluation method refers to the bid price as the basis for evaluating the various elements of the predetermined method of conversion into the corresponding price, in the original bid price increase or deduction of the value of the formation of the bid evaluation price. The bid with the lowest evaluated price is the best. Procurement units, vehicles and other large equipment, more often used this method.
Evaluation of the bid, the bid price outside the factors to be considered and discounted to the price of the method, generally including the following aspects.
(1) transportation costs. This part of the additional costs that may be paid by the bidding unit, including freight, insurance and other costs, such as the transportation of oversized equipment required to widen the road, bridge reinforcement costs, etc.. Converted to the evaluation of the price, in accordance with the transportation sector (railroads, highways, water transport), insurance companies, as well as other relevant departments to publish the fee standard, calculate the cost of goods delivered to the final destination will be incurred.
(2) delivery date. To bidding documents? Supply list? Specific delivery time specified in the standard. When the tender proposed delivery date earlier than the specified time, generally do not give the evaluation of preferential, because the construction is not needed when the early arrival, will not make the project owner to obtain early benefits, but to increase the storage management fees and equipment maintenance costs.
If later than the specified delivery date, but the delay is still within the acceptable range, the delivery date is delayed by one month, according to the tender price of ` a certain percentage (generally 2%) to calculate the conversion price, will be added to the tender price up.
(3) Payment terms. The bidding unit shall quote the price in accordance with the payment terms stipulated in the bidding documents, and non-compliant bids may be rejected as non-responsive bids. However, in order to order large equipment in the bidding, if the bidding unit in the bidding letter to the letter, if the use of different payment terms (such as increasing the prepayment or pre-payment stage) can reduce the price of the program for the bidding unit to choose, this payment requirement in the evaluation of bids should also be taken into account.
When the payment requirements of the deviation from the conditions in the acceptable range of cases, should be deviated from the requirements of the project legal person to increase the cost (interest on funds, etc.), according to the bidding documents specified in the discount rate converted into the evaluation of the net present value of bidding, added to the bidding letter to the proposed changes to the offer as the evaluation of the price.
(4) spare parts and after-sales service. Spare parts to the equipment within two years of operation of various types of perishable spare parts access and price as the evaluation of bidding elements. After-sales service includes installation supervision, equipment commissioning, provision of spare parts, responsible for maintenance, personnel training and other work, evaluation of the possibility of providing these services price. Evaluation of how to treat these two costs, depending on the provisions of the tender documents are treated differently.
When these costs have been asked to bid units included in the bid price, the evaluation of the bid will no longer take into account these factors; if the bidding unit is required to bid outside the single report of these costs, it should be added to the offer. If the bidding documents do not make any of the above provisions, the evaluation of bids should be based on the technical specifications attached to the tender by the bidding unit to fill in the name of the spare parts, the number of calculations may be required to purchase the total price, as well as by the bidding unit to arrange for their own price of after-sales service, and then add it to the bid price.
(5) equipment performance and production capacity. The bidding equipment shall have the production efficiency specified in the technical specifications of the bidding documents. If the performance, production capacity and other certain technical indicators of the equipment provided do not meet the benchmark parameters required by the technical specifications, each parameter shall be calculated on the basis of the unit cost of the actual productivity of the bidding equipment when it is reduced by 1% compared to the benchmark parameter and then a number of amounts shall be added to the bidding price.
3 procurement contract signing
After the selection of the supplier, after negotiations, the buyer and seller signed the contract. This session focuses on developing the details of testing, acceptance and after-sales service of the procurement. Detailed procurement contract is the future as a project manager integrated scheduling? Constitution? , the contract is not clearly defined or not defined, in the construction of the project, the project manager will not be able to control the various suppliers.
From outside the law, perhaps through interpersonal relationships or corporate partnerships, leading to effective cooperation. But I think the most direct and effective is the procurement contract. Here the author would like to offer some more insights. In our information project construction, the project manager is often promoted from the technical positions up to the market, contract knowledge is not much, I especially remind is, as a project manager, this knowledge is very important.
Project management knowledge system, but also a separate chapter of contract knowledge. For information project procurement, and add a lot of specialized knowledge in it. For the procurement of products and services, its function, performance, quality, implementation, deployment, testing, validation, acceptance, each link needs to be detailed provisions. If the previous paragraphs will be a draft, then the contract on the procurement plan, procurement analysis, procurement statement of work, procurement selection results of the combined output of the formal manuscript is the procurement contract.
In reference to the project procurement process, the contract development was done in detail. In hindsight, this work proved to be very important. Some suppliers to delegate responsibility, or each other, then take out the contract, so that they honestly do the work, the project can be carried out smoothly.4 Contract management
Contract management is to ensure that the buyer and seller to fulfill the contract requirements of the process, generally includes the following levels of integration and coordination:
① Authorized suppliers have always been, the environment, housing type, the price of these is exactly the homebuyer Buy a house when the focus of attention, now people buy a house is not only focus on these, a new reference index is gradually accepted by home buyers, that is, the community property at the right time to work;
② monitoring supplier cost, schedule plan real estate property management value analysis and technical performance;
③ check and verify the quality of subcontractor products;
④ Change control to ensure that changes are properly approved and that all persons who should be informed are informed of the changes;
⑤ Establishment of a link between the seller's execution progress and payment of costs in accordance with the terms of the contract;
⑥ Procurement audits;
⑦ Formal acceptance and archiving of the contract.
This part is relatively easy, as long as the contract requirements, monitoring the supplier's arrival time and quality can be. After the arrival and acceptance of the equipment through the arrival, the entire project procurement process is completed.
;