1. Receipt of requisition documents
Designed to the procurement of equipment and material requisitions and related technical documents. After receiving the requisition documents, according to the requirements of the project archiving, good management of the requisition document ledger, in order to avoid the short-term receipt of more requisition documents, and wrongly set, more or omitted to order certain equipment and materials contract.
2. RFQ
Prepare complete RFQ documents and send them together with the requisition documents to the qualified suppliers that have been validated by the project, and at the same time, make a good account of RFQ. After the RFQ is issued, suppliers should be contacted in a timely manner to confirm receipt of the RFQ, whether or not they participate in the quotation, should be returned within the specified period of quotation confirmation receipt. If any supplier gives up the quotation, so that the number of suppliers participating in the quotation does not meet the relevant provisions of the project or the company, it should be reported to the purchasing manager in a timely manner to decide whether to add other suppliers and issue the RFQ as soon as possible, and at the same time, urge all suppliers participating in the quotation to send sealed quotations separately from technical and commercial quotations on time before the quotation deadline. In the process of quotation, if the supplier feedbacks problems or questions, the commercial aspect will be answered directly by the procurement; if it is technical aspect, it will be answered by the person in charge of the relevant design, and if the answer of the design involves the change of the requisition document, it should be notified to the procurement in writing in time, and the procurement is responsible for notifying the change to all the suppliers who participate in the quotation.
3. Receipt and transmission of quotation documents
Timely checking and organizing the quotation documents of the suppliers, and make a good account record. After the receipt of quotation documents, according to the project or the company's relevant provisions of the bid opening, and make a good record of bid opening. Procurement will be technical quotation documents, through the project's internal document process, passed to the relevant designers for technical evaluation. Designers should promptly feedback the results of the technical evaluation to the procurement, procurement notification to meet the technical requirements of the supplier to communicate with the designers, technical clarification, and ultimately sign the technical agreement.
4. Commercial negotiation and contract signing
Purchasing engineers based on the results of the technical evaluation, commercial evaluation and comprehensive evaluation, to determine the supplier, commercial negotiation, and ultimately sign the procurement contract. Procurement contract is the buyer and seller *** with the guidelines to comply with, is the basis for both parties to fulfill their rights and obligations. Procurement contract should be the following matters in detail:
①The scope of supply of the subject matter of the contract to make clear provisions. The scope of supply of materials is relatively easy to determine, but the number and measurement methods need to be clearly defined, should be given due consideration to the amount of on-site installation loss; the scope of supply of equipment is relatively more complex, if necessary, can be illustrated with a diagram to indicate that all the equipment and materials in a certain area and the relevant accessories are in the scope of supply of the contract.
②Contract must be on the product name, variety, model and specifications of the relevant parameters are clearly specified.
③ The contract must be clearly defined on the design of equipment and materials, manufacturing and inspection standards, and if necessary, also need to list the equipment site installation and acceptance criteria. At the same time, the flange standards for connecting the equipment under the contract with other equipment and pipelines must also be clearly defined to avoid mismatch during on-site installation. The air compressor and chilled water heater purchased for this project have this problem, resulting in the inability to install the pipeline immediately after the arrival of the equipment at the site, and the need to coordinate with the supplier to replace the matching flanges, thus delaying the progress of construction at the site.
④The contract should specify the price of the product, including the total price and the list of itemized quotations. The total offer indicates the name of the equipment, quantity, unit, unit price, total price, freight, packaging costs, commodity inspection fees, on-site service costs, spare parts costs. As far as possible, the itemized quotation list of the equipment components, purchased parts and other detailed itemized prices. Contract itemized price is very important, on the one hand, through the itemized price can determine whether the total contract price is reasonable; on the other hand, the itemized offer is to be used as a later in the contract implementation process, increase or decrease part of the equipment or parts, or because of transportation damage and supplementary procurement and other basis for signing an addendum to the contract.
⑤The contract must specify the settlement method, account bank, account name, account number, tax code, settlement currency and other information to facilitate the payment of the contract price. Advance payment for the contract must be premised on the supplier's submission of a performance bond and/or information on equipment conditions such as equipment foundations and electrical instrumentation. Through practice, it has been proved that the use of payment to bind the supplier to submit the relevant information required for the design as soon as possible after the signing of the contract is one of the most effective methods.
6 contract must be clear about the different types of equipment packaging, transportation requirements. Damage during transportation is generally not easy to confirm the responsibility of the relevant parties, and the supplementary procurement of the damaged part of the equipment has a serious impact on the progress of the entire project. Due to the project procurement of equipment and materials of various types and quantities, while the equipment and materials under each contract may be shipped in batches, so the mark and packing list of the equipment is extremely important to the site equipment handover and unpacking inspection work.
7 contract must be clear equipment delivery time, location, complex equipment in the contract attached to the equipment manufacturing schedule, so that in the contract implementation process of the supplier's equipment manufacturing progress supervision and inspection.
8 contract must be clearly specified in the equipment and materials should be submitted to the relevant information.
9 contract must be clearly specified in the important purchased parts of the brand, to prevent the supplier delivery and bidding inconsistent, and affect product quality. In this project, the owner of the procurement of spare parts for the fire pump group has occurred in the case, the contract specifies that the bearing grade for SKF, but the supplier to provide spare parts bearings for other national brands, can not be accepted by the owner.
Second, call for attention to the problem
Practice has proved that the supplier often can not be ordered according to the time specified in the contract for delivery, inspection and transportation process may also be a variety of problems, can not guarantee that the goods arrive at the construction site on schedule. The work of reminding the delivery is very important. Its core lies in the prevention, to timely find the progress of supply has appeared or potential problems, timely warning and report, and urge the supplier to take the necessary remedial measures, or to take effective financial control and other means to try to prevent delays or cost overruns.
The basic procedures for the delivery of the work:
Check whether the supplier received the contract; suppliers will start; the development of the delivery of the plan; urge the supplier to submit drawings and technical information; check the supplier of the main raw materials purchasing progress; check the supplier of the main outsourcing parts and supporting the progress of procurement of auxiliary machinery; check the equipment and materials for the manufacture of manufacturing, assembling, testing, inspection and preparation for shipment. The situation. After the signing of the contract, the supplier should be urged to immediately start the implementation of the contract.
Necessarily, after the contract should be held after the signing of the supplier to start the meeting, the meeting mainly to discuss the implementation of the contract of the supplier's program, including the implementation of the contract of the organizational structure and equipment design, manufacturing and inspection plans. It is very important to clarify the person in charge of the contract implementation, and in the process of reminding the delivery, it should often keep in touch with them to understand the detailed progress of the contract. The owner of the project procurement of 14 packages of equipment, after the signing of the contract were held after the start of the equipment will be clear in the process of contract implementation of the contents of the reminder, requiring manufacturers to provide drawings and other technical information on time as well as progress reports, which are closely linked to the progress of the payment, a better guarantee that the supplier can be completed on time according to the requirements; at the same time, the start of the meeting to discuss matters related to the inspection, in particular, the owner and the general contractor needs to be witnessed by the test The initial inspection time of the item must be clear, in the process of urging the delivery of the witness nodes to grasp the category.
In the equipment design stage, the supplier should be urged to return in a timely manner to pre-confirmation drawings and design conditions and other information for the designers to review and confirm, and will review the comments returned to the supplier in a timely manner to urge them to modify. Reminder personnel need to be submitted to the supplier of each version of the drawings to make clear records. In the stage of equipment manufacturing, should understand the progress of procurement of raw materials and procurement of outsourcing parts and supporting auxiliary machinery, found that there are problems affecting the supply schedule should be put forward in a timely manner. In the equipment inspection phase, should be coordinated in advance with the owner, suppliers and project inspection engineers (some time may be commissioned by the third-party inspection agency personnel), a clear inspection time, place and test items, if necessary, require the supplier to provide test procedures and other related preparatory materials. For equipment inspection, pay attention to the impact of the inspection date on the supply schedule. In the stage of equipment packaging and transportation, should be communicated with the project site construction in advance to confirm the site of the receiving conditions; should urge the supplier to provide timely packing list of equipment and shipping mode, clear expected arrival time, timely feedback to the project site receiving personnel, in order to do a good job in advance of the receiving, unloading, warehousing and other preparatory work.
On the way to call for delivery, equipment and materials manufacturing, usually using the office to call for delivery, call for delivery interval can be longer. Equipment and materials manufacturing process can be selected some key points, such as raw materials into the field, the main components processing progress check. With the delivery date approaching, can be taken to the factory to call or tour to call. Calling personnel should be against the progress report provided by the supplier, carefully assess the progress of its production status, to ensure that the implementation of all key control points with the date specified in the contract, if inconsistent, should be contacted by phone with the supplier contract executive in charge of contacting the supplier or to its factory workshop to verify, to find out the reasons for the impact on the progress of the supplier to coordinate with the supplier, to address the impact of the progress of the remedial measures and the implementation of the program.
In most cases, the supplier's progress is delayed because its raw materials and major supporting outsourcing, outsourcing parts can not arrive in time according to the plan to delay the subsequent processing, assembly, commissioning and other work. Therefore, it is necessary to include the main sub-suppliers of the suppliers into the scope of delivery reminders and strengthen their management. In this project, the owner procured the turbine drive pumps to strengthen the communication and coordination with the two sub-suppliers of the pump head, and together with the procurement staff of the turbine manufacturer, we went to the sub-suppliers several times to remind and inspect them, and urged them to tighten the relevant production process, which alleviated the delivery pressure of the turbine drive pumps to a certain extent.
Third, the inspection needs to pay attention to the problem
The inspection is the key link of equipment and material quality control. In order to ensure that the quality of equipment and materials in line with the provisions and requirements of the procurement contract, to avoid affecting the progress and cost of the project due to quality problems, the project procurement team should do a good job in the manufacturing process of equipment and materials inspection or supervision and inspection before leaving the factory.
Procurement team should be based on the provisions of the procurement contract to develop inspection plans, organizations have the appropriate qualifications of the inspectors according to the design documents and standards and specifications for the equipment and materials in the manufacturing process of inspection and inspection before delivery. Important, critical equipment should be stationed in the factory to supervise the manufacture.
The inspection work should start from the purchase of raw materials, including material testing, process inspection, intermediate control point inspection and intermediate product testing, strength test, density test, running test until the transportation and packaging inspection and commercial inspection of the whole process or part of it.
For special requirements of the equipment and materials, should be entrusted with the appropriate qualifications and capabilities of the unit for third-party inspection and sign an inspection contract. Procurement team inspectors have the right to supervise and control the third party inspection work according to the contract. When the general contract has agreed to arrange for the owner to participate in the relevant inspection.
The inspection method can be divided into data review, intermediate inspection, workshop inspection and final inspection. National standards for pressure vessels and pressure piping and other important equipment and materials should be in the supplier's factory for intermediate and final inspection.
In addition to the main inspection of equipment and materials to check whether the equipment meets the technical agreement specified in the equipment performance, material grade, but also pay attention to other details. The project's nitrogen compressor, in the equipment arrived at the site ready to install, it was found that the equipment base on the ground bolt holes and the site of the equipment foundation on the ground bolt holes do not correspond to the need to re-expand the hole to install, resulting in unnecessary trouble, delaying the construction progress. Therefore, the final inspection, should strengthen the base of the equipment, foot bolt holes and other external dimensions of the measurement, check whether it is consistent with the drawings. At the same time, need to check whether the equipment interface is in line with the standards and specifications of the technical agreement, whether based on the scope of supply with paired flange, fasteners and so on.
Four, transportation issues needing attention
Transportation refers to the equipment and materials manufacturing is completed, after passing the inspection, from the manufacturing plant to the construction site in the process of packaging, transportation, insurance and other businesses.
1. Packaging
Purchased equipment and materials are usually subject to multiple loading, unloading and handling. For this reason, good protection against moisture, humidity, dust, rust and shock must be used for packaging and transportation to ensure that the equipment or materials arrive at the project site safely and without damage.
In the process of loading, unloading, transportation and storage, it should be handled according to the indication of the packaging mark and the storage requirements, so as to facilitate the opening and inspection, handover and warehouse management. Inside and outside the box should be attached to the packing details. The bulk of the components in the box, should be system plus labeling, indicating the contract number, the host name, the name of the component and the component in the assembly diagram of the bit number, part number. Spare parts in addition to the above, but also need to indicate "random spare parts", "special tools" or "one year (two years) spare parts". Random documents should be packed in sealed plastic bags. According to the project experience, I feel that the random documentation must contain equipment as-built drawings, installation instructions, operation and maintenance manuals and related quality documents, and preferably all for the copy, two or more copies, in order to facilitate the construction and installation of the site unit to borrow, while avoiding the loss of the original.
Despite the clear requirements of the contract on the packaging identification, but the supplier in the packaging, transportation engineers should reconfirm the relevant information with them to prevent errors or failure to meet the relevant requirements.
2. Transportation
Most of the equipment or materials in domestic EPC projects are procured from domestic sources, most of which are delivered on-site on trucks and boards, and transportation is generally within the scope of the supplier's contract.
Before notifying the supplier to ship the goods, we must communicate with the project site in advance to confirm the reception conditions at the site, and provide timely feedback to the site with the supplier's packing list and arrival time. For the transportation of over-limit equipment, first of all, we should do a detailed investigation and research on the scheduled route and the possible problems, make the transportation plan, and do a good job of transportation preparation. In the process of on-site installation of design changes, missing parts or model inconsistency, etc., may need to replace or supplement, its quantity is usually not too much, but the schedule requirements are very tight, the shipment of its transportation issues need to pay attention to. This project site of sporadic additions to the material, on many occasions because of the small number of suppliers, although the supplier quickly processed, but it is not willing to bear the high cost of transportation to special trucks to send, but to find some freight companies with goods sent, which brings a lot of uncontrollable factors to the transportation process, road transport time over the manufacturing cycle, so that the procurement of materials from the construction department of the construction of the progress of the greater pressure on the urgency of it. Therefore, if necessary, the procurement should be strictly regulated by the supplier's transportation and delivery methods, requiring it to take special ways (such as special trucks) to ensure the arrival of goods on schedule.
In addition, the project site is generally in the more remote suburbs, notify the supplier delivery, it is best to attach the specific geographic location of the project site and the surrounding traffic routes schematic, to avoid delivery drivers due to the route is not clear and delayed delivery.
Fifth, the site coordination and management issues needing attention
Procurement of the site coordination is also an important part of the procurement work, including the site of the handover of goods, the arrival of the problem of handling, after-sales service coordination of suppliers, random data organization and handover, etc.. Procurement of on-site work is coordinated in an orderly and efficient manner in order to ensure the progress and quality of the project.
1. Handover of goods on site
Equipment and materials transported to the project site, before unloading the truck should be roughly check the appearance of the goods arrived. After unloading, the batch of goods under the number of boxes for counting, checking, checking the appearance, found that there is inconsistent or damaged, to be recorded in detail on the delivery receipt, and take pictures to retain, and in a timely manner so that the carrier unit to return to the supplier; if due to the installation of the progress of the late, not immediately open the box to check the equipment and materials, in the delivery receipt can be written on the number of boxes of the actual receipt of the pieces, the appearance of the intact, and so on.
Strictly speaking, the equipment and materials before the formal warehousing, should be based on the requirements of the organization of a special open-box inspection group for the open-box inspection. But in the actual implementation of the project, due to the equipment and materials after the opening of the preservation of more difficult, often with the construction progress of the opening inspection. Unpacking inspection should be notified in advance to the owners, supervisors, construction units and suppliers to participate in the unpacking should be compared to the detailed packing list, one by one inventory, inspection, photography, if found to have leakage, defects, damage, mutilation and other issues should be recorded in detail to the unpacking report, and require the signatures of the parties involved.
Usually, equipment spare parts and special tools are shipped to the site with the main equipment, so until the end of the project will be handed over to the owner, generally experience a long time, as short as a few months, as long as one or two years or even longer, on-site warehousing on the management of spare parts is very important.
2. Coordination of arriving equipment and material problems
If leakage, shortage, loss, mutilation and other problems are found during the unpacking inspection, the purchasing staff should contact the supplier in time to make up for or repair the defects as soon as possible, which should be recognized by all parties concerned (especially the owner and the supervisor) after completion to avoid delaying the construction progress on site.
Construction in the equipment and materials installation process feedback problems, procurement staff should go to the site to confirm, and site design, construction communication, to confirm the responsible party for the problem, if caused by the supplier, procurement should be timely feedback and require the supplier to deal with as soon as possible.
3. After-sales service coordination
Generally speaking, large-scale equipment, complete sets of equipment, high-precision equipment, dynamic equipment, etc., are required to equipment manufacturers on-site installation and commissioning guidance. On-site guidance personnel from the procurement is responsible for coordinating the progress of the field to meet the installation schedule.
Before the commissioning of the equipment, the procurement staff should first communicate with the supplier on the conditions required for the commissioning of the equipment, the supplier to provide equipment to drive the conditions of the confirmation table, the procurement staff and then forwarded to the person in charge of on-site commissioning for confirmation to ensure that the site is fully equipped to drive the conditions, and then notify the supplier to send service personnel to the site according to the plan, to avoid the arrival of supplier service personnel and the equipment is not equipped with the conditions of the commissioning, resulting in the commissioning services within the scope of the supplier contract, and the commissioning of equipment manufacturers. To avoid the supplier service personnel to the scene and the equipment does not have the commissioning conditions, resulting in the supplier contract within the scope of the commissioning service of the waste of labor hours, crowded late equipment commissioning service labor hours, which led to an increase in the service fee.
The lubricating grease or fuel required for the operation of dynamic equipment, desiccant in drying equipment, filtering equipment, filter media, etc., procurement should be confirmed in advance with the supplier of such materials, specifications, models, dosage, and refilling method, refilling cycle, if the supplier belongs to the scope of the contractual supply, you should confirm that whether it has been shipped to the site; if not in the scope of the supplier's contractual supply, it should be reported to the project team to confirm whether the project procurement team prepared by the project. If it is not within the scope of supplier's contract supply, it should be reported to the project team in time to confirm whether it is prepared by the project procurement team. These tasks must be prepared in advance according to the on-site commissioning plan, so as not to delay the progress of the site.
4. Organization and handover of random data of equipment and materials
The random data of the supplier are usually sent to the site with the goods, usually including technical instructions, drawings, installation instructions, operation and maintenance manuals, certificates of conformity, quality documents, material reports, inspection reports, and the need for special supervision and inspection of the equipment (e.g., pressure vessels, etc.), you need to provide the supervision and inspection certificates of the designated agencies.
In this project, the owner's project management company has formulated the "Supplier Document Management Program" at the initial stage, which provides more detailed regulations and instructions for the documentation of the whole project. When the procurement contract was signed, the supplier was required to strictly implement it accordingly, which ensured to a certain extent that the content, language, binding format and number of copies of random information of equipment and materials were in line with the requirements, and greatly reduced the workload of on-site collation and transfer.
In the procurement of equipment and materials on the random information collation and transfer, if the company can form their own fixed template, such as the binding format requires a uniform style, size, color folder, cover, spine, title page format have made the corresponding provisions, the content of the information on each part of the requirements, such as the first part of the overall description of the equipment, the second part of the storage, handling and lifting recommendations, the third part of the installation manual, the fourth part of the operation of the manual, the third part of the installation manual, the fourth part of the operation manual, the third part of the installation manual, the fourth part of the operation manual. Installation manual, the fourth part of the operation manual, the fifth part of the maintenance instructions, the sixth part of the spare parts and special tools, the seventh part of the manufacturer's drawings, the eighth part of the quality of the documents, and the content and type of these solicitations to get the owner's approval, you can save a greater part of the work of manpower, material and financial resources.