Procurement Process for FM

PART 1Procurement Actual Process

Trough by Operation Support

PR (Purchase Requisition)

Projects Site(s), End Users able to send Purchase Requisition to selected focal point in Procurement Department- Requisition description shall be include clear description, technical details, brand name or and supporting details.- Expected Delivery Time and Priority shall be mention.

Materials & Spare Parts

PR (Purchase Requisition)

If PR Amount <QR5000 to be follow the regular procedureIf PR Amount >QR5000 to be ask Approval to Line Manager

Materials & Spare Parts

PR (Purchase Requisition)

Assigned Buyer, analyze the PR Form, check the technical details and to save in Procurement Files in Procurement Drive.

Materials & Spare Parts

Bidder List

Assigned Buyer immediately create a Bidder List, enter the details of suitable suppliers and ask approval/advice to Procurement Supervisor/Head.

Materials & Spare Parts

RFQ (Request for Quotation)

Assigner Buyer accordingly create RFQ (Request for Quotation) by indicating the complete specification of the materials required, the deadline for the request and all other specific commercial details.

Materials & Spare Parts

RFQ (Request for Quotation)

RFQ to be send minimum 3 (three) registered supplier. (If the Supplier has not been registered, Shall be follow the Registration Process)- If the request being unclear Assigned Buyer right to get back to End User and complete specification prior to requesting quotation from supplier.

Materials & Spare Parts

CBE (Commercial Bid Evaluation Form)

Assigned Buyer, to evaluate the Quotations in CBE (Commercial Bid Evaluation Form)

Materials & Spare Parts

Best Bidder Selection

Based on;Lowest BidderEarliest Delivery Lead TimeBest Technical Specification

Materials & Spare Parts

Negotiation

Assigned Buyer shall be receive minimum 7% discount by the follow same technical details quality of the selected supplier.

Materials & Spare Parts

Negotiation

Assigned Buyer shall be receive best commercial terms, best delivery time, delivery location, without delivery charges, warranty, ect…

Materials & Spare Parts

*****PO Purchase Order*****

Assigned Buyer Issue Purchase Order get Approval from Line Manager for Signatory.Assigned Buyer, Immediately Advise Best Selected Quotation to Operation for PO issuance.

Materials & Spare Parts

PO (Purchase Order)

Assigned Buyer, Issue Purchase Order get Approval from Line Manager for Signatory Operation, Issue Purchase Order get Approval from Line Manager for Signatory (Facility Manager, Operation Manage) (ect...)

Materials & Spare Parts

Memorandum Report

Assigned Buyer, compose a Memorandum Report to explanatory the story of the purchasing.

Materials & Spare Parts

Material Tracking Sheet

Assigned Buyer, Shall be enter and update the Material Tracking Sheet, as strictly following by same format.

Materials & Spare Parts

Repeat Order (In case the requirement is extremely

urgent)

Assigned Buyer to check the previous Purchase Order if the current price being offered by the same supplier is still the same and if the items are readily available.

Materials & Spare Parts

Repeat Order (In case the requirement is extremely

urgent)

Assigned Buyer may also need to check the current quotation from other Bidders for price comparison purposes to ensure that the Purchase Order is awarded to lowest bidder.

Materials & Spare Parts

Purchase Order / Updates / Delivery

Purchase Order to be send to Supplier, get confirmation stamp and delivery time shall be approved and to be mentioned in PO. Purchase Order to be saved in Procurement Drive.

Materials & Spare Parts

Purchase Order / Updates / Delivery

Assigned Buyer Follow the Delivery and Update the necessary status to the End User.Assigned Buyer Handover to PO to Expeditor/Material Coordinator to follow up Logistic solutions.

Materials & Spare Parts

Delivery Strategy

As soon as Material delivered to the correct Delivery Point (Delivery Point depends on the Purchasing Strategy);Directly to End User or Directly to the Warehouse. Necessary Documents (Invoice, Delivery Notes) to be send to Finance immediatelly.

Materials & Spare Parts

Annual Maintenance Contract (AMC)

AMC, Shall be applicable for Specialized Service Requests in Facility Management. Chiller Maintenance, IT Services, ect…

Materials & Spare Parts

Frame Agreement (One Call Delivery Agreement)

Shall be applicable for Goods/ Spare Parts solutions, Including 3, 6 or 1 Year Agreements with Suppliers.

Materials & Spare Parts

Request for Cash Advance  

Materials & Spare Parts

Vendor List List of Contact Details of key Vendors  

Invitation to suitable suppliers to submit their Quotes; Low Value, Low RiskRfq, Rft Process Applicable

Materials & Spare Parts

Vendor List List of Contact Details of key Vendors  

Open Invitation for all interested Suppliers to respondHigh Value High Risk, - Complex or All MEP, Civil Specialized Services,- Pre Qualification Process Shall be applicable

Materials & Spare Parts

Vendor List List of Contact Details of key Vendors  

Open Invitation for all interested Suppliers to respondHigh Value High Risk, - Complex or All MEP, Civil Specialized Services,- Pre Qualification Process Shall be applicable

Materials & Spare Parts

Vendor List List of Contact Details of key Vendors  

Mep Suppliers,A Mechanical Electrical Plumbing LLCB Mechanical Electrical Plumbing LLCC Mechanical Electrical Plumbing LLC

Materials & Spare Parts

Vendor List List of Contact Details of key Vendors  

Spare Parts SuppliersA Brand of Spare PartsA Brand of Spare PartsA Brand of Spare Parts

Materials & Spare Parts

Vendor List List of Contact Details of key Vendors  

Sanitary & Other ConsumablesA Supplies LLCB Supplies LLCC Supplies LLC

Thank you for you attendance

Created by Cumhur Sendoganer