Procurement Actual Process PART 1

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


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



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


Bidder List

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


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.


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.


CBE (Commercial Bid Evaluation Form)

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


Best Bidder Selection

Based on;Lowest BidderEarliest Delivery Lead TimeBest Technical Specification


Negotiation

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


Negotiation

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


*****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.


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...)


Memorandum Report

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


Material Tracking Sheet

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


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.


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.


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.


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.


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.


Annual Maintenance Contract (AMC)

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


Frame Agreement (One Call Delivery Agreement)

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


Request for Cash Advance


Vendor List List of Contact Details of key Vendors

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



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



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



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



Sanitary & Other ConsumablesA Supplies LLCB Supplies LLCC Supplies LLC

Thank you for you attendance

Created by Cumhur Sendoganer

Procurement Actual Process PART 1

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