Following marketplace discussions, be careful  that a supplier’s innovative ideas and approaches are not disclosed during the specification development. You may authorise or require variants on the contract requirements as long as it has been specified: The Procurement Documents must set out the minimum requirements and how any variant will be evaluated. a suitable risk assessment is completed to ensure that related risks are closed or managed. This will  ensure a fair process. © 2019-2020 Crown Copyright. In a smaller company development may be more limited towards an Operations Director or Finance Director role. Once a contract is awarded the scope to make changes to the specification is very limited. Part of the role of the UIG is to challenge accepted thinking. It could be more cost effective to have a fixed term appointment than having an interim who stays in place for much longer than the initial contracted period. ensuring a web site meets accessibility standards through specifying appropriate font sizes. Responsibilities. These must be appropriate to define characteristics of the supplies or services, They have to be based on objective and non-discriminatory criteria, The label itself is established in an open and transparent procedure. This will help you prepare both the procurement itself and the market for the coming process. Specification writing The contents of a specification will vary according to whether the specification is written from the standpoint of the user, designer, manufacturer or seller. (b) product or service life cycle environmental costs  To include such values you must be able to calculate and verify them This may include the cost of  greenhouse gas emissions, other pollutant emissions and other climate change avoidance costs. Consideration  needs to be given to the Intellectual Property Rights of the tenderers. definition of procurement and the 7rs ... Buying the Right Quality Quality is normally determined by the requestor and defined in the specifications. Ultimately, a top Procurement Officer should be able to negotiate well and ensure that all purchases comply with company standards. I THINK IS VITAL THAT PMU ARE TO BE INVOLVED IN MAKING A COMPLETE SPECIFICATION HAS THEIR THE ONES WHO ARE AWARE OF COMMERCIAL PROCESSES & THE SUPPLY KNOWLEDGE OF THE ITEM & CAN ORGANIZE THE SUPPLIER GETTING INVOLVED - EARLY SUPPLIER INVOLVED IN PREPARING KIND OF COMPLEX SPECIFICATION. Selection of sources of supply: Most important function of a purchasing department or officer is the … It can be accessible to all interested parties, The label requirements are set by a third party over which no potential bidder has decisive influence. The labels can only concern criteria that are linked to the subject matter of the contract. This must be done in a fair and transparent manner to avoid distorting competition and/or giving any potential tenderer an advantage. For example by asking for a specific make or source, or to a particular process, or trademark, patent, type, origin or means of production e.g. If a project like this is not fully scoped and requirements understood early on suppliers may exploit planning gaps. In order to avoid scope creep, it is essential to ensure that a robust scoping process is undertaken at the earliest opportunity. Such innovations may provide a supplier with a competitive edge e.g. Consider any cyber risks, with reference to the Scottish public sector. Procurement’s journey from transactional processing to strategic business partnering is not complete. reduction in the number of item colours  purchased, sizes of envelopes  purchased and kept in stock and, These factors should be included translated into the, It is also best practice  that suppliers are contractually require, line item spend detail as part of their contract support, Demand should be regularly assessed. It aims to ensure that the contractor receives right specifications and delivers the items in accordance with the approved delivery schedule. The public sector equality duty requires organisations to assess new or revised policies and practices to evaluate how they will impact people with different protected characteristics. Paper-driven procurement has a cascading effect on an organization's bottom line. MI and KPIs will be included in your ITT and Terms and Conditions. Organisations must comply with the Sustainable Procurement Duty set out in the Procurement Reform (Scotland) Act 2014. take into account accessibility criteria for persons with disabilities. If you continue without changing your settings, we’ll assume that you are happy to receive all cookies. Negotiated Procedure without Prior Publication, European Single Procurement Document - ESPD, Sustainable Procurement Duty set out in the Procurement Reform (Scotland) Act 2014, Possible Issues from a Flawed Specification, Failure by the Organisation to meet its objectives, Major difficulties in evaluating the bids, Wrong or unsuitable products/services supplied, Claims of unfair treatment being made by tenderers, the subject of the contract makes using this kind of reference unavoidable or. The role of specifications in the procurement process is documented as significant (Chatered Institute of Purchasing & Supply., 2017). Explain the roles and benefits of procurement and supply in organisations to colleagues and across the organisation. This would increase the scope, cost and timescales of the initial project. The necessity of specification is to verify and check the strength of materials for a work involved in a project. Manual inefficiencies cost organizations a huge chunk of cash in long purchase cycles, missed discounts, and transaction disputes. Public standards can be used as a basis for specification. trademarks, patents, types, or a specific origin or production. Procurement director is responsible for negotiating with the government and bidding on government/business contracts.On behalf of the departmentб this person can participate in … You will consider how the contract quality, sustainability and performance of goods and services will be measured as you develop your specification, especially an output specification. USUALLY THE USERS ARE THE ONE INITIATING THEIR REQUIREMENT.THUS GIVE THEM OPPORTUNITY TO INFORMS PMU THE CHARACTERISTICS OF THEIR REQUIREMENT.THERE AFTER PMU ARE GETTING INVOLVED! Given that the structure and membership of any UIG varies significantly from exercise to exercise, you should ensure that other end-users, stakeholders and technical specialists are consulted where appropriate. Here are four you should try to avoid. General Specifications; Detailed Specifications; General Specifications Alternatively on an exceptional basis where a sufficiently precise description of the contract subject-matter is not possible. Under no circumstances should any commitments be made during this process. Supplier led scope creep can occur and should be demand managed. Procurement Chapter 4 - Specifications 4.1 Generally. The technical specification can specify whether the transfer of Intellectual Property Rights (IPR) will be required. Preparing plans for the purchase of equipment, services, and supplies. A Procurement Manager in a large organisation may have the opportunity to work toward a Head Buyer or Group Director of Procurement and Purchasing role. You should  consider how you can encourage the production of innovative goods and services which will assist the Organisation to deliver evolving policies and strategies e.g. This includes parties  from other EU states and countries party to international agreements by which the EU is bound. This includes: business case; the. Supplier led scope creep can occur and should be demand managed. The award criteria must be relevant to the subject matter of the contract and not discriminatory. In very exceptional circumstances and for a very limited number of products or services, a "design" specification may be unavoidable because of the nature of the requirement. 4. Equivalent labels must be accepted if the bidder can show  it has not been possible to obtain either the label or other equivalents, through no fault of its own. In order to avoid scope creep, it is essential to ensure that a robust scoping process is undertaken at the earliest opportunity. In some business areas internal customers or budget hold. Collect supplier information. Procurement Journey uses cookies to enhance your experience on our website. At the specification stage the UIG should explore opportunities to include economic development and sustainability considerations. This would  allow you to build end-of-life management requirements into  successful contractor performance clauses and your own internal management procedures. Or you may design your specification for all users, except in justified cases, including a conformity assessment e.g. early supplier feedback on how the outcomes might be achieved, the risks and issues as they see them, feedback on timescales, feasibility and affordability. The importance of Specification within the procurement places. Types of Specifications. in exceptional circumstances where the subject of the contract cannot  be described in a way which is precise and understood by all bidders. You can apply a number of different costing models such as, like scheduled maintenance and energy used through the life of a road sweeping vehicle, and also less apparent external environmental costs, such as the cost of emissions of greenhouse gas based on the energy use of the road sweeping vehicle. Is non-submission of invalid CRB receipt voucher a major deviation? In this case, a "sealed sample" must be kept for later comparison with the products supplied. When developing your specification it is important to engage as early as possible with the supply base. Do not write the specification in a way that distorts market competition, creates obstacles or limits entry for bidders, take account of relevant policies e.g. To understand how this role is changing, we must understand what purchasing is all about, starting with the primary objectives of a world-class purchasing organization. This would increase the scope, cost and timescales of the initial project. How effective procurement impacts on profitability or creating savings and efficiencies for the organisation. The key criteria that the User Intelligence Group (UIG) needs to ensure are met when completing the specification are that: A list of what you should include in your specification, where relevant to your procurement exercise. All rights reserved. Where EU Standards exist these must be given preference, or these can be added to or replaced by output/performance specifications. are  community benefits relevant? A specification has been defined as a statement of the attributes of a product or service or a statement of needs to be satisfied by the suppliers, e.g., 4 feet by 8 feet 2 mm thick mild steel plate (acceptance tolerance of +0.05 mm). USA). The roles and benefits of procurement and supply in organisations. proprietary methods or Intellectual Property Rights (IPR). • If the quality is too low, additional quantities may be required to compensate for the inferiorities. A supplier’s … Purchasing’s primary role of taking a business requirement – finding a supplier, negotiating a deal and then ordering the item is hinged on that first step – without knowing what’s really needed – costs can be far higher than required and the purchasing process … In addition during the specification to envolve a procurement function should help to provide the knowledge of supply market analysis of specified item or services so that supply risk and high expenditure of the item or services will be minimised also procurement function have enough knowledge to recognized if the specified item or services is available in the market or it is difficult to … based on criteria that don’t favour or disadvantage any potential bidders and which are not established for repeated or continuous application; he assessment method is accessible to all interested parties; he data required can be provided with reasonable effort from all interested parties. MAKANDARASI KUWEKWA NDANI KWA KUTOKAMILISHA MIRADI NDANI YA MUDA, How Supplier can register in e-Procurement system (TANePS). Procurement clerks keep track of purchase orders for their companies. Once a contract is awarded the scope to make changes to the specific. Procurement Management Process - The 2020 Guide . For example – Fair Trade addresses workforce issues and is provided by the Fairtrade Foundation. This encourages marketplace innovation, allowing and encouraging suppliers to propose modern (including environmentally preferable) solutions. It could be more cost effective to have a fixed term appointment than having an interim who stays in place for much longer than the initial contracted period. These can be direct costs like scheduled maintenance and energy used through the life of a road sweeping vehicle and also less apparent external environmental costs such as the cost of emissions of greenhouse gas based on the energy use of the road sweeping vehicle provided that their monetary value can be determined and verified. sustainability low carbon products. To undertaken market consultation you can speak with independent experts, regulatory authorities or suppliers to the market. Any such changes may be challenged in the Courts. Otherwise a supplier may offer additional services which are not  required. The specification will also vary according to the material or item concerned. There are too many unresolved conflicts between the role of procurement and its internal clients, and that the savings metrics used by Pro… An example is the World Trade Organisation Government Procurement Agreement (e.g. on Thu Feb 06, 2014 6:46 pm, MILLANZI EMMANUEL on Fri May 04, 2012 9:23 pm. You can conduct market consultation. Otherwise a supplier may offer additional services which are not  required. Specifications describe in detail the supplies and services the City seeks. If you purchase goods or services with specific environmental, social or other characteristics labels can be used as a means of proof. Descriptions should be drafted to address the City's needs, and the costs of procuring, operating and maintaining the supplies and services. All variant bids should be evaluated using the same criteria as the standard bids and compared on a like-for-like basis. Life cycle costing takes into account all of the identifiable costs  of a product or service from its purchase through use, maintenance and end of life (recycling / disposal). Bridging gaps and breaking walls for a better understanding of Procurement Act and Regulations, Tanzania Public Procurement Forum :: VIOLATIONS OF PUBLIC PROCUREMENT ACTS AND CORRECTIVE MEASURES :: Anti-Corruption, Deogras Karol. Samples or patterns may be issued or requested from bidders when you cannot produce a detailed description of the requirement. In such cases you must add “or equivalent” to the reference. If a project like this is not fully scoped and requirements understood early on suppliers may exploit planning gaps. where a PIN is used as a means of calling for competition, in the invitation to confirm interest. This will help you prepare both the procurement itself and the market for the coming process. take into account accessibility criteria for persons with disabilities. Some personal successes are evident, but they are individual achievements, not an organisational model that can be copied. Further information  on how to conduct equality impact assessments is available on the Equality and Human Rights Commission (EHRC) website. During this stage, human/labour rights and environmental performance criteria should be translated into specifications that meet specific requirements of the specified outcome, desired by the procurement action. For example by removing different design types, sizes, grades etc. The User Intelligence Group (UIG) is responsible for developing the specification. Quality is an important part of the supply chain, whether it is quality inspections during the manufacturing process, quality checks before goods arrive at the customer, or checking the quality as raw materials and parts enter the factory. he technical specification can specify whether the transfer of Intellectual Property Rights (IPR) will be required. Care must be taken to avoid unfairness, but also the impression of unfairness to some tenderers. You can apply a number of different costing models such as life cycle costing or whole life costing as part of the specification and subsequent evaluation. Of course, the perceived need is not always as complex as in the example above. PROCUREMENT ADMINISTRATOR JOB DESCRIPTION Classification Responsibilities: The Procurement Administrator manages, organizes and directs operations of the Purchasing Division by performing administrative duties and overseeing City purchases, contracts, programs, projects, professional, paraprofessional, and clerical staff. The supplier may add additional products or services as a problem “resolution tool”. These factors should be included translated into the Management Information (MI) and Key Performance Indicators (KPIs) you  require from your supplier(s). Procurement Officer Job Summary. Such reference may only be justified if either: In either of the above circumstance, such must be accompanied by the words "or equivalent". It is important to differentiate between Whole Life Costing, Lifecycle Costing and Lifecycle Impact Mapping: Please note: Life cycle impact mapping can be used alongside lif cycle costing as part of the procurement process. Purchasing Assistant responsibilities include researching new vendors, tracking deliveries and updating order records (e.g. As with all aspects of the Procurement Journey, the activities at this stage must be carried out in a carefully managed manner that supports the Principles of Procurement. For example, it may help to focus attention on the disposal phase before the procurement is carried out. e.g   for consultancy services, specifying a Partner when an Associate could deliver the brief: they are  suitable and can deliver at less than half the day rate. Focuses on social and environmental impact rather than cost. Design Specification—These are detailed descriptions of a good or service, including such things as details of construction or production, dimensions, chemical composition, physical properties, materials, ingredients and other details needed for the provider to produce an item of minimum acceptability. Organisations must comply with the. Whilst all the guidance in this station should be considered when procuring Care and Support Services specific Care and Support Services guidance can be found in Developing the Service Specification. This may be an unnecessary barrier to competition to some suppliers who supply similar goods or services to other customers. of products. We argue that this should surprise no one. (unless it is justified by the subject-matter of the contract). Devise and use fruitful sourcing strategies I THINK PROCUREMENT FUNCTION HAVE A BIG CONTRIBUTION IN SPECIFICATION. The label can show that the supplied goods or services correspond to the required characteristics. In this position, you will play a key role in procuring high-quality and cost-efficient supplies for our organization. The Procurement Manager’s duty is to discover the best ways to cut procurement expenses, so that the company can invest in growth and people. Samples, patterns and drawings may also form part of a design specification. Purchasing Director is a person who defines the long-term direction of strategic procurement processesand services for the procurement department and is involved in high-value contract negotiations. An example  is an IT project aimed at buying a records management system which links, shares and  allows the  updating of records. Visiting Supplier Plants and Distribution Centers: Visiting the supplier’s plant and distribution center … energy consumption  and other resources; iv)end of life costs, such as collection and recycling costs; and. Procurement Officer Responsibilities: Overseeing and supervising employees and all activities of the purchasing department. You can then use any advice received in the planning and execution of your procurement process. The bottom 10 percent of purchasing managers earn less than $63,380, and the top 10 percent make at least $177,560. The Public Contracts (Scotland) Regulations 2015. set extensive rules on how organisations may define and incorporate technical specifications and standards. Specification simplification and variety reduction involves removing design complexities. Care should be taken that Copyright is not breached when using samples, patterns etc.