Assistant Purchasing Agent Rfq No: Fill & Download for Free

Below please find a complete Basic Procurement Plan I prepared for any Project I worked on. I developed specific Procurement Plans based on this template according to each project’s scope. I worked for an Engineering Company that developed projects for different Clients. It is a fairly comprehensive Plan and can serve as the basis for a any Procurement Plan you may need (I hope it helps you):“Procurement PlanCompany will be responsible for all procurement activities and will oversee and direct these activities to ensure the work is performed in accordance with project procedures, budget, and schedule. Additionally, the project procurement team will oversee and coordinate all procurement activities performed from other Company offices worldwide.In coordination with Client’s procurement team assigned to the project, Company will develop a project specific procurement plan, based on Client’s requirements and Company’s established Procurement Procedures and Work Instructions. The plan will detail the procurement organization and procurement philosophies that will guide the project. This plan will identify critical items and define specific procurement requirements such as, but not limited to, RFQ and Purchase Order formats, Terms and Conditions for purchase, authority for project costs, bidders lists, domestic and international sources, purchasing strategies, negotiation requirements, methods and levels of expediting and shop inspection, transport and shipping terms, export crating requirements, and any other issues, pertinent instructions and policies such as import requirements, vendor assistance, spares, manuals, etc.Company will issue Procurement Procedures that will become part of the Project Procedures.Concurrently with the development of the project schedule, Company will coordinate the overall procurement schedule based on engineering schedules and the overall project schedule.Company will do its utmost to pursue any market edge, particularly in the case of bulk materials such as structural steel, piping, and mechanical and electrical supplies. The object is to find any additional benefit, both in price and delivery, among worldwide suppliers to help the project.Company will access its worldwide organization for information such as surveys of market conditions, special discounts, low pricing of particular materials, excess production, or any situation that could benefit the project.Additional sources of supply can be analyzed and considered, such as used equipment, economy on bulks given purchasing on other projects or by Client, savings given commercial agreements between countries (e.g., Mercosur, European Common Market Agreement, North American Free Trade Agreement, etc.), freight savings with charters shipping, excess materials on other projects being managed by Company, etc.1. PurchasingCompany’s worldwide procurement network for support in purchasing, inspection, and expediting is available to the Client Project. Our extensive vendor database coupled with Company’s buying power will guarantee the project the most commercially competitive and reliable equipment and materials in the world.Company uses its project controls system for all procurement processes. We will execute the procurement phase of the project in our offices in “City”. The “Name Specific” procurement system covers all procurement activities and allows an overall control of these activities, taking into account all related activities from requests for quotations up to materials management at site. The system can be tailor programmed to the scope of each project, in this case beginning with basic and detailed engineering and later to construction. The system has been applied with success in a series of projects both locally and worldwide. The system is an “Summarily explain System”.Company has extensive in-house procurement experience in various local projects related to every aspect of engineering, procurement and construction activities. This experience has been obtained from feasibility to construction projects, either under an EPC or EPCM administration. During these projects almost any conceivable mine and plant equipment has been quoted, negotiated, purchased, inspected, expedited, shipped, imported, warehoused and delivered to site for final erection. This world-class purchasing experience related to mining installations particularly in “Indicate Country” demonstrates our capability and expertise in worldwide sourcing of diverse “Indicate Type” equipment and materials.Company already has an extensive database of worldwide equipment and material suppliers fed into the system. The database is continuously updated and evaluated as ongoing projects are implemented and executed. With the large number of “Indicate Country”’ installations that are continuously being constructed, upgraded, expanded or modified, most of the international equipment suppliers have relatively large local representations that are easy to contact and are permanently available. Company also has extensive worldwide offices available for global procurement and contacts as required.During the purchasing phase of the project, activities such as the following are considered:Preparation of Bidders List for Main Equipment and MaterialWorldwide sourcing will be utilized to locate the appropriate suppliers and equipment. Company will issue a Bidders List from its system (with sufficient number of bidders to ensure competition) and, once commented and agreed upon with Client, will be used as the basis for the various quotations. If Client wishes to consider a sole source for any given supply, this will be taken into consideration in the RFQ phase.Bid PackagesCompany will prepare, whenever technically possible and commercially attractive, bid packages that will generate a final reduction in supply costs.Preparation of Commercial DocumentsCompany will agree, in conjunction with Client the standard commercial documents to be used in the project.Preparation of RFQ’sRequests for Quotation will be prepared in our system in accordance to the documents and bidders already approved by Client. Bids will be requested care of Company as Agents for Client.Issue of RFQ´sCompany will issue Quotations in accordance to the agreed schedule defined in the system. Offers will be requested as per agreed project requirements.Selection of Supplier and Recommendation of PurchaseOnce Company presents Client with the respective commercial and technical evaluations, a pre-selection will be made of those suppliers to be invited to negotiate the equipment. Once negotiated, Company will present a Letter of Recommendation to purchase the equipment from a specific Bidder.Spare Parts Recommended in Start-Up and Related CostRFQ’s will clearly require from each bidder the recommended overall spare parts list for the quoted equipment and their respective cost. Company will indicate said scope and value in the final purchase order only to maintain said values firm for one year as of the purchase order issue. The final scope and value are excluded from the purchase orders as Client will specify, negotiate and purchase all the spares required for the project.Supervision Scope and CostsEach bidder will be requested to quote supply scope and pricing for supervision (erection, start-up and training). In the case of major equipment, a Lump Sum Pricing will be requested for these services.Vendor Assistance and RepresentationCompany gives special emphasis to local vendor representation (accountability) and assistance and can negotiate inside the price of equipment assistance without cost for a given period.Guarantees and Warranties on Deliveries, Cost and PerformanceSpecial care is given to vendor guarantees (periods and scope) and formality of specific bonds that back the vendor offer.OEM ManualsAll manuals will be collated and delivered to Client by Company. Ten copies will be requested of each plus a complete CD with the same information, as per contractual requirement.Export PackingCompany will request each Bidder to indicate the cost of export packing for quoted equipment if not included in the final price. This will avoid future non-considered back-charges.FOB Cost for Equipment and MaterialsAll offers must indicate their final FOB value (all local taxes included) that will allow a better negotiation with freight forwarders and a better grasp on project costs.Dimensions and Weights for Freight and TransportEach supplier must clearly indicate the weights and dimensions of supplied equipment and materials, packing included, especially those pieces considered over-dimensioned or overweight.Vendor Procurement, Fabrication and Delivery of Equipment and DrawingsEvery bidder must deliver a clear and comprehensive schedule of procurement, fabrication and deliveries both for drawings and supplies. Company’s commercial documents clearly specify remedies and/or liquidated damages given late deliveries of both drawings and goods.Vendor Equipment SpecificationsEach vendor must deliver their equipment and supply specification’s as per the requirements specified in the respective RFQ’s, allowing a comprehensive technical evaluation of their offers.Bid Opening and EvaluationBids will be opened with the formality and personnel specified in Procurement Procedures. Once opened, Procurement and Engineering will independently evaluate the bids commercially and technically. Once finished a Technical-Economical evaluation summary will be presented to Client so as to define final bidder or bidders with whom to continue negotiations.NegotiationsFinal negotiations will be held with defined bidder or bidders. The Procurement Manager will develop a negotiation strategy between Client and Company’s project management to define objectives, cost, terms and schedule details. The Procurement Manager will direct, control and document all negotiations.Letter of Recommendation to PurchaseAfter all commercial and technical issues are resolved to satisfaction of both procurement and engineering, a Letter of Recommendation to purchase will be issued to Client by Company, based on the best-evaluated price, technical acceptability, and scheduled delivery. This award recommendation will be submitted by the Company project manager for approval.Issue Purchase OrdersUpon approval of the award recommendation, Procurement will prepare and issue the purchase order based on the final specifications, negotiations and conditions. All purchase orders will be issued by Company acting as agent for Client.ReportsCompany will issue comprehensive and tailor-made reports as per Client’s requirements. The system has the capability of issuing all procurement reports to meet specific requirements and needs. Specific reports and report formats will be defined early in the project to supply comprehensive information to all those involved.2. ExpeditingCompany’s expediting function during the initial project stages will insure that all documentation for the bid process is received within schedule. In the first stages of the purchase orders it will guarantee that all drawings and vendor data are submitted on time and according to the negotiated terms of the purchase order.Expediting during the second stage of the project will allow a comprehensive control and reporting down to each line item on each purchase order. This will allow the project to continuously monitor every piece of equipment and/or material, no matter how small, to permit the procurement team to address any problem issue, promptly and efficiently.Company will expedite both local and offshore procurement, and the status of the expediting will be reflected on regular and comprehensive reports to be issued periodically per project requirements.Local expediting will be done directly with the suppliers and vendors. Offshore expediting will be done with the local representatives, if the purchase order was processed through their facilities and/or through Company’s worldwide installations whenever required.Expediting will be begun together with the purchase order follow-up and its application will be based upon the Expediting Program prepared for every purchase order and taken from the system. Expediting is linked directly to equipment and material inspections. In the case of offshore purchasing, either Company’s offices abroad or an independent inspecting contractor will supply the necessary personnel to pursue expediting and inspection on vendors’ premises. Every report issued from this source will be incorporated into the procurement program and respective inspection and expediting status reports.Expediting will identify the potential problems and hold points on every purchase order so that any necessary adjustment or action can be taken to maintain the agreed delivery dates with each vendor. This could imply an intensification of shop expediting, overtime work, extension of the ongoing shifts, expediting suppliers, helping the vendor detect critical items on their fabrication and/or supply program, shortening the cycle of drawing revisions, or requesting the project manager’s intervention through project personnel visits to the shop or wherever necessary.Additionally, during the expediting and inspection phases of projects, Company can use their worldwide network of companies located from the U.S: (East and West Coast), to Canada, Europe, South Africa and the Far East. This will give the project the capability of efficiently and economically inspecting and expediting offshore equipment and materials.3. InspectionCompany will ensure that the Supplier Quality Program for each Purchase Order is in place, that the specified quality surveillance level is appropriate to the material or equipment being purchased, that an Inspection Plan has been prepared, and that inspection assignments are made to, and carried out by, the appropriate Company office or contracted agency. Company will make use of its extensive worldwide network of engineers and inspectors to optimize both the cost and opportunity of inspection activities no matter where the vendor facilities are located. The overall Inspection Plan considers the following:Supplier Quality ProgramEngineering will furnish a Supplier Quality Program whenever applicable to a purchase order. This program includes the Vendor Quality Plan (VQP), Quality Program Requirements, and Quality Surveillance Instructions.Inspection of Work in Progress at Vendor FacilitiesQuality Surveillance LevelEngineering will determine the quality surveillance level and indicate the level (0 through 4) on the Vendor Quality Plan (VQP).Inspection PlanA Supplier Quality Surveillance and Shop Expediting Visit Plan will be prepared for every purchase order considered for inspection.Inspection AssignmentInspection assignments for individual purchase orders will be assigned to Company inspectors most economically and expeditiously available. Where no Company coverage exists, assignments will be made to contracted agencies. When and wherever appropriate, specific key engineers from the Client task force will participate in shop inspections.Notification of InspectionIt is the vendor’s responsibility to notify the project of readiness for a particular hold point, witness point, or final inspection as indicated on the VQP.InspectionDuring the initial visit to a vendor’s facility, the inspector will verify the inspection program with emphasis on the following:- Scope of inspection in accordance with Vendor Quality Plan (VQP).- Supplier progress evaluated against applicable schedules.- Verify approval of all drawings.- Verify welding procedures are approved and welders are qualified.- Random witness welding to verify procedures, qualifications and techniques.- Ensure welding consumables are being properly controlled and stored.- Review mill test reports to verify materials meet specifications.- Monitor material inspection program and transfer of material marking.- Random inspect edge preparation, root gap and fit-up on fabrication.- Ensure full penetration welds are provided where specified.- Perform random check of back gouging on pressure retaining welds.- Inspect critical/major materials of sub-vendors, or audit sub-vendors’ work.- Verify measurement and test equipment calibration.- Check nozzles and man-ways for size, thickness, rating, projection, etc.- Perform dimensional inspections on attachments, internal and external.- Make complete dimensional inspection prior to hydrostatic testing.- Verify that temporary attachments have been removed and inspected.- Verify or witness mechanical/electrical testing as per engineering.- Verify NDE procedures and NDE qualifications.- Maintain records to ensure vendor has performed non-destructive examination.- Final visual inspection for quality of work, packing, tagging and marking.- Verify hardness values are as required.Release for ShipmentA final inspection will be made when all outstanding items of equipment have been completed and all outstanding matters from previous inspections or communications have been resolved. Equipment or materials may be released for shipment when all required items have been inspected and accepted, all deficiencies and non-conformances have been resolved, and final documentation is complete.Inspection WaiverAn Inspection Waiver must be completed whenever a required inspection is to be waived.Deficient and Nonconforming ItemsDeficiencies or non-conformances identified during inspection will be processed and documented.Records/DocumentationIn accordance with the VQP, the vendor will be required to submit certain records as evidence of inspections, tests, certifications, qualifications, etc. These records will be submitted to the project during shop inspections, upon request, or with the final documentation package as identified by the purchase order.Final Inspection/Release of Equipment at Vendor FacilitiesInspectors will carry out all final inspection and testing in accordance with the VQP and equipment specifications to complete the evidence of conformance of the finished item to the specified requirements. No items will be released until all the activities specified in the VQP and equipment specifications have been satisfactorily completed and the associated data and documentation is available. If a third-party inspector or client representative is to participate in a final inspection, advance notice must be given to the Manager of Inspection/Expediting so this procedure can be allowed for in the Inspection Plan.Inspection Status at Vendor FacilitiesInspection and test status will be controlled through the use of completed and signed off VQP and supporting inspection records.Control of Non-conformance Items at Vendor FacilitiesAll non-conformances will be reported to the project as soon as possible. The defective item should be segregated when possible. The Inspection/Expediting Manager will ensure that non-conformances are held from further processing until they are corrected.Packing and MarkingInspections will be performed at vendors’ plants, as necessary, to verify that the packaging, preservation and marking of materials ready for shipment are in accordance with the Packing, Marking and Shipping Instructions of the purchase order.4. TrafficTraffic activities will be delegated to a freight forwarder with known international experience and local capability. These services will be assigned after a formal commercial and technical bidding process. Company will administer and control the freight forwarder and define its responsibilities, reporting, control and activities. Their functions will be on a door-to-door basis and Company will participate in all negotiations related to freight (ocean, air and truck) and especially on over-dimensioned cargo. Company has an in-house Traffic Coordinator in the project organization whom will coordinate all traffic-related activities to and from the freight forwarder and the project.Special emphasis will be given to the freight, delivery and schedule of all cargo to avoid additional costs and delays on their delivery. Issues to be monitored include: ·Timely space reservationsExact dimensioning of cargoProper packing and shipping instructionsResponsibility for export packingOn and off-loading supervision on over-dimensioned cargoOffshore and local permits for over-dimensioned cargoDefinition of best ports for shipping and offloadingAccess restrictionsRequirement of ship cranes for off-loading over-dimensioned cargoDefinition of container rental or purchaseAvoidance of container “demourrage”4. Customs ClearanceCompany offers ample experience on recent construction projects, that include a “hands on” and comprehensive knowledge and management of activities related to customs clearance. Imports, duty payments, obtainment of tax exemption benefits, reduction of expenses due to delays or unnecessary cargo handling, process and acquisition of “Indicate Country” Customs, and coordination of all of these items will be controlled.Company can work either with Client or Company’s customs broker. In either case, Company will prepare a plan to coordinate all the necessary activities with the object of avoiding delays, optimizing cash flow, and having all the necessary import documentation, on time, and available at the moment of offloading the cargo in whatever mode of transport was chosen for each specific cargo.The steps to be taken into consideration are the following:Description, origin, weight, volume, measurements, mode of transport, RAS (Required On Site) Dates, etc., for very item on each purchase order.Engineering Company, freight forwarder, customs broker and transport companies.Obtainment of Special Import Benefits and respective import license, from “Indicate Country” Customs.Presentation of import documents to “Indicate Country” Customs and payment of duties before cargo is offloaded, but not before necessary, so as to optimize cash flow.Coordination of transport with freight forwarder to avoid any additional cargo handling due to unavailability of loading platforms for incoming cargo.Tax exemption benefits conceded by “Indicate Country” law will be duly processed. There are several international Free Trade Agreements and Regional Treaties, some recent, some still in process and others longstanding, that will be considered and used whenever applicable, to the full extent of the law.In general, a very close relationship must be maintained among all the parties involved in pursuit of an efficient and cost effective importation of cargo.Inventory ControlCompany’s controls system includes a Materials Management Module that is designed to track the receipt of material and equipment in and out of the project warehouse or storage location. It also allows full inventory control including overages, shortages and damages. This module is linked to the Procurement module for referencing purchase orders and expediting data, and to the Schedule Interface module for RAS (required on site) and installation dates. This module, fully proven and used in all of the latest projects Company has constructed in “Indicate Country”, is easily implemented and fed from the data incorporated into the system during the procurement and expediting stages. The module controls the following control points and documents:ReceptionIssue Pick TicketsInventory AdjustmentsBOM’sMaterials and EquipmentLocationAdditionally, the following reports can be issued, customized to each project and/or requirement:Material Receiving ReportShipments ReceivedPurchase Orders ReceivedPick TicketsWarehouse Material and Equipment InventoryMaterial and Equipment Inventory LocationsMaterial and Equipment Inventory ScheduleMaterial and Equipment TransactionsMaterial and Equipment SummaryUsing the system, Company will control all materials and equipment on site as of the moment the project begins. The information input can be easily exported to Client’s database if desired. The Material Controls Group will have the responsibility for receiving project equipment and materials on site based on the purchase order information, engineering specifications, drawings and the information supplied electronically by the expediting and inspection areas. Necessary steps will be taken to ensure that all cargo is received in the necessary conditions of quality and quantity, and delivered to the project contractors in the same conditions. In order to execute the work, the warehouse includes three well defined organizational areas that are detailed in the Project Procedures Manual:ReceptionIssuanceWarehouse Administration”