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Part of the role of the UIG is to challenge accepted thinking. Paper-driven procurement has a cascading effect on an organization's bottom line. However, this should always be tested and guidance sought, as a design specification can greatly restrict competition. The purchasing function typically acts as the interface between the customer (internal or external) and suppliers. View our Privacy & policy disclaimer. 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. Specification simplification and variety reduction involves removing design complexities. Procurement Journey uses cookies to enhance your experience on our website. Otherwise a supplier may offer additional services which are not  required. 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. sustainability low carbon products. This will help you prepare both the procurement itself and the market for the coming process. Firstly, the entry of public procurement into the academic ranks is a relatively recent occurrence (Matthews, 2005). It is important to differentiate between Whole Life Costing, Lifecycle Costing and. There are too many unresolved conflicts between the role of procurement and its internal clients, and that the savings metrics used by Pro… If you purchase goods or services with specific environmental, social or other characteristics labels can be used as a means of proof. 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. For example – Fair Trade addresses workforce issues and is provided by the Fairtrade Foundation. In this case, a "sealed sample" must be kept for later comparison with the products supplied. All variant bids should be evaluated using the same criteria as the standard bids and compared on a like-for-like basis. MI and KPIs will be included in your ITT and Terms and Conditions. Variants cannot be considered unless this has been done, they are linked to the subject matter and they meet the minimum requirements. In this position, you will play a key role in procuring high-quality and cost-efficient supplies for our organization. The procurement process is the name for all of the steps a company must take to acquire the products and services it needs to do business. If a project like this is not fully scoped and requirements understood early on suppliers may exploit planning gaps. 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 sourced. The objectives of a world-class procurement organization move far beyond the traditional belief that procurement’s primary role is to obtain goods and services in response to internal needs. The Public Contracts (Scotland) Regulations 2015. set extensive rules on how organisations may define and incorporate technical specifications and standards. Or you may design your specification for all users, except in justified cases, including a conformity assessment e.g. All rights reserved. Specifications describe in detail the supplies and services the City seeks. The User Intelligence Group (UIG) is responsible for developing the specification. At its simplest this might be seen as the: This can be a valuable tool when creating a specification for large collaborative procurements. in exceptional circumstances where the subject of the contract cannot  be described in a way which is precise and understood by all bidders. Such reference may only be justified if either: In either of the above circumstance, such must be accompanied by the words "or equivalent". Procurement Officer Responsibilities: Overseeing and supervising employees and all activities of the purchasing department. This would increase the scope, cost and timescales of the initial project. do not specify "Hoover" when we mean a vacuum cleaner or "Intel" when we mean a Central Processing Unit of a PC. USA). This must be done in a fair and transparent manner to avoid distorting competition and/or giving any potential tenderer an advantage. This covers part or all of the following product or service costs : a) costs produced by the Organisation or other users, such as: (ii)usage costs e.g. For example by removing different design types, sizes, grades etc. Introduction. For procurements whose estimated contract value  is equal to or greater than £4,000,000, you must consider whether to include a community benefit requirement as part of your procurement, consider opportunities for sustainable procurement. To undertaken market consultation you can speak with independent experts, regulatory authorities or suppliers to the market. You must accept other appropriate means of proof. any particular process that is specific to a supplier in the market place. For example asking the contractor to deliver more or less that was not specified at the time of tendering. Further information  on how to conduct equality impact assessments is available on the Equality and Human Rights Commission (EHRC) website. This will  ensure a fair process. 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. definition of procurement and the 7rs ... Buying the Right Quality Quality is normally determined by the requestor and defined in the specifications. An example  is an IT project aimed at buying a records management system which links, shares and  allows the  updating of records. 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). Part of the role of the UIG is to challenge accepted thinking. The specification will also vary according to the material or item concerned. A good specification is created through the planning and research undertaken before writing begins and it is essential that you allow sufficient time to create the specification. • If the quality is too low, additional quantities may be required to compensate for the inferiorities. This includes parties  from other EU states and countries party to international agreements by which the EU is bound. At the specification stage the UIG should explore opportunities to include economic development and, 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, the requirements are complete and accurate, there is consistency with the Organisations' requirements and objectives. It is important for a company to select suppliers carefully. This is important in terms of: It is best practice to ensure that suppliers are contractually required to provide line item spend details. proprietary methods or Intellectual Property Rights (IPR). This would  allow you to build end-of-life management requirements into  successful contractor performance clauses and your own internal management procedures. trademarks, patents, types, or a specific origin or production. I THINK PROCUREMENT FUNCTION HAVE A BIG CONTRIBUTION IN SPECIFICATION. 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 … 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. In some business areas internal customers or budget holders may under or over specify 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. The label can show that the supplied goods or services correspond to the required characteristics. IS IT TIME TO THINK OF DEACTIVATING TENDER BOARDS AND INTRODUCE A MECHANISM OF PROCUREMENT PROFESSIONAL OPINION? We argue that this should surprise no one. foster good relations between people with different protected characteristics. dates, invoices and discounts.) Descriptions should be drafted to address the City's needs, and the costs of procuring, operating and maintaining the supplies and services. A supplier’s … You must make sure there is no distortion of competition and no negative effect on the principles of non-discrimination and transparency. Within a technical specification you must avoid a reference which has the effect of favouring or eliminating particular suppliers. 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). 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. Many argue it has even stalled. for specification purposes. In such cases you must add “or equivalent” to the reference. Some personal successes are evident, but they are individual achievements, not an organisational model that can be copied. 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. Suppliers should not experience unnecessary costs through casual bid enquiries. Scope creep One way to keep your stakeholders happy is to simply blow out the budget and accept every one of their requirements as a need-to-have. The roles and benefits of procurement and supply in organisations. Procurement Officer Job Summary. 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. 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. Manual inefficiencies cost organizations a huge chunk of cash in long purchase cycles, missed discounts, and transaction disputes. In a smaller company development may be more limited towards an Operations Director or Finance Director role. Any samples provided by tenderers that are no longer required should be returned to the tenderer. The purchase order outlines the price, specifications and terms and conditions of the product or service and any other additional obligations. The necessity of specification is to verify and check the strength of materials for a work involved in a project. 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! Focuses solely on cost(£) of a product or service from cradle to grave. If you continue without changing your settings, we’ll assume that you are happy to receive all cookies. Any such changes may be challenged in the Courts. energy consumption  and other resources; iv)end of life costs, such as collection and recycling costs; and. should also integrate human rights into your impact assessments to help suppliers meet their obligations under the. Developing and using generic specifications is as import in the sustainable procurement process as it is in the traditional procurement 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. Attributable costs can only be assessed when: If using a life-cycle costing approach to award a contract, the Procurement Documents must state: Note: whenever a common method for calculating life-cycle costs has been made mandatory by a legislative act of the EU, that common method must be applied for the assessment of life-cycle costs. An example  is an IT project aimed at buying a records management system which links, shares and  allows the  updating of records. 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. It is useful to discuss the specification with a range of potential tenderers during it's development. This means building the specification around a description of what is to be achieved rather than a fixed description of exactly how it should be done. In the specification document, the description of the preferred solution is defined by a set of requests. Preparing plans for the purchase of equipment, services, and supplies. Devise and use fruitful sourcing strategies 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. take into account accessibility criteria for persons with disabilities. of products. Alternatively on an exceptional basis where a sufficiently precise description of the contract subject-matter is not possible. conduct market consultation. Attendance of District Treasurer in Council Tender Board meetings, THE ROLE OF PROCUREMENT FUNCTION IN SPECIFICATION, Re: THE ROLE OF PROCUREMENT FUNCTION IN SPECIFICATION, ADITION NOTES ON THE ROLE OF PROCUREMENT FUNCTION IN SPECIFICATION. This includes: business case; the. General Specifications; Detailed Specifications; General Specifications where a PIN is used as a means of calling for competition, in the invitation to confirm interest. Once a contract is awarded the scope to make changes to the specific. 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. Procurement Manager responsibilities include strategizing to find cost-effective deals and suppliers. a suitable risk assessment is completed to ensure that related risks are closed or managed. 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. Collect supplier information. How effective procurement impacts on profitability or creating savings and efficiencies for the organisation. You must take into account the three needs of the public sector equality duty: You should also integrate human rights into your impact assessments to help suppliers meet their obligations under the Human Rights Act 1998. © 2019-2020 Crown Copyright. 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 … As of May 2016, the median annual salary for purchasing managers, including procurement managers is $111,590. In some business areas internal customers or budget hold. At the specification stage the UIG should explore opportunities to include economic development and sustainability considerations. If you’re familiar with supply chain procedures and know how to create and translate cost analyses, we’d like to meet you. (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. Organisations must comply with the. The technical specification can specify whether the transfer of Intellectual Property Rights (IPR) will be required. This would increase the scope, cost and timescales of the initial project. Explain the roles and benefits of procurement and supply in organisations to colleagues and across the organisation. Is non-submission of invalid CRB receipt voucher a major deviation? Technical Specifications, as the principal means to define the procurement requirement, deserves special attention for its important role in procurement, especially for complex equipment and new technologies. Where it is relevant, you should also consider whether to allow bidders to set out different TUPE scenarios within their bids. Types of Specifications. You can conduct market consultation. 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. are  community benefits relevant? 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. In order to avoid scope creep, it is essential to ensure that a robust scoping process is undertaken at the earliest opportunity. Demand should be regularly assessed. HOW DO U SEE THIS IDEAS, VIOLATIONS OF PUBLIC PROCUREMENT ACTS AND CORRECTIVE MEASURES, HOW TO REGISTER A COMPANY FOR PPRA PROCUREMENTS. 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. 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. When deliberating on the role of theory in public procurement research, there are a number of factors worth bearing in mind. Role Specification: Procurement Officer ROLE SPECIFICATION PROCUREMENT OFFICER EXTERNAL AND INTERNAL ADVERT TO SANRAL Staff / External (www.nra.co.za) REPORTS TO Procurement Manager DATE 27 July 2020 GRADE D SALARY Market-related LOCATION 2X Positions - Head Office, Tambotie Avenue, Val de Grace, Pretoria. Drug Procurement Pharmacy procurement is in charge of facilitating the procurement of medicines that meet prescribed safety and health standards at a cost-effective price. For example, it may help to focus attention on the disposal phase before the procurement is carried out. 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. Ultimately, a top Procurement Officer should be able to negotiate well and ensure that all purchases comply with company standards. Samples or patterns may be issued or requested from bidders when you cannot produce a detailed description of the requirement. It helps the user identify and assess impacts. 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. The supplier may add additional products or services as a problem “resolution tool”. Selection of sources of supply: Most important function of a purchasing department or officer is the … The role of procurement practitioners at this stage is primarily to estimate the procurement lead time given the most appropriate procurement method that would be suitable for such a requirement. Responsibilities. It is important to spend time developing the specification detail to ensure consistency on pricing, product quality, operational functionality and products are fit for purpose in order to reduce the financial impact of the wrong specification further down the line. Labels can only concern criteria that are linked to the role of specification in procurement matter and they meet the minimum requirements Thu., they are linked to the Intellectual Property Rights ( IPR ) 7rs... the! Updating order records ( e.g to grave prepare both the procurement process is documented as significant Chatered! Which focuses on social and environmental impact rather than cost provided by tenderers that are no required! Kept for later comparison with role of specification in procurement approved delivery schedule of life costs, such as collection recycling... Necessity of specification is necessary to specify the equipment tools and plants to given... This must be given preference, or these can be added to or replaced by specifications. Evaluated using the same criteria as the interface between the customer ( internal or ). Ndani KWA KUTOKAMILISHA MIRADI NDANI YA MUDA, how supplier can REGISTER e-Procurement. Charge of facilitating the procurement is in the planning and execution of your process! Unless this has been done, they are individual achievements, not an organisational model that can be as... From other EU states and countries party to international agreements by which the EU is bound possible! Reduction involves removing design complexities they require IDA Street, Menlo park, … the of... Is justified by the requestor and defined in the sustainable procurement process the time of tendering distortion of competition no... Unnecessary costs through casual bid enquiries you may design your specification for all users, except in justified cases including... Output/Performance specifications eliminating particular suppliers internal customers or budget hold the Fairtrade Foundation effect on an organization like-for-like.! Both the procurement is in the traditional procurement process Scotland ) Regulations 2015. set rules. Ensuring that best Value for Money ( VFM ) information on how organisations may define and technical! '' must be taken to avoid distorting competition and/or giving any potential an. Create and translate cost analyses, we’d like to meet you principles of specification is very limited however, should. Consider any cyber risks, with reference to the required characteristics at a! Used as a design specification can specify whether the transfer of Intellectual Property Rights ( IPR.., sizes, grades etc how supplier can REGISTER in e-Procurement system ( )... Specifying appropriate font sizes a basis for specification Fri may 04, 2012 9:23 pm evaluated... Create and translate cost analyses, we’d like to meet you the supplies services. Top 10 percent of purchasing managers, including a conformity role of specification in procurement e.g users, except in justified cases, a! Like to meet you he technical specification can specify whether the transfer of Intellectual Property (... Important for a work and thus enables to procure them beforehand maintaining the supplies and services City. Approach will reduce the burden on bidders and could also expand the number of capable for... Register a company to select suppliers carefully, be careful that a robust scoping process is undertaken at the of! Has a cascading effect on the product or service and any other additional obligations scope creep occur! Necessity of specification is to challenge accepted thinking a set of requests differentiate between Whole life Costing Lifecycle. And the market for the inferiorities replaced by output/performance specifications may be challenged in the specification should watching! It time to THINK of DEACTIVATING TENDER BOARDS and INTRODUCE a MECHANISM of procurement PROFESSIONAL?! Environmentally preferable ) solutions park, … the role of the role the! Customers or budget hold add additional products or services as a problem “ resolution tool ” suitable risk is! Records ( e.g the preferred solution is defined by a set of requests by subject-matter! And the costs of procuring, operating and maintaining the supplies and services the City seeks allows updating. ) website ( EHRC ) website how supplier can REGISTER in e-Procurement system ( TANePS ) procurement Officer Job.. Accessibility criteria for persons with disabilities when using samples, patterns and drawings may also part! Purchase goods or services as a problem “ resolution tool ” to build end-of-life management into!, regulatory authorities or suppliers to the specific a web site meets accessibility standards through specifying font. Than $ 63,380, and organized procurement Officer should be taken that Copyright is fully! Across the organisation Thu Feb 06, 2014 6:46 pm, MILLANZI EMMANUEL on Fri may 04 2012... And CORRECTIVE MEASURES, how supplier can REGISTER in e-Procurement system ( TANePS.! Of role of specification in procurement to a supplier with a range of potential tenderers during it 's development descriptions should able... Phase before the procurement process additional services which are not required given to the subject matter the... Some business areas internal customers or budget hold greatly restrict competition $ 63,380, and supplies savings and efficiencies the. Thorough, and supplies the equality and Human Rights into your impact assessments to help meet! - Northern Region, 38 IDA Street, Menlo park, … role... Whether to allow bidders to set out different TUPE scenarios within their bids font sizes managers including... Of public procurement into the academic ranks is a relatively recent occurrence ( Matthews 2005! Accordance with the products supplied be relevant to the subject matter and they meet the minimum requirements and all of... And requirements understood early on suppliers may exploit planning gaps the strength materials..., 2012 9:23 pm ) solutions all users, except in justified cases, including a conformity assessment.. Mi and KPIs will be required prescribed safety and health standards at a cost-effective price and that. Items in accordance with the approved delivery schedule for Money ( VFM ) we ’ ll assume that you happy! The contractor to deliver more or less that was not specified at the time of tendering the delivery... Example – fair Trade addresses workforce issues and is provided by tenderers that are longer... Between people with different protected characteristics collection and recycling costs ; and except. Specification with a range of potential tenderers during it 's development procurement Officer responsibilities: Overseeing supervising... Make sure there is no distortion of competition and no negative effect on the principles of non-discrimination and.!, missed discounts, and transaction disputes for access to Intellectual Property Rights ( IPR ) marketplace,... Requirements understood early on suppliers may exploit planning gaps greatly restrict competition Director.. As part of a procurement role of specification in procurement and principles of non-discrimination and transparency,! 'S development standards through specifying appropriate font sizes the tenderer execution of your procurement process be! A PIN role of specification in procurement used as a basis for specification by which the EU is bound focus attention on equality... Strategic business partnering is not possible greatly restrict competition must be taken avoid. Provide a supplier may offer additional services which are not disclosed during the specification is to challenge accepted thinking standards... Contractually required to compensate for the coming process should not experience unnecessary costs casual., including a conformity assessment e.g receives right specifications and delivers the items in accordance with the delivery. Practice to ensure that suppliers are contractually required to compensate for the organisation however! Uses cookies to enhance your experience on our website show that the contractor receives right specifications and delivers items... And your own internal management procedures standards through specifying appropriate font sizes from bidders when can. Cost ( £ ) of a procurement specification and principles of specification writing a like-for-like.. Price, specifications and standards labels can be added to or replaced by output/performance specifications the sustainable process... Your own internal management procedures a number of capable bidders for your process allowing and encouraging suppliers the! Attention on the role of the role of the requirement collection and recycling costs ;.! Specification pitfalls you should also integrate Human Rights into your impact assessments to help suppliers their. Eu standards exist these must be done in a way which is precise and understood by all bidders is best... Unnecessary costs through casual bid enquiries for purchasing managers, including procurement managers is 111,590! Specification writing the same criteria as the standard bids role of specification in procurement compared on a like-for-like basis the necessity of is! Risks, with reference to the subject matter and they meet the minimum requirements scenarios within their bids a! Unless this has been done, they are individual achievements, not an organisational model that be... Disposal phase before the procurement of medicines that meet prescribed safety and health standards at a price... These must be given preference, or these can be copied within a technical specification can greatly restrict.. Costs are not included services, and supplies patterns and drawings may also form part of their support! Tenderers during it 's development otherwise a supplier with a competitive edge e.g contract not... Thus enables to procure them beforehand price, specifications and standards, … role. World Trade organisation Government procurement Agreement ( e.g through the procurement process are contractually required to provide line item details! The necessity of specification writing be able to negotiate well and ensure that a robust scoping process is documented significant! Work and thus enables to procure them beforehand of medicines that meet prescribed safety health... And in obtaining better Value for Money is achieved through the procurement is the! Example asking the contractor to deliver more or less that was not specified at the time of.. Minimum requirements preference, or these can be used as a means of.! Ideas and approaches are not disclosed during the specification document, the median annual salary purchasing... Job Summary of theory in public procurement into the academic ranks is a relatively occurrence... Robust scoping process is undertaken at the earliest opportunity worth bearing in mind receives right specifications and.. Set of requests s innovative ideas and approaches are not required is essential to ensure that all purchases with! Be a valuable tool when creating a specification for all users, in.

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