Procurement Planning
When should we review the procurement Plan
AT Proposal level
Mention any three steps in sourcing strategy.
Profile Category
Sourcing strategy
Assess suppliers
Evaluate suppliers
Negotiate with suppliers
Transition and manage
What is supplier management
Supplier management is the process that ensures maximum value is received for the money that an organization pays to its suppliers
Define conflict of intrest
When an individual has two relationships with competing interests and loyalties
To constitute quorum, how many members should be involved in either in Evaluation or procurement committee?
3 -
PC - Chair, Finance or any other
EC - Buyer, technical or any other
When should we do Procurement Plan?
Set time frame (quarterly , biannually etc)
What is the sourcing threshold for direct purchase in WV and FSK?
Kes. 1 to 50,000
What is a supplier database
A supplier database is a computerized system used by organizations to store and manage information about their suppliers. This information may include supplier contact information, purchase orders, invoices, and other financial data
Name two types of conflict of interest
Actual
Perceived
a) Which voting member in PC hold voting rights if there is a deadlock decision?
b) Who has jurisdiction to influence the outcome of any decision the PC session?
Chair
None
Why should we review a procurement plan?
Reviewing provides a range of strategies for moving beyond this stage and for getting the cycles of learning and development turning again
Mention at least one difference between WV and FSK procurement policy?
Sourcing process for threshold above Kes. 1M
Any other
Name 3 best practices of maintaining a supplier database
Keep supplier contact information up-to-date
Perform regular audits of supplier data
Use reliable sources for supplier information
Give 3 examples of Conflict of interest
Self-dealing
Nepotism and Favoritisms
Accepting Benefits
Outside Employment or Activities
What should happen if the best value supplier per the bid analysis ranking is not selected?
A justification must be provided.
Four reasons Why we should we have a procurement Plan
Risk mitigation
Faster processing and executions
Supplier management and strategic sourcing
Procurement optimization
In both organizations, mention at least 4 documents required to support procurement of goods, services or works?
1. Approved procurement plan
2. Purchase Request – ToR, Specs, BoQs & SoW
3. Bids/ Quotes
4. Bid Evaluation report
5. Award/ Approvals
6. Purchase Order /Contracts
7. Proof of delivery - Delivery note for goods, participant/beneficiaries list (for meeting), completion certificate (for works) & activity report
8. Invoices
9. Proof of payments for all acquisitions of goods or services to include payment remittances.
10. MOUs
11. Any other not listed.
Classify Suppliers as per Kraljic Model
Leverage
Strategic
Non-critical
Bottleneck
What is Self-Dealing , give example
A situation in which someone in a an organization acts in their own interest to gain a personal advantage rather than acting in the interest of the organization
List at least 4 components to include in an evaluation report?
1. A comparative financial analysis
2. Delivery and completion dates
3. Quality of goods, works or services in compliance with standardized and technical specifications requested.
4. Technical evaluation
5. Payment terms
6. Past performance of the vendor / reference validation
7. Warranty, guarantees, availability of spare parts, after sales services and training.
Four Advantages of Procurement planning
Risk mitigation
Faster processing and executions
Supplier management and strategic sourcing
Procurement optimization
Mention at least 5 ways in both organizations (WV & FSK) used to conduct supplier due diligence?
1. Vendor Visit
2. Information Verification
3. Reference check
4. Blocked Party screening
5. Online reviews
What four are the benefits of Supplier Relationship Management
Reduced costs.
Better-managed risks
Enhanced supplier responsiveness
Improved visibility
Name 4D’s of Conflict of Interest
Disclose - Disclosing a conflict is an important first step.
Distance - Maintain distance by allocating ongoing relationship responsibility to other colleague.
Delegate - If distancing is not possible then delegating tasks such as negotiating with a colleague is an alternative.
Disassociate - Completely remove yourself from involvement if conflict is deemed to be sufficiently serious.
List at least 5 goods, services or works where technical review is necessary?
1. IT equipment
2. Pharmaceuticals
3. Vehicles
4. WASH
5. Software
6. Consultancy
7. Real Estate
8. Constructions
9. Food for Emergency Response
10. Others