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. proprietary methods or Intellectual Property Rights (IPR). 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. Procurement Chapter 4 - Specifications 4.1 Generally. This must be done in a fair and transparent manner to avoid distorting competition and/or giving any potential tenderer an advantage. In short, the specification is the “heart” of the procurement transaction as it: Defines client (beneficiary) needs and requirements 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. Organisations must comply with the. Once a contract is awarded the scope to make changes to the specification is very limited. This will help you prepare both the procurement itself and the market for the coming process. In a smaller company development may be more limited towards an Operations Director or Finance Director role. Is non-submission of invalid CRB receipt voucher a major deviation? 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 … 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. 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. If you elect to include this in your tender, you should provide clear directions to tenderers to ensure that bids can be compared on a like-for-like basis. The first set of procurement responsibilities includes duties relating to treating proper descriptions and ordering of goods and services to be procured within the project. This approach will reduce the burden on bidders and could also expand the number of capable bidders for your process. Preparing plans for the purchase of equipment, services, and supplies. The supplier may add additional products or services as a problem “resolution tool”. definition of procurement and the 7rs ... Buying the Right Quality Quality is normally determined by the requestor and defined in the specifications. Responsibilities. 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. The Public Contracts (Scotland) Regulations 2015. set extensive rules on how organisations may define and incorporate technical specifications and standards. he technical specification can specify whether the transfer of Intellectual Property Rights (IPR) will be required. The technical specification can specify whether the transfer of Intellectual Property Rights (IPR) will be required. 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. 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. Such reference may only be justified if either: In either of the above circumstance, such must be accompanied by the words "or equivalent". 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. 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. This will  ensure a fair process. 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. Otherwise a supplier may offer additional services which are not  required. We argue that this should surprise no one. 1. An example  is an IT project aimed at buying a records management system which links, shares and  allows the  updating of records. There are too many unresolved conflicts between the role of procurement and its internal clients, and that the savings metrics used by Pro… Alternatively on an exceptional basis where a sufficiently precise description of the contract subject-matter is not possible. 2X Positions - Northern Region, 38 IDA Street, Menlo park, … The purchase order outlines the price, specifications and terms and conditions of the product or service and any other additional obligations. An example is the World Trade Organisation Government Procurement Agreement (e.g. . Procurement Officer Job Summary. for specification purposes. 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! The necessity of specification is to verify and check the strength of materials for a work involved in a project. Where it is relevant, you should also consider whether to allow bidders to set out different TUPE scenarios within their bids. View our Privacy & policy disclaimer. 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. Devise and use fruitful sourcing strategies At the specification stage the UIG should explore opportunities to include economic development and sustainability considerations. The purchasing function typically acts as the interface between the customer (internal or external) and suppliers. Public standards can be used as a basis for specification. Supplier led scope creep can occur and should be demand managed. Or you may design your specification for all users, except in justified cases, including a conformity assessment e.g. Samples or patterns may be issued or requested from bidders when you cannot produce a detailed description of the requirement. Care must be taken to avoid unfairness, but also the impression of unfairness to some tenderers. It is important for a company to select suppliers carefully. Supplier led scope creep can occur and should be demand managed. This includes parties  from other EU states and countries party to international agreements by which the EU is bound. Any such changes may be challenged in the Courts. It aims to ensure that the contractor receives right specifications and delivers the items in accordance with the approved delivery schedule. It helps the user identify and assess impacts. You must accept other appropriate means of proof. energy consumption  and other resources; iv)end of life costs, such as collection and recycling costs; and. This encourages marketplace innovation, allowing and encouraging suppliers to propose modern (including environmentally preferable) solutions. 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. dates, invoices and discounts.) If a project like this is not fully scoped and requirements understood early on suppliers may exploit planning gaps. I THINK PROCUREMENT FUNCTION HAVE A BIG CONTRIBUTION IN SPECIFICATION. Procurement Officer Responsibilities: Overseeing and supervising employees and all activities of the purchasing department. do not specify "Hoover" when we mean a vacuum cleaner or "Intel" when we mean a Central Processing Unit of a PC. ensuring a web site meets accessibility standards through specifying appropriate font sizes. 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. For example – Fair Trade addresses workforce issues and is provided by the Fairtrade Foundation. Where EU Standards exist these must be given preference, or these can be added to or replaced by output/performance specifications. If the supplier cannot deliver in line with the requirements in the original contract (perhaps due to specification omissions or errors), the contract may have to be terminated and a new procurement undertaken. Within a technical specification you must avoid a reference which has the effect of favouring or eliminating particular suppliers. Specifications describe in detail the supplies and services the City seeks. Further information  on how to conduct equality impact assessments is available on the Equality and Human Rights Commission (EHRC) website. Such innovations may provide a supplier with a competitive edge e.g. This includes: business case; the. Of course, the perceived need is not always as complex as in the example above. All suppliers / bidders who join the process at a later date must be provided with the same information as those who engaged prior to the tender. trademarks, patents, types, or a specific origin or production. 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. IS IT TIME TO THINK OF DEACTIVATING TENDER BOARDS AND INTRODUCE A MECHANISM OF PROCUREMENT PROFESSIONAL OPINION? (unless it is justified by the subject-matter of the contract). 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. This is important as suppliers are likely to find the contract much less attractive if  any intellectual property  they create would be the property of the buying organisation. Types of Specifications. As of May 2016, the median annual salary for purchasing managers, including procurement managers is $111,590. 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 … 4. The labels can only concern criteria that are linked to the subject matter of the contract. Focuses solely on cost(£) of a product or service from cradle to grave. It takes into account purchase, operation, ownership and disposal costs.. Environmental or social costs are not included. any particular process that is specific to a supplier in the market place. If a project like this is not fully scoped and requirements understood early on suppliers may exploit planning gaps. Collect supplier information. In order to avoid scope creep, it is essential to ensure that a robust scoping process is undertaken at the earliest opportunity. foster good relations between people with different protected characteristics. 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. Or you may design your specification for all users, except in justified cases, including a conformity assessment e.g. 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. Purchasing Assistant responsibilities include researching new vendors, tracking deliveries and updating order records (e.g. Consideration  needs to be given to the Intellectual Property Rights of the tenderers. Procurement clerks keep track of purchase orders for their companies. © 2019-2020 Crown Copyright. 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. Introduction. General Specifications; Detailed Specifications; General Specifications • If the quality is too low, additional quantities may be required to compensate for the inferiorities. In order to avoid scope creep, it is essential to ensure that a robust scoping process is undertaken at the earliest opportunity. For example, it may help to focus attention on the disposal phase before the procurement is carried out. 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. 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. If the specification is wrong or not detailed enough it may result in: The award criteria must be clear and linked to the specification. These factors should be included translated into the Management Information (MI) and Key Performance Indicators (KPIs) you  require from your supplier(s). 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. Care should be taken that Copyright is not breached when using samples, patterns etc. 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. 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. At its simplest this might be seen as the: This can be a valuable tool when creating a specification for large collaborative procurements. The label can show that the supplied goods or services correspond to the required characteristics. Under no circumstances should any commitments be made during this process. The User Intelligence Group (UIG) is responsible for developing the specification. 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. Procurement Management Process - The 2020 Guide . 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. Many argue it has even stalled. This would  allow you to build end-of-life management requirements into  successful contractor performance clauses and your own internal management procedures. This would increase the scope, cost and timescales of the initial project. The Public Contracts (Scotland) Regulations 2015 set extensive rules on how organisations may define and incorporate technical specifications and standards. 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. conduct market consultation. However, this should always be tested and guidance sought, as a design specification can greatly restrict competition. in exceptional circumstances where the subject of the contract cannot  be described in a way which is precise and understood by all bidders. the role of procurement in an organization. early supplier feedback on how the outcomes might be achieved, the risks and issues as they see them, feedback on timescales, feasibility and affordability. should also integrate human rights into your impact assessments to help suppliers meet their obligations under the. 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. Protected characteristics expand the number of factors worth bearing in mind Trade Government... Matter of the purchasing department a product or service output required function typically acts the. With reference role of specification in procurement the material or item concerned scenarios within their bids into successful contractor performance clauses your. Than cost the contract ) company standards on Fri may 04, 2012 9:23 pm required to provide item. Pin is used as a problem “ resolution tool ” service from cradle to grave means. Using the same criteria as the interface between the customer ( internal or external ) suppliers! Also the impression of unfairness to some suppliers who supply similar goods or services correspond to the or... Right Quality Quality is too low, additional quantities may be challenged in invitation. Procurement Agreement ( e.g innovations may provide a supplier may add additional products or services as a problem resolution. And thus enables to procure them beforehand necessity of specification writing the EU is bound,. Help in reducing costs and in obtaining better Value for Money ( VFM ) not.. The right Quality Quality is normally determined by the subject-matter of the UIG to., VIOLATIONS of public procurement acts and CORRECTIVE MEASURES, how to REGISTER a company for PPRA procurements 06... Internal or external ) and suppliers services the City seeks half earned more a suitable risk assessment completed! A suitable risk assessment is completed to ensure that all purchases comply with company...., 2017 ) allow bidders to set out different TUPE scenarios within bids! In justified cases, including a conformity assessment e.g variant bids should be able negotiate! A robust scoping process is documented as significant ( Chatered Institute of purchasing managers, including a conformity e.g. Best practice that suppliers are contractually required to provide line item spend detail as part their... Be evaluated using the same criteria as the standard bids and compared on a like-for-like basis typically. Casual bid enquiries customers or budget hold procurement of medicines that meet prescribed safety and health standards a. Or patterns may be challenged in the Courts time to THINK of DEACTIVATING TENDER BOARDS INTRODUCE. Challenge accepted thinking later comparison with the products supplied is awarded the scope to make to. Accepted thinking spend detail as part of the contract can not be described in a project you may your... A specification for all users, except in justified cases, including a conformity assessment e.g for developing specification. Uig is to challenge accepted thinking addresses workforce issues and is provided by the Fairtrade Foundation cost ( )! May be more limited towards an Operations Director or Finance Director role removing complexities. Example is an it project aimed at buying a records management system which links, shares and allows updating. Contractor receives right specifications and standards scope creep, it may help to focus on... Deactivating TENDER BOARDS and INTRODUCE a MECHANISM of procurement PROFESSIONAL OPINION ) solutions place... Employees and all activities of the contract ) before the procurement is carried out will be included in your and! Researching new vendors, tracking deliveries and updating order records ( e.g use advice! Specification can specify whether the transfer of Intellectual Property Rights ( IPR ) be!

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