PROCUREMENT

Procurement is a term which describes the activities undertaken by a client or employer who is seeking to bring about the construction or refurbishment of a building.Knowledge and Skills Required for procuring materials includes (1)experience with managing construction procurement processes (2)Knowledge of construction contracting approaches and procedures (3)Understanding of project design intent, budget, and schedule Knowledge of construction drawings and specifications Strong communication and negotiation skills.

ROLE OF PROCUREMENT OFFICER

1.Organize all procurement activities relating to request for proposals, bids, and price quotes.

2.Review requisitions for completeness and accuracy; follow up on discrepancies with the

initiating department; identify available suppliers for each requisitioned item.

3.Organize and maintain computerized records containing vendor and bid information.

4.Process requisitions into purchase orders and any resulting change orders.

5.Receive, open, screen, log and date stamps bid responses/quotations, mail as required

and organize bids for review by the specialist.

6.Maintain and update professional library publications.

7.Document Controlling

8.Perform general clerical duties such as maintaining general files, typing, data entry,

opening mail, and completing and processing standard purchasing forms.

9.Coordinate and schedule meetings and appointments as requested; respond to inquiries

which do not require the personal attention of the Procurement Specialist.

10.Correspond with vendors regarding prices, product availability, and delivery.

11.Stock Controlling 

12.Respond to inquiries from project staff regarding requisitions, purchase orders, contracts

and pricing information.

13.Assist in answering incoming calls.

14.Perform related work as required.

ROLE OF PURCHASING OFFICER

1.Analyze all suppliers in order to select the most suitable suppliers who are able to deliver high quality products at competitive pricing.

2.Negotiate with suppliers on lead-time, cost and quality so as to obtain the maximum benefit for the company.

3.Manage suppliers to meet objectives related to cost, delivery performance, schedule and quality.

4.Develop purchasing or sourcing strategies based on portfolio analyses and supplier referencing study.

5.Define and maintain documented category and supplier strategies using market and competitive data.

6.Liaise with suppliers on delivery schedule so as to ensure on-time deliveries of final product.

7.Develop, implement and drive the procurement strategies in order to meet cost savings targets.

8.Review and manage the supplier base to ensure consistency with the sourcing strategy.

9.Perform regular performance review with suppliers to drive continuous improvements.

10.Create monthly performance reviews and reports focusing on overall sourcing requirements.

11.Ensure commercial, legal and contractual compliances in all the procurement transactions.

12.Adopt appropriate supplier management methodologies and procurement strategies in purchasing to secure better prices.

13.Coordinate with vendor on continuous quality improvement.

14.Liaise with Account Department for processing payment on agreed credit terms, invoice 

and related matters.

15.Arrange heavy equipments and transportation as per site/projects requirements

DETAILS MUST INCLUDED IN PROCUREMENT SCHEDULE (Dates both planned and actual)

1.Subcontractors/Contact Person

2.Address/Telephone Number/Fax Number

3.Vendor List

4.Enquiries Compilation/Enquiries Floating

5.Date of receipt of Bids

6.Internal Technical Evaluation/ Compliances

7.Technical Evaluation from Subcontractor

8.Coordination meeting with Subcons

9.Final / Best offers Due

10.Bid Summary Preparation/Finalization/Bid Summary No./Approval

11.Consultant Approval For Selected Subcon

12.Date of contract Award

13.Kick-off Meeting/ Mobilization

14.Start Date of Site Works

PROCUREMENT SCHEDULE OF LONG LEAD MATERIAL

LONG LEAD MATERIAL- MEP

Diesel Generator Sets

Bus bar Riser

Transformers

 H.V. Switchgear 

LV Cables

HV Cables

Light fittings

MDB, MCC, C.Banks

MDB

MCC

Capacitor Bank

Fan Coil Units

Extract Fans ( Centrifugal / Axial/ Wall / Window)

Staircase & Fire Lift Pressurization System

Chilled  & Hot Water Pumps

Air Handling Units 

Heat Exchanger

Water Storage tanks

Central Hot Water Calorifiers

Grease Interceptors

Sanitary ware

Hot Water Boilers

Hot Water Circulating Pumps

Sump Pumps

Transfer Pump Set

Booster Pump Sets

Sewage Lift Pump

Clean Agent fire suppression system

Fire Pumps set & Accessories 

Steam System ( steam boilers, feed tanks)

Solar System

SNG SYSTEM (Tanks, Mixing SNG Station)

Guest Management Room System

Access Control System

CCTV System

IT/AV

Energy Recovery Ventilator

Kitchen Cabinat and Laundary Equipments

Lifts

B.M.U. System

CIVIL PROCUREMENT (Long lead items)

Wallpaper

Ironmongery

Marble 

Ceramic Tiles

Carpet hand tufted 

Plywood

Wooden doors

PROCUREMENT SCHEDULE OF LONG LEAD MATERIAL (Descriptions must be included in the monitoring sheet)

Item Description 

Revision

Planned start as per baseline programme

Planned finish as per baseline programme

Planned Submission Date

Actual Submission Date

Planned  Approval Date

Actual Approval Date

Previous Status /Current Status

Planned Order Date

Actual Order Date

Planned Delivery Date of First Lot

Planned Delivery Completion Date  

Anticipated Delivery Date  

Actual Delivery Date

ROLE OF STORE KEEPER

*Day to day recording of store material receipts and consumption, checking physical stock as per records.
* Receiving materials, proper stocking, and recording of receipts. Issue of materials as per the issue slip for different Projects / Office/staff.
* Collection of balance and unused materials at the end of working day/project.
* Check if night duty security guards posted at store yard has reported before leaving site for the day.
* Keeping proper records of departmental tools, machinery etc. on site / projects.
* Conveys materials and items from receiving or production areas to storage or to other designated areas.
* Sorts and places materials or items on racks, shelves, or in bins according to predetermined sequence such as size, type, style, color, or product code.
* Sorts and stores materials in systematic manner as defined in store policy & procedures.
* Fills requisitions, work orders, or requests for materials, tools, or other stock items and distributes items to project / site.
* Marks materials with identifying information.
* Opens bales, crates, and other containers.
* Records amounts of materials or items received or distributed.
* Weighs or counts items for distribution within plant to ensure conformance to company standards.
* Arranges stock parts in specified sequence for assembly by other workers.
* Maintains inventory records.
* Data entry / documentation of the stores transactions as.
* Writing of check lists, reports, log books etc. . . . .
* Checking of documents before release of materials.
* Coordinate with transportation / in charge for material shifting/ delivering.
* Any other job / responsibility assigned by immediate supervisor from time to time.
* Responsible for notification of Substandard / duplicate materials, intimate the same to department head on top priority.

Various Check lists for storekeepers

Requisition for Material and Plant

1. Are the requisitions being forwarded to the relevant persons in timely manner
2.Are the requisitions clearly segregated
3.Do the requisitions (for permanent material) bear standards,specifications,makes,cataloge references etc. to facilitate the preparation of detailed purchase orders.
4.Is budgetory information being recorded for BOQ/budgeted items
5.Are requisitions pertaining to safety items being signed off by the safety officers at site
6.Are the relevant approvals being obtained where the requests for plant are not budgeted

Supplier and Subcontractor Approval

1.Do you have a copy of the latest list of approved suppliers/subcontractors at the site
2.Is the monitoring of approved suppliers proceeding as defined
3.Are you receiving information of suppliers/subcontractors blacklisted across the company

Material Receipt and Inspection

1.Are you updating stock cards with receipt details,incl. for internl hire items
2.Are SRV's attached with the supplier DNs being sent to the purchase section within two weeks

Material Issues and Transfers

1.Are permanent tool issue/receipt cards and stock cards being updated for permanent issues of PPE& Tools and Equipments
2.Is register being maintained for temporary issue of tools
3.Are MSE control cards being maintained

Material Handling and Storage

1. Is suitable attention being paid to material traceability
2. Have you identified material in the stores/yard,where practical,by tags,marking labeling/location identification
3.Has all the material been properly segregated and accesssibility been maintained
4.Has material been properly protected against environmental conditions
5.For items likely to detoriate with time,are there proper controles in place,as indicated ? Is chemical/Hazardous material storage,handling receiving,disposals are as per procedure followed
6.Have non-conforming items been suitably marked/quarantined where practicable

Material Verification & Handover

1.How many random stock checks covering a minimum of 8% of the items in stock
2.Have you performed to date
3.Are the stock cards being updated regularly
4.Is information being conveyed in time for the central stores in charge to arrange for a replacement and proper material handover where necessary

Scrap Handling

1. Are the defined steps being compiled with in the case of scrap transactions

Control Over PMV

1.Are the equipment control cards being forwarded to the plant division every month
2.Are you receiving the PMV invoice every month

Asset Control

1.Has the initial location Asset Register being forwarded to central stores
2.Have you come accross any loss of assets ? If yes where relevant report is prepared ?

Control of Insp.Meas & test equipment

1.Is suitable controle being exercised over equipment being used by the subcontractor
2.Are the calibration certificates you receive being reviewed by qualified technical personnel
3. Are you periodically performing internal checks on item like thermometers ?  Do you know that master calibrated thermometers are available  with the central stores for internal checking puposes.
4.Are you ensuring conditions checks on items like measuring tapes