(A) Direct outsourced procurement: PIG will undertake all packages of the study, project or operational procurement for and on behalf of the client for a predetermined resource hourly rate charge
(B) Direct outsourced procurement: PIG will undertake all or selected packages of the study, project or operational procurement for and on behalf of the client for a predetermined fee percentage based on the order value.
(C) Competitive bidding process for operational procurement: PIG will tender on operational requirements on a competitive basis, bidding against pre-approved vendors from the client’s supplier’s database, best tender get awarded the order.
(D) The client already has a bid that he/she is not satisfied with, PIG will receive competitive bids from the market, and if PIG’s bid is better received then the saving is split by a predetermined percentage with the client.
Receive data sheets, specification and works information from the client/clients consultantReceive commercial terms from the clientReceive the required procurement schedule from the clientReceive the control budget estimate (CBE) from the client for the equipment or servicesNOTE: The above can be undertaken by the PIG team if requiredCompilation of data prior to release of the enquiry to the market by the PIG team:Allocate unique package number to the package (WBS)Compile vendors list for approval by clientCarry out due diligence on selected vendorsGet confirmation that the applicable vendors will tender to ensure three bid processShould three bids not be expected, get clients approval to proceed on less bids or single sourceCompilation of data prior to release of the enquiry to the market by the PIG team:Allocate unique package number to the package (WBS)Compile vendors list for approval by clientCarry out due diligence on selected vendorsGet confirmation that the applicable vendors will tender to ensure three bid processShould three bids not be expected, get clients approval to proceed on less bids or single sourceCompile and Issue the enquiries to the marketFollow up to ensure that the full enquiry was receivedConfirm intention to tenderReceive and answer clarifications to all vendors/contractorsEvaluate requests for extensions to the submission dateReceive bids back on the submission date and time in the tender boxTenders extracted from tender box (minimum 2 people present)Stamp tenders received, each page (date stamp), both representatives to sign each pageComplete tenders opening sheetScan full tenders and file electronicallySplit tenders into technical and commercial where applicableTechnical adjudication completed by the discipline engineerCommercial adjudication completed by procurement/commercialTimeline confirmed/approved by project controlsScope confirmed applicable to the works informationClarifications undertaken with all bidders to align tendersReject non-compliant technical bids following clarificationsReject non-complaint commercial bids following clarificationsReject non-complaint timeline bids following clarificationsSuccessful vendor/contractor selected, passed through internal peer reviewSuccessful bidder corresponded to the client for approvalIf over control budget estimate (CBE) request transfer of funds from surplus, savings, contingency etc. to facilitate order placementSuccessful vendor/contractor informed officiallyKick off meeting date and time agreed and scheduledConfirm and contract, time, cost, quality and scope of the packageConfirm timelines for bonds, payments, retentions, penalties etc.Prepare and submit applicable contract document for submission to the vendorGo through the clarification process until agreement is reachedFile the signed contract electronically with the final agreed bidFinal cost control checkTransmit all required information to the vendor/contractor.
Communicate, agree, sign off QCP’sVendor/contractor to initiate data packSchedule and undertake meetings to manage the manufacture (QCP’s)Participate in factory acceptance test (FAT) if requiredConfirm that the data pack is up to date and completeFinal inspection and release if to specificationWitness approve loading from manufacturers premisesAccounts payable vet invoices for paymentDestination received goods in acceptable condition.
Destination sign delivery note, scans and e-mails to PIGDefects liability period starts 18 months from delivery or 12 months from installationData packs (agreed number of copies) delivered to the client or clients consultantPayment is reconciled and close out process documentedAfter defects liability period final commercials are agreed in writingFinal payment paid as per agreement letterDefects liability bond returned if applicablePackage kept (electronically & hardcopy) for a period of five years