Procurement Management plan

The planning documents are the blueprints of the activities to be done as per project the proposal, the students of procurement are facing to design the procurement management plan practically, which is most important to ease the project execution to completion because the procurement is the starting switch of the project practically. This is the practical demonstration to know about the planning document to produce to the procurement manager in the planning phase.

Introduction:

The students of the development sector needed to know the planning documents of the project implementation, so this blog serves the youth to furnish information about the gaps in their knowledge about project implementation at the field level, and office level.

  Project Start Date should be mentioned on the left side of this line and Project End date should be mentioned on the right side

Statement of the assignment:

(This section may include the statement regarding the activity and also mention the need for these documents to produce as under)

As our  project will be started on 00/00/2020, so we have to produce the following items to the company SITE before its needs in project execution up to its completion as per the technical proposal of the project:

Scope of the Assignments:

(The Procurement Manager tudy the project proposal to know about the needs of projects to be procured before execution, because the procurement is a startup switch of the project, if necessary the Procurement Manager should visit the project SITE for best planning for procurement of Items)

As the construction needed the following items in a project from time to time, because once all items delivered to SITE, it may create the store issue because our SITE has the store but cannot be absorbing all the procurement at once, therefore we will divide it into certain dates of availability as per the needs of the project:

Period of PERFORMANCE (Plan of Procurement for Vender selection)

(This area of the planning should include how the procurement process would be started? When it will start? When it will be completed, what steps will be entertained during the process to ensure transparency)

We will come up with the vendor selection for procurement as per the following plan:

S.No		Activity		Duration	Date of start	End date
		Advertisement in Newspaper		10days	00-00-2020	00-0-2020
		Bids opening		Same day	00-00-2020	00-0-2020
		Comparative statement of venders selection		3 days	00-00-2020	00-0-2020
		Final selection meeting of the management		01 day	00-00-2020	00-0-2020
		Negotiation meeting with selected vendor and completed the TORs		02 days	00-00-2020	00-0-2020
	Purchase orders issued to venders			02 days	00-00-2020	00-0-2020
	Preparation of agreement with the vendor			02 days	00-00-2020	00-0-2020
	Sharing of Agreement with Vender for his queries and constraints etc.			01 day	00-00-2020	00-0-2020
	Incorporation venders query in agreement			01 day	00-00-2020	00-0-2020
	The signing of Agreement with vendor		01 day		00-00-2020	00-0-2020

Place of Performance

(In this section, the planner will explain the place of deliveries stations, where the vendor will deliver the materials demanded by the buyer company)

The activity will be carried out' at the Company office at XYZ

Work REQUIREMENTS.

(This section will include the place of supply, and the requirements of agreement with vendor or suppliers)

The selected vendor will supply the materials on Specific location fixed for steel godown at SITE of ABC, the project at street No-00, sector-ABC, and City name.

As per project proposal, procurement Manager will mention the demand for the project requirements in the deed agreement with the vendor, with the specification of payment schedule along with payment mode decided. The vender will submit the weighing printed report of the weighing scale of the last touch before entry to the SITE concerned and factory weighing scale report. The factory selling department should also mention bills of quantity from the factory and quality of materials to ensure the quality agreed.

Schedule/Milestones

(In this section the procurement Manager should identify the milestones of supplies with timeline dates and the payment schedule for the supplies, it will include the time frame for quality and quantity checks of the materials within the delivery and payment dates)

The below the list comprises the initial milestones identified for the supply of steel as per project technical proposal, but subject to company purchase order release by the procurement department:

S.No	Steel Quantity	Date of delivery	Checking period		Date of Payment
1	20 Metric tons	10-08-2020		Date of payment-date of delivery	12-08-2020
2	10 metric tons	10-09-2020			12-09-2020
3	20 metric tons	10-10-2020			12-10-2020
4	10 metric tons	25-09-2020			27-09-2020
5	20 metric tons	24-10-2020			26-10-2020
6	10 metric tons	25-11-2020			27-11-2020
7	20 metric tons	24-12-2020			26-12-2020
8	20 Metric tons	24-01-2021			26-01-2021
9	10 metric tons	25-02-2021			27-02-2021
10	20 metric tons	24-03-2021			26-03-2021
11	10 metric tons	25-04-2021			27-04-2021
12	20 metric tons	24-05-2021			26-05-2021
13	10 metric tons	25-06-2021			27-06-2021
14	20 metric tons	24-07-2021			26-07-2021
15	20 Metric tons	24-08-2021			27-08-2021

Process of quality check:

(The Procurement Manager along with consultation of senior program Manager will constitute the Quality assurance committee to ensure the transparency and accuracy of the material supplies for the project)

The following person will be included' to check the quality of the material supplied by the vender:

• 1.       Procurement officer
• 2.       Store officer
• 3.       Quality officer
• 4.       Finance officer

Acceptance Criteria

(Documents needed to submit by the vendor)

(The first part of this section may include the selection criteria of the vendor for the supply of the materials to the company for on-time implementation of the project, and the second part of this section may include the document to be produced by the vendor on every supply to ensure the quality and quantity measuring tools)

The vender will submit two types of documents, one of them at the time of agreement signing while 2^nd one at a time of deliveries of materials:

1.       Company profile

                           1.   Legal documents of registration with Govt

                           2. NTN certificate.

                            3.   Registration certificate issued by the Govt updated with the current status

2.       Document at the time of delivery

                                             I.            Invoice issued by the factory supplied

                                           II.            Weighing scale report of last entry to SITE

                                         III.            Toll plaza receipt of tax

                                        IV.            Bill of the delivery

Other Requirements. 

(In this section, the PM can include the other requirements according to project needs, physical environment and security constraints of the project SITE)

The suppliers will ensure to provide the document of identification of the peoples to enter the project area premises. He will also ensure the security issues of the staff who’s involved in the supply chain with a company and will be held responsible for any act of his team including the vehicle managers, as drivers, and other staff with the vehicle.

If, the vehicle/person cause any damages to the company assets, by any technical mistakes of the staff concerned of venders supply chain team willingly or unwillingly.

Acceptance

(In this section the approval authority may sign at the end of the document to accept the documents ingredients to validate the planning documents)

 Conclusion:

I am concluding:

1. The youth of our country should know about the planning procedures because this is the demand of the age.
2. The universities should teach the students about the planning to ensure their career building strengths.

Muhammad Israr

An NGO worker for the last 17 years

muhammadisrarumar6@gmail.com