PROCUREMENT CONTROL

Question 1

What is the aim of procurement control

Answer 1

to ensure that the order is placed with the most suitable bidder
The materials or equipment and documentation are provided to the correct specification on time.

Question 2

What are the key controls are:

Answer 2

• Appraisal of all Suppliers prior to inclusion on the bidders list;
• preparation of the requisition to an agreed, preferably standard format;
• full technical and commercial review/approval of requisitions prior to issue to ensure that they are complete;
• a clear pre-agreed evaluation plan to ensure that all aspects of the bid are reviewed;
• technical and commercial focal points who are fully responsible for bringing together all aspects of bid clarification, award recommendation and award negotiations. They should preferably remain responsible for the order or contract until close-out. A Supplier Quality Plan should be embodied in each major purchase order;
• changes to an order during its currency shall be covered by change control;
• clear responsibility for expediting materials and vendor data and for highlighting technical problems for resolution before they lead to delays;
• clear responsibility for purchaser inspection, whether by Principal or specialist contractors.

Question 3

What are the most important elements of Document Control?

Answer 3

Storage, retrieval/monitoring, status of documents, indication of status, accuracy, filing system