10 Ways to Better Value Procurements - #5 - Tools

Supply management professionals utilize a variety of processes and documents to find, bind and mind a supplier of goods and services. They range from informal phone calls to creation of highly complex tender and RFP documents.
Find a Supplier
Situation: you have a unique need and are uncertain who may deliver the required solution. A Request for Qualifications or Expression of Interest document posted on a public site such as Civic Info or BC Bid may attract the right attention. A detailed internet search and the supply manager’s peer network will also aid in finding qualified suppliers. Depending on possible outcomes stated in the request and other factors, a negotiated contract may result or a RFP may be issued to a short list of responders.
Bind a Supplier
Situation: you are requesting something of high value and/or there are valuable time constraints and you wish to mitigate supply risk. This is a balancing act; transfer too much risk to the supplier and you may not get the best quality of responses, transfer too little risk and you may be left with an incomplete project. Careful application of indemnity, insurance, bonding and liquidated damages clauses in the request document can be used, always depending on the particulars of the situation. Standard industry contract documents such as Canadian Construction Association documents can be used to fairly bind a supplier of applicable services.
Mind a Supplier
Situation: you wish to contract for goods and/or services to be delivered over a period of time; construction, system contracts, and service contracts are examples. A request for proposal or tender document may be issued. The difference being the degree of specification and appraisal criterion contained in the request document. The commonality is that the request will address management of the contract during the contract term. I address this issue in the next installment of this series.
Time
Time is a valuable procurement tool. Use it to plan the procurement from needs analysis to end of contract. Allow enough time for the best suppliers to participate.
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Other Posts in the series: How to Add Value to Your Procurements
• Be Proactive
• Analyze what is required – bring clarity to the specification
• Understand the supply chain
• Align procurement strategies with corporate strategies
• Apply the highest standard of ethics
• Use the right tool for the job
• Plan contract management before there is a contract
• Learn from what was done
• Mitigate procurement risks
• Utilize the skills of supply management professionals

Over the coming year, Rusty Joerin, guest blogger, will expand on the above. Your comments are welcomed.


Rusty James Joerin, C.P.P. is a Supply Chain Management Professional and accredited by the Purchasing Management Association of Canada as a Certified Professional Purchaser. He offers procurement services primarily to public sector organizations that do not have a professional supply manager on staff and provides additional capacity to assist with project related supply for those organizations with purchasing specialists on staff.
Information about his experience and qualifications may be found at:www.woodsgift.com