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Procurement Process Step

Acronym

Document´s Name

Definition

Sourcing

BOQ

Bill Of Quantities

A document used in tendering in the construction industry in which materials, parts, and labour (and their costs) are itemised.

EOI

Request for Expression Of Interest

A formal notification aimed at determining the capacity, interest, and availability of potential suppliers in the market to deliver the goods and services required.

RFI

Request For Information

Is used to supplement the writing of the technical annexes to the solicitation documents and ensure those are accurate and have a comprehensive set of requirements.

Requisition

PR

Purchase Request

The standard and official form to request a purchase.

SOW

Scope of WorkIs

SOWs can be used for different contexts:

  • SOWs can be used in all types of civil, mechanical, electrical or other engineering/installation services for works, as well as the supply of construction materials and equipment included therein. It provides all information required to allow the contractor to undertake the works
  • SOWs also are used for detailed product specifications, utilised when organisations need to be highly involved with the product development process, including detailed material specifications. 

TOR

Terms of Reference

A description of the work to be performed, the level of quality and effort, the timeline and the deliverables, used to define the performance requirements for services that cannot easily quantified.

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Technical Specifications

A document drawn up by the contracting authority setting out its requirements and/or objectives in respect of the provision of supplies, specifying, where relevant, the methods and resources to be used and/or results to be achieved.

Solicitation

RFQ

Request For Quotation

A written request made to suppliers for the purchase of goods or services, up to a maximum value stablished established by the organisation.

ITB

Invitation To Bid

A letter sent to selected candidates in a restricted procedure or competitive negotiated procedure inviting them to submit a bid. This term is use interchangeably with “RFQ” in this guide.

RFP

Request For Proposal

A written request made to suppliers for complex purchase exceeding the maximum value stablished established by the organisation. This term is use interchangeably with “Tender Dossier” in this guide.

 

Tender Dossier

The dossier compiled by the Contracting Authority and containing all the documents needed to prepare and submit a tender.

Evaluation

ET

Evaluation Table

Tool aimed to compare the different bids received and present them in a Comparative Table.

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Tender Report

Document where present every detail about a tender process, including a comparative table and a reasoned proposition to award the contract

Ordering and Contracting

PO:

Purchase Order

A financial commitment that confirms the purchase details (Units, quantity, price, delivery time and Location, etc), officializing formalising the Order

TC

Terms and Conditions

The applicable rules governing the purchase of a product, service or works.

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Contract

Legally binding agreement between the organisation and the supplier. It defines the Terms and Conditions for the good and services provision, as well as the signatories related rights and obligations. (see Contracts).

LTA or FWA

Long-Term or Framework Agreement

A contract concluded between a Contracting Authority and an economic operator for the purpose of laying down the essential terms governing a series of specific contracts to be awarded during a given period, in particular as regards the duration, subject, prices, conditions of performance and the quantities envisaged. ( see LTAs)

Reception

DN

Delivery note

Documentary proof that the supplier commitments have been fulfilled.

RN

Reception note

Documentary evidence of the transfer of responsibility of a cargo.

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Commercial Invoice

A document that state the parties involved in the transaction, describe the goods purchased and indicate their value.

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Each specific purchase will need to be analyzed from the perspective of the in compliance with each organisation's own procurement procedures , as well as from that of the funding agency's and donor requirements. Every procurement process must be justified and thoroughly documented, having its own dossier containing all the documents related to a procedure, whether simple or complex. A procurement dossier can be defined thought of as a set of documents that justifies the steps taken in a particular procedure. Not all dossiers will be the same in volume and complexity. (see Most Common Procurement Procedures). At the same time, but all dossiers have to should be preserved for later use (see Documentation Management, Files).

A proper filing system can be defined as the procedures and means necessary to ensure that the ensures that records are properly maintained during a fixed period of time for internal and external use. 

  • Internally - An adequate filing system increases efficiency and reduces wasted time during the preparation of reports and audits. The appropriate file reflects the principles of the Organisation and provides Professionalism and Transparency.
  • Externally - The organisation is responsible for justifying the acquisition, use and disposal of materials, services, equipment, etc. to donors.

A proper filing system has no value if the documents are not duly completed and signed. Therefore, only Only employees to whom such responsibility has been formally assigned are authorized should be authorised to sign documents. Those employees must understand the meaning of their signature in terms of their responsibilities and consequences for the Organisationorganisation. Files must be kept for months or years, depending on donor requirements or internal audit guidelines. 

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These codes might include information about the country, the office and the department requesting the purchase plus a running number.

LabelingLabelling

An emergency response produces a quite important number of documents and each procurement documentation can occupy a large volume, which can make it difficult to find a specific document when it is needed. Hence the importance of labeling labelling each folder and/or box in the most harmonized harmonised way possible, thinking of those who will come after the initial response phase. The common archiving approach allows documents to be tracked more easily, while also allowing sensitive files to be identified faster in an emergency.

All related folders must be clearly labeledlabelled. A colorcolour, number, or pattern should be set to help determine what to do with those files based on the security level. This measure should also be applied by the other departments, especially finance and human resources.

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