Текст ВКР (Аутсорсинг в организации закупок), страница 10

Figures 2 - Basic procurement methods

As you can see from Figures 2, these methods fall into two categories: competitive and noncompetitive (direct purchase from the vendor). Tenders are subdivided into public and private; they can be held in one or two stages. In some cases, to reduce purchaser’s risks related to procurement of unknown products or work with an unknown supplier, it is also advisable to place a trial order or to require the provision of a product sample.

Summarizing, we can say that the choice of the procurement method primarily depends on:

-the objectives of procurement;

-the subject of procurement;

-the market conditions;

-the company’s procurement policy including the requirements for internal normative documents [9].

As a rule, auctions are used to organize sales of goods (quotas, licenses), but the right to conclusion of the contract or the delivery of goods (work, services) may be the subject of the auction. The main criterion for determining any winner of the auction is the price. Like tenders, auctions are open and closed. In the closed tenders, the rules are exactly the same as in the open ones, but participation is allowed to the limited number of vendors; in the closed auctions, there are no restrictions for the participants. But there is a difference: in the closed auctions, auctioneers are unaware of other participants ' applications because they are submitted in the sealed envelopes whereas in the open auctions, each application becomes known to all participants. Closed auctions are often used to reduce the risk of the customer, primarily connected with the possible collusion of parties. To confirm the seriousness of the intentions of the participants in the auction, they are usually charged a non-refundable cash deposit, bond, or other applications. The characteristics of the main procurement methods are listed in table 1.

Thus, each of the above methods of procurement can help make close to optimal for data selection conditions of the counterparty, and herewith each has both advantages and disadvantages (see table 1).

Table1 - Characteristics of the Main Methods of Competitive Procurements [13]

Finish table

Thus, one can say that the choice of the method of procurement primarily depends on:

1. the objectives of procurement;

2. the subject of procurement;

3. the market conditions;

4. the company's procurement policy including the requirements of internal normative documents.

The primary method of competitive procurements is an open tenderin which any eligible supplier can participate who has responded to the notice on holding the tender spread by the customer. All the requirements for the purchased products and qualification of suppliers are prescribed in the tender documents.

The closed tender procedure is identical to the rules of the open tender, except for the selection of participants. Only the suppliers purposely invited by the customer may participate there. Also, the information on the outcome of the closed tender is not published.

The closed tender is usually held in the following cases:

1. the products are available only from the limited number of suppliers;

2. the products are purchased for security needs;

3. the time and costs required for examining and evaluating a large number of tender applications will be disproportionate to the value of the purchased goods (work).

The selective tender procedure takes an intermediate position between the open and closed tenders and consists of the two elements:

1. collection and selection of the applications for participation in the tender;

2. competition among the selected applicants.

Thus, in the open tender, all those who wish to participate in the selective tender are invited; but in the closed tender, actually only those who have been selected by the customer are admitted to participation. In the world practice, this method is often used in the procurement of consultancy services.

All applications submitted in response to the invitation make up the so-called "long list". Based on the information provided by the participants, the customer forms the "short list", inviting to participate in the tender those suppliers that match the specified criteria. And these suppliers submit the tender applications.

As a rule, the two-stage tender takes place in the following cases:

1. customer needs to negotiate with suppliers to determine their ability to enforce the contract;

2. preliminary study of the existing market offerings is required;

3. equipment whose technical development occurs rapidly is purchased, and the customer may not have full information about the most recent developments;

4. sophisticated goods (work, services) are purchased.

In the first stage, suppliers submit only technical proposals, without specifying the price. The applications of the vendors that do not meet the qualification requirements will be rejected. In the second phase, suppliers represent the final technical proposal drawn up in the light of changes in tender documentation and quotation [11].

The method of requesting the quotations is used to purchase standard (serial) of goods, work and services for which there exists an established market. This category may include, for example: computers, stationeries and office supplies. Since request for quotes implies purchases of serial products available on the market, as a rule, there represented a large number of suppliers that offer them. Therefore the quotes are solicited at least from three companies. The choice of the suppliers is made only on the basis of the price comparison. The main advantage of the request method for quotations is its operational efficiency-the whole procurement procedure can be ideally implemented during a day [7].

If the competitive procurement methods have not resulted in the conclusion of a contract or there is an urgent need for the purchase, the customer is limited to negotiating with potential suppliers on the basis of which the contract is signed. Negotiations can be simultaneous (in parallel with all suppliers) and consistent.

When simultaneous negotiations take place, the customer negotiates with the suppliers that have submitted acceptable proposals. If the customer chooses the procedure of the consecutive (consecutive) negotiations, he sets the minimum threshold [5].

The main method of procurement services is the request for bids. It is used if all the bids were rejected as a result of the earlier open tender held or no tender applications were submitted. In the request for bids, the customer can confine himself to describing the supplier’s expected result or can formulate the general specifications of purchased goods (work, services). Request for bids typically consists of the following information blocks:

1. information on customer (name, address, etc.);

2. description of the procurement needs including the technical and other parameters to which the bid must conform;

3. description of the requirements to be met by the supplier;

4. list of criteria used to evaluate bids;

5. requirements for registration and the documentary composition of the bid;

6. form, date, and place for the submission of bids.

Purchase from the single source (or direct contract conclusion)

is used in the following cases:

1. lack of competition when the required product for the customer is supplied only by one supplier;

2. extension of the previously concluded contract if such a possibility was originally stipulated, and the continued cooperation with the supplier is still appropriate;

3. if the contractor who is responsible for ensuring the designing process needs to purchase the key items from the particular supplieras a guarantee of executing the contract;

4. in emergencies, for example, when rectifying the natural disaster consequences.

When purchasing from the single source, the customer sends a proposal to conclude a contract and is negotiating with only one supplier.