1. Procurement Process for
FM
PART 1
Procurement Actual Process

2. Trough by Operation Support
PR (Purchase Requisition)
Projects Site(s), End Users able to send Purchase Requisition
to selected focal point in Procurement Department
- Requisition description shall be include clear description,
technical details, brand name or and supporting details.
- Expected Delivery Time and Priority shall be mention.

3. Materials & Spare Parts
PR (Purchase Requisition)
If PR Amount <QR5000 to be follow the regular procedure
If PR Amount >QR5000 to be ask Approval to Line Manager

4. Materials & Spare Parts
PR (Purchase Requisition)
Assigned Buyer, analyze the PR Form, check the
technical details and to save in Procurement Files in
Procurement Drive.

5. Materials & Spare Parts
Bidder List
Assigned Buyer immediately create a Bidder List, enter
the details of suitable suppliers and ask
approval/advice to Procurement Supervisor/Head.

6. Materials & Spare Parts
RFQ (Request for Quotation)
Assigner Buyer accordingly create RFQ (Request for
Quotation) by indicating the complete specification of
the materials required, the deadline for the request
and all other specific commercial details.

7. Materials & Spare Parts
RFQ (Request for Quotation)
RFQ to be send minimum 3 (three) registered
supplier. (If the Supplier has not been registered, Shall
be follow the Registration Process)
- If the request being unclear Assigned Buyer right to get back to
End User and complete specification prior to requesting quotation
from supplier.

8. Materials & Spare Parts
CBE (Commercial Bid Evaluation Form)
Assigned Buyer, to evaluate the Quotations in CBE
(Commercial Bid Evaluation Form)

9. Materials & Spare Parts
Best Bidder Selection
Based on;
Lowest Bidder
Earliest Delivery Lead Time
Best Technical Specification

10. Materials & Spare Parts
Negotiation
Assigned Buyer shall be receive minimum 7% discount
by the follow same technical details quality of the
selected supplier.

11. Materials & Spare Parts
Negotiation
Assigned Buyer shall be receive best commercial
terms, best delivery time, delivery location, without
delivery charges, warranty, ect…

12. Materials & Spare Parts
*****PO Purchase Order*****
Assigned Buyer Issue Purchase Order get Approval from
Line Manager for Signatory.
Assigned Buyer, Immediately Advise Best Selected
Quotation to Operation for PO issuance.

13. Materials & Spare Parts
PO (Purchase Order)
Assigned Buyer, Issue Purchase Order get Approval
from Line Manager for Signatory
Operation, Issue Purchase Order get Approval from
Line Manager for Signatory (Facility Manager,
Operation Manage) (ect...)

14. Materials & Spare Parts
Memorandum Report
Assigned Buyer, compose a Memorandum Report to
explanatory the story of the purchasing.

15. Materials & Spare Parts
Material Tracking Sheet
Assigned Buyer, Shall be enter and update the Material
Tracking Sheet, as strictly following by same format.

16. Materials & Spare Parts
Repeat Order
(In case the requirement is extremely urgent)
Assigned Buyer to check the previous Purchase Order if
the current price being offered by the same supplier is
still the same and if the items are readily available.

17. Materials & Spare Parts
Repeat Order
(In case the requirement is extremely urgent)
Assigned Buyer may also need to check the current
quotation from other Bidders for price comparison
purposes to ensure that the Purchase Order is awarded
to lowest bidder.

18. Materials & Spare Parts
Purchase Order / Updates / Delivery
Purchase Order to be send to Supplier, get confirmation
stamp and delivery time shall be approved and to be
mentioned in PO. Purchase Order to be saved in
Procurement Drive.

19. Materials & Spare Parts
Purchase Order / Updates / Delivery
Assigned Buyer Follow the Delivery and Update the
necessary status to the End User.
Assigned Buyer Handover to PO to Expeditor/Material
Coordinator to follow up Logistic solutions.

20. Materials & Spare Parts
Delivery Strategy
As soon as Material delivered to the correct Delivery
Point (Delivery Point depends on the Purchasing
Strategy);
Directly to End User or Directly to the Warehouse.
Necessary Documents (Invoice, Delivery Notes) to be
send to Finance immediatelly.

21. Materials & Spare Parts
Annual Maintenance Contract (AMC)
AMC, Shall be applicable for Specialized Service
Requests in Facility Management. Chiller Maintenance,
IT Services, ect…

22. Materials & Spare Parts
Frame Agreement
(One Call Delivery Agreement)
Shall be applicable for Goods/ Spare Parts solutions,
Including 3, 6 or 1 Year Agreements with Suppliers.

23. Materials & Spare Parts
Request for Cash Advance

24. Materials & Spare Parts
Vendor List
List of Contact Details of key Vendors
Invitation to suitable suppliers to submit their Quotes;
Low Value, Low Risk
Rfq, Rft Process Applicable

25. Materials & Spare Parts
Vendor List
List of Contact Details of key Vendors
Open Invitation for all interested Suppliers to respond
High Value High Risk,
- Complex or All MEP, Civil Specialized Services,
- Pre Qualification Process Shall be applicable

26. Materials & Spare Parts
Vendor List
List of Contact Details of key Vendors
Open Invitation for all interested Suppliers to respond
High Value High Risk,
- Complex or All MEP, Civil Specialized Services,
- Pre Qualification Process Shall be applicable

27. Materials & Spare Parts
Vendor List
List of Contact Details of key Vendors
Mep Suppliers,
A Mechanical Electrical Plumbing LLC
B Mechanical Electrical Plumbing LLC
C Mechanical Electrical Plumbing LLC

28. Materials & Spare Parts
Vendor List
List of Contact Details of key Vendors
Spare Parts Suppliers
A Brand of Spare Parts
A Brand of Spare Parts
A Brand of Spare Parts

29. Materials & Spare Parts
Vendor List
List of Contact Details of key Vendors
Sanitary & Other Consumables
A Supplies LLC
B Supplies LLC
C Supplies LLC

30. Thank you for you attendance
Created by Cumhur Sendoganer