Inquiry procurement refers to a procurement method in which the purchaser sends an inquiry to relevant suppliers for quotation, and compares and determines the best supplier on the basis of quotation. Government procurement projects with uniform goods specifications and standards, sufficient spot supply and small price changes can be purchased by inquiry. What problems should be paid attention to when purchasing by inquiry? There are many purchasing skills worth learning in inquiry purchasing. How to correctly use inquiry purchasing method in bidding procurement? The bidding network for bid protection is compiled and summarized to share with you.
Q: Can the service procurement items be purchased by inquiry?
Answer: No, the inquiry method is only applicable to goods procurement projects. Article 32 of the Government Procurement Law provides the legal basis. Government procurement projects with uniform specifications and standards, sufficient spot supply and small price changes may be purchased by inquiry in accordance with this Law.
Q: Can the inquiry purchase project be postponed?
A: Yes. According to Paragraph 2 of Article 45 of the Administrative Measures for Non-Bidding Procurement of Government Procurement (Order No.74 of the Ministry of Finance). Before the deadline for submission of response documents, the purchaser, procurement agency or inquiry team may make necessary clarifications or modifications to the sent inquiry notice, and the contents of clarification or modification shall be regarded as an integral part of the inquiry notice. If the clarification or modification may affect the preparation of response documents, the purchaser, procurement agency or inquiry team shall notify all suppliers who have received the inquiry notice in writing three working days before the deadline for submission of response documents. If it takes less than three working days, the deadline for submitting response documents will be postponed.
What other problems should be paid attention to in inquiry procurement? According to many years' purchasing experience, a professional "old purchasing agent" summarized eight points for attention in inquiry purchasing for reference.
1. Pay attention to shop around.
Invite at least three suppliers to quote. There are telephone, fax and direct negotiation when making inquiry, so it is necessary to make rigid legal provisions on the procedures of inquiry procurement. Suppliers of inquiry sheets need to be careful when determining quotations. The price is a one-time quotation and there is no chance to change it.
2. Pay attention to the establishment of inquiry groups according to law.
In the inquiry document, it is necessary to explain the individual differences and special requirements of purchased materials from the standard of * * *, so as to ensure that the standards of purchased materials are clear, the specifications are unified and the models are correct, which is more conducive to selecting the materials with the lowest price.
Adhere to the quotation standard in the inquiry document, and strictly select the bottom price of the supplier who finally wins the bid and clinches the deal within the specified framework.
3. Pay attention to the accuracy of requirements standards.
Adhere to the quotation standard in the inquiry document, and strictly select the bottom price of the supplier who finally wins the bid and clinches the deal within the specified framework.
4. Pay attention to the implementation effect of contract terms.
Clear the main terms of the procurement contract, successfully sign the government procurement contract after winning the bid, and reduce unnecessary doubts and complaints.
5. Pay attention to the seriousness of signing the purchase contract.
When signing a government procurement contract, we should strictly follow the main contract terms put forward in the inquiry procurement documents.
6. Note that the quotation cannot be changed at will.
It should be noted that in the inquiry procurement, the inquired supplier should be cautious when determining the quotation, because the quotation is fixed for life at one time and there is no room for change.
7. Pay attention to determine the legitimacy of the dealer's procedures.
Insist that the members of the inquiry team * * * open the quotation documents at the same time, and all the quotation documents must be opened in the presence of notaries, user representatives and procurement center personnel * * *, and determine the winning supplier according to the principle of "the lowest price wins the bid under the condition of meeting the inquiry requirements" to ensure the fairness of bid evaluation and the legality of procedures.
8. Pay attention to the timely release of the inquiry purchase announcement.
After the inquiry procurement project is determined, the information announcement of inquiry procurement should be published in the designated media of government procurement, so as to expand the scope of inquiry procurement, provide equal competition opportunities for all potential suppliers, and increase the openness of inquiry procurement and the high transparency of information release.
There are many purchasing skills worth learning in inquiry purchasing. How to correctly use inquiry purchasing method in bidding procurement?
1. Clearly define requirements.
The basis of supplier quotation is customer demand. In order to make all suppliers involved in the quotation have a clear and consistent understanding of the products or services we want to buy, the subject matter must be clearly defined in the inquiry form. Purchasing should do necessary research on the purchasing object. The more specific the demand description, the more accurate the supplier's quotation.
2. Make a query template
Inquiry must ensure that all suppliers are based on consistent deliverables and conditions to ensure fairness and justice. In order to ensure comparability and facilitate suppliers to summarize and compare quotations after bidding back, it is better for buyers to make an inquiry template by themselves, instead of letting suppliers make quotations according to their own habits and formats.
In the obvious position of the inquiry form, all the trading terms that affect the price should be listed, such as delivery date, delivery place, delivery terms, whether it is in batches, payment terms, quotation currency, etc. , and list the tax rates and taxes respectively.
3. Ask the supplier to break down the quotation.
When designing an inquiry, break down the quotation as much as possible to reflect the cost structure of the supplier. According to the different purchased products, it can be decomposed by raw materials, auxiliary materials, processing fees and freight, or by different modules or individual items that make up the whole.
4. Ensure comparability of service procurement.
Services are provided by people. Companies of different sizes and levels, and people of different levels and qualifications will naturally have different price levels. If the quotation is made only according to the statement of work, it often cannot accurately reflect the cost structure of suppliers.
5. Find inquiry suppliers
It is best to make an inquiry among suppliers in the company's procurement system. Because the preferred or recognized suppliers have served customers for a long time and have a clear understanding of the quality and delivery requirements of customers, the inquiry and quotation work is more efficient for both parties.
6. Make two rounds of quotation when necessary.
Sometimes, the user department is not very clear about its own needs, or the purchaser can't understand the quotation method and price structure of each supplier in a short time. In this case, we can first understand the basic methods of supplier quotation through a round of informal quotation. After analyzing and studying the first round of quotation, I designed my own inquiry sheet according to my own needs. In the second round of quotation, suppliers with insufficient sincerity or professional ability in the first round can be eliminated to improve the efficiency of inquiry.
7. Summarize the quotation
Excel worksheet can be used to make an inquiry sheet, and the quotation is intuitive. If the supplier fails to quote for all items, it is convenient to purchase and requires the supplier to clarify the quotation in time.
If the price data is complicated, using the powerful chart function of Excel, you can also make the price more intuitive through histogram and trend chart.
Another advantage of using Excel quotation is that it is convenient for quotation summary. After receiving the quotations from all suppliers, because the quotation format is uniform, you can summarize the quotations from several suppliers into a table by simply copying and pasting them several times.
8. Comparison of quotations
For frame agreement inquiry, such as annual purchase, suppliers often quote at unit price. When purchasing price comparison, only comparing the unit price summary is often prone to deviation. If we only compare the unit price, it will inevitably lead to the distortion of the real cost. Therefore, when comparing a large number of products, we must substitute the actual quantity or workload and calculate the total price difference to evaluate the real impact of supplier selection on the overall expenditure.
9. Evaluate samples
For inquiry purchase, except for industrial products (such as a brand and model computer) with uniform specifications provided by the same manufacturer, it is not necessary to choose the supplier with the lowest price. The evaluation of suppliers depends on other capabilities of suppliers, such as sample quality and delivery time satisfaction. Therefore, stating in the inquiry form that "price is not the only factor in selecting suppliers, and the purchaser will comprehensively evaluate product quality, delivery date and payment terms to select suppliers" is also an effective way to ensure procurement.
10. E-procurement
If the purchasing object is attractive enough to suppliers, online bidding can be used to further incite market competition on the basis of paper inquiry. The supplier's paper quotation can be used as the preliminary work of electronic bidding, as the price benchmark, and applied to the subsequent electronic bidding. Setting up batch strategy in e-procurement platform and inviting suppliers with quotations to further participate in real-time reverse auction are often the quickest and most effective ways to obtain procurement savings.
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