A project designed to implement intensive procurement plan.doc

a project designed to implement intensive procurement plan论 文 摘 要国家体育总局体育器材装备中心是国家体育总局的部门集中采购机构,承担国家体育各支国家队及直属训练基地的采购工作。本论文作者为集中采购部门的项目主管具体负责该项工作。该工作包括22个项目中心及5个直属训练基地，因运动项目特点不同，需求不同，很难在工作中实现集中、批量采购，实现集约化采购。通过将所有项目中心的采购需求全部集中在一起，对各项目中相同、相近需求的类别合并打包采购，从而实现批量化、规模化、集约化采购。作者在实际工作中运用管理学及项目管理的相关知识，将多个项目中心的采购计划相同相近类别进行了合并、打包采购，通过项目的调研、计划、组织、实施，分析，总结。通过集约化采购，降低了采购执行成本，提高了政府采购资金的使用效益，增强了采购的竞争性，符合政府采购的政策导向，更好地实现了政府采购工作的公开透明、公平竞争、公正、诚实信用的基本原则。作者通过前期的分组问卷调查，swot分析法、以及与同事的自由讨论项目设计、执行、分析、总结，找出了此次项目更好的实施方法，同时运用项目管理的相关知识在实践中提高了采购工作执行效率，增长了专业产品知识.关键词：采购，政府采购，采购成本，集约化采购abstractequipment center of general administration of sport is government procurement division of general administration of sport that is responsible for making purchases for each national team and training bases directly subordinate to general administration of sport. the author, as a supervisor of centralized purchasing department, is in charge of the purchasing work including 22 project centers and 5 training bases directly subordinate to government. due to different specialty of sports activities, there are different needs for athlete, it is hard to realize intensive purchasing in manner of centralizing and batching. intensive procurement is to put the purchasing requisition of project centers all together, then make the same or similar items combining, and packing, thereby to realize lot sizing and intensification. the purpose of establishing centralized purchasing department is to realize intensification of procurement, thus reduce the cost of purchasing, and purchase commodity with low price and high quality, to make the government procurement greater transparency, fair competition, justice and good faith.it is significant for the author by doing the project, because she gets a chance to apply the knowledge of project management she learned in college to practical work through investigating, planning, organizing, analyzing and summarizing the projects, which improved authors work efficiency, and increased professional knowledge as well. key words: purchasing, government procurement，purchasing cost，intensive procurementtable of contentspages1. introduction -12 problem analysis-22.1. advantages of intensive procurement -2 2.2 disadvantages of intensive procurement -2.3 existing opportunities of intensive procurement- 2.4 external threats of intensive procurement- 2.5 overall view on the intensive procurement-2.5.1 the strengths of intensive procurement-2.5.2 how to promote the intensive procurement project-2234443. project objective and hypothesis53.1. project objective53.2. project hypothesis54. project rationale55. project design65.1. planning activities65.1.1 collect all procurement requirements intensively-75.1.2 survey in procurement projects related to center requirements-85.1.3. collect and investigate suppliers information -85.1.4. write procurement documents -85.2 holding feasibility study meeting - 95.3. apply for procurement documents -95.3.1 apply for announcement of procurement documents -95.3.2 accept application -95.3.3 holding assessment meeting - 105.4. announce results of procurement -105.5. enter into a contract - 106.project implementation-116.1. general introduction of project implementation-116.2. the working steps of implementation-117.project findings and discussion-137.1.results-137.2.discussion-158. conclusion-16bibliography-20appendix i: activity flow chart with time-scale-21appendix ii: questionnaire-2223a project to implement intensive procurement strategy1. introductionthe author, as a supervisor of centralized purchasing department, is in charge of the purchasing project. because of the difference of the specialties and requirements among 22 project centers, and the difference between approval ordering time according to purchasing plan and event time on schedule, it is difficult to make purchases by batch and centralizing. the requirements planning of each purchasing project need get approval respectively, most of procurement methods are competitive negotiation, enquiry, single resource. other factors that the budget amount is less than the quotas, purchase circle is long term, which make the tendering procedures impractical. (if the budge amount reach or more than 1.2 million rmb, it is obliged to call for bids).this will bring about some problems: a) it will be harder to improve utilization of government procurement capital economically, b) it will increase the cost of procurement because of mapping out each procurement planning for each team independently, c) the main procurement method of public bidding for government procurement can not be used widely as government expected. the author make an in-depth investigation into the problem, and find out the best way to settle this problem, it is intensive procurement to reduce the cost of purchasing transactions, and purchase equipments with low price and high quality, and make the government procurement greater transparency, fair competition, justice and good faith, and the power of “well-being” includes us take account of “developing social, economic and environmental well-being in a sustainable way”.it is significant for the author by doing the investigation, because she gets a chance to apply the knowledge of project management she learned in college to practical work through investigating, planning, organizing, analyzing and summarizing the projects, which improved authors work efficiency, and increased professional knowledge as well.2. problem analysis because different activities need different equipments for training and competition, and different competitors need the sports equipments at different times, therefore, it is difficult to make purchases by batch and centralizing, however, the most important factor is that the purchasing planning of each purchasing project need get approval respectively, the most important factor is that if the budge amount reach or more than 1.2 million rmb, it is obliged to call for bids, if it cannot meet the requirements, we cannot call for bids. therefore, we set up focus group to investigate the procurement market and carry out the planning of intensive procurement strategy.in order to better understand the problem of intensive procurement, we planned to conduct a swot analysis to explain the advantage and disadvantage of the centralized purchasing through h breaking down internal and external factors in detail.2.1 advantages of intensive procurement strategy:a. save procurement funds by unifying allocation of resources.b. staff efforts and resulting costs are not duplicated and all activities are standardized, the system of procurement information platform will become perfect gradually.c. many staff no longer have to spend time on low level ad hoc purchasing.d. volume purchasing means that better prices, greater discounts and more agreeable terms can be obtained.e. volume deliveries cut down on delivery charges and staffing costs to move and store the goods.f. suppliers know where and whom to contact which makes supplier contact much easier.g. purchasing staff can build good relationships with the buyers that enable the supplier to understand the business need and suggest other products that may be more suitable and cost effective.h. it allows for better control of inventories so that they can be kept at optimum levels.2.2 disadvantages of intensive procurementa. transferring the original single purchasing working process and mode to intensive procurement mode with difficulties in a way. b. the purchasing commodity is large and diverse. it may not be able to manage them. c. carrying out purchasing project is lied to procurement planning, requirements combination and projects coordination.d. setting up purchasing projects separately, lack of sufficient communication.2.3 existing opportunities of intensive procurementa. we will unify declaration time of procurement for all teams, and to know the whole procurement working earlier and more comprehensively.b. we will fully understand the requirements of all projects, and that will facilitate us to make comparison and selectionc. it will strength teams experience sharing and exchanges and best practice.d. it will attract more well-funded supplier to submit a tender, and increase the procurement competition.e. it is in conformity with policy guide that intensification and lot sizing is a trend of government procurement.2.4 external threats of intensive procurementa. because every project maybe require the equipments at different time, it maybe make projects be at risk in execution time control.b. due to larger sale of projects, it will attract more suppliers, then will increase review workload.c. bid evaluation involves in all kinds of projects, which will add extra work such as on-site coordination, time arrangement etc.d. different sports events need different requirements, therefore, the assessment criteria is different.2.5 overall view on the intensive procurement 2.5.1 the strengths of intensive procurementthrough swot analysis, it is easy to highlight the strengths of intensive procurement as follows:a. through centralizing and batching, we will purchase equipments with high quality and low price.b. it will enhance information communication and experience exchanges through purchasing equipments used in training among different activities.c. it will save the implementation cost in procurement process.d. public bidding as major procurement method of government procurement will be applied to practical procurement2.5.2 how to promote the intensive procurement projectmeanwhile, facing with the weaknesses and threats, we need to do some work to promote the intensive procurement project. a. increase workload of projects for first-phase preparationb make sufficient investigation, comprehension, and classification according to different requirements to every project at early stage.c. meet the requirement of every project after combining the needs, and organize the confirm work meeting for procurement planning.d. specialize in procurement documents and technical data of procurement equipments with non- exclusiveness and discriminatory terms which need to be verified by experts.e. enhance the coordination of efforts.3. project objective and hypothesis3.1.project objectivethe purpose of my project is to establish centralized purchasing department is to realize intensification procurement, thus in order to reduce the cost of purchasing, and able to purchase commodity with low price and high quality, to enhance the government procurement to be greater transparency, fair competition, justice and good faith and make the procurement regularized and rationalized as well.3.2. project hypothesisthrough sufficient investigation and statistic analysis, there is some advantages of intensive procurement, it is hypothesized that the cost can be reduced by 50%, the procurement cycle can be reduced by 2 month after implementing the intensive purchasing. 4. project rationale i have reviewed many relevant books including chinese and english versions. those book enlighten me a lot and provide some valuable ideas and suggestions, anyway, before doing anything, we definitely know what it is, therefore, the first thing we need to talk is that what is the definition of a procurement strategy? procurement, by definition, is the acquisition of the materials, supplies, services, etc. that a company or project requires in order to successfully operate. in these terms, a procurement strategy would refer to the planned approach of cost-effectively purchasing a companys required supplies, taking into consideration several elements and factors such as the timeline for procurement, the funding and budget, the projected risks and opportunities, among others.in particular, we need have a better understanding of centralized purchasing, because intensive procurement includes lots of characteristics of centralized purchasing. centralization has the advantages of reducing duplication of effort, pooling volume purchases for discounts, enabling more effective inventory control, consolidating transport loads to achieve lower costs, increasing skills development in purchasing personnel, and enhancing relationships with suppliers. (source: qfinance dictionary)centralized purchasing is the control by one headquarters department of all purchasing that is undertaken by a business.this allows for central management and volume purchases that lead to better prices and terms as well as the ability to work with larger suppliers. this central control enables more efficient inventory control, lower staffing costs and a decrease in overheads. staff also benefit with better training and support and the ability to build better relationships with suppliers.(source: purchasing-procurement-centers)intensive procurement is to put the purchasing requisition of project centers all together, then make the same or similar items combining, and packing, thereby to realize lot sizing and intensification. an integrated procurement strategy has been employed, using combined areva and bateman vendor databases. before beginning procurement, an intensive value-engineering exercise ensured that the plant design was optimal in respect of capital expenditure, operational expenditure and functionality. (source: ) 5. project design 5.1.planning activitiesi suggest that the following actions need to be taken to carry out the feasibility study. 5.1.1 collect all procurement requirements intensivelya. in the name of economy division of general administration of sport, we inform all departments to submit application of procurement planning of 2011 before january 1th, 2011. b. collect and classify all procurement planning from each project center. c. put the same or similar commodities in procurement requirements planning together.d. pack, reorganize and set up the projects. categoryprojectcentercost of special training equipment(thousand)cost of training aids equipments(thousand)cost of strength equipments (thousand)general budget(thousand)ping pong and badminton 35012075545tenniand curved bar base1560630212211heave fell knead1470310371817aquatic sports358001163696shooting1250001250sum up838011802859845according to the above summary sheet, we will get some conclusions as followings:a. special equipment can not be combined to make purchases altogether because of games specialty and different game time etc. b. training aids equipments such as band, sports softy, strength training equipments, and the equipments of medical treatment and scientific research can be make intensive sourcing altogether. the purchasing budget after combining is: 1.18million, 0.285million.5.1.2 survey in procurement projects related to center requirements a. ask for requirements information of different applicants respectively.b. summarize the requirements of all projects, and offering underlies for sub-package of procurement documents.c. investigate relevant potential suppliers information based on project requirements, including the past records and feedback from end users.5.1.3. collect and investigate suppliers information a. gather information according to requirement investigationb. attract more suppliers to participate in and make an investigation of current proprietary rate in the market. c. predict the supplier offer involved in the project, and avoid purchasing failure due to a bid that fails due to lack of response or weak competition. 5.1.4. write procurement documents a. coordinate project centers, confirm the meeting time of procurement assessment separately, which is to ensure all projects centers take part in working on procurement assessment on schedule.b. check the purchasing lists of technical data with related projects centers, which is to ensure that the technical data is in conformity with procurement requirements. c. confirm the key terms respectively such as supply time, delivery time and demands after services etc., which is to ensure that the draft contract in accord with their requirements. 5.2 hold feasibility study meetingwe need discuss procurement documents with