Organization tends to request for information from the potential suppliers which may influence contract agreements. The most important thing is to understand whether the potential supplier will meet the organization needs. Types of request organization will use includes a request for information (RFI), request for quotation (RFQ), Request for proposal (RFP). RFI seeks to demand service and resource information from supply-side companies. The primary objective is determining the supplier to receive RFQ or RFP. It provides an executive summary to be outsourced, along with detailed information on the vendors the specific capabilities. RFIs reduce time and cost incurred in evaluating potential suppliers and help ensure needs of the buying companies ( Rosenau and Githens, 2011) . In addition, RFI is used to gather information and used as a solicitation to a broad base of the potential supplier which help develop strategy, build database and preparation of RFQ AND RFP.
Request for proposal is an invitation for suppliers to submit their proposal for the provision of a specific product or service. The main objective of the RFP process is to ensure the organization gets the most value for the services and products they seek to procure.it provides a detailed description to be outsourced, volumes and value metrics of operations past times, specify the process and performance expectation and responsibility and proposal guidelines to be followed by the potential supplier and the buying side organization. It helps to avoid misunderstanding between the parties.
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Request for quotation (RFQ), invites supplier to participate in the bidding process for the services and product they intend to supply ( Rakos et al. 2015). It provides cost information of service and product to be offered.it is produce upon completion of RFP.
The material supplied shall bear country of origin and the documentation should be done on the certificate of conformance. The certificate shall show the number, quantity specification signed and printed with the title of the responsible person. In case of processes certifications, the certificate shall provide the supplier name, quantity serial or batch numbers, process name, specification type and class as applicable.
The material or the service to be supplied should be of a quality that complies with the standards set and accreditations standard, for example, if the company has accomplished the standard of ISO 90001, ISO 9001, TL 9000, and TS 16949 or AS 9100. Accredited certification is to be furnished upon request. The supplier should acknowledge and implement the RBA code of conduct. Supplier shall provide all appropriate product certifications including all applicable safety,
Regulatory, and operating systems certifications at Supplier’s sole cost and expense.
The supplier should provide the complete flow down of all purchase order and customers’ requirements to ensure conformity with manufacturing, inspection, testing and documentation requirements’ preservation of the product the supplier shall ensure the product is processed. Also, to ensure it is delivered without any defect since there are provisions of prevention and detection of foreign items (Baily, 2017). Source of inspection of any material is necessary, the buyer shall be notified to perform inspection and acceptance of the product though not a guarantee on the receipt it will not be rejected. Upon shipment, Material specification required to be provided attached with purchase order, specification number, and date of shipment. For this specification, the actual test data is needed and the signature of the authorized agent with the title. Furthermore, Calibration certification and traceability of the material -supplier will be required to meet and maintain this in conformance with a standard like ISO-10012-1, ISO-17025, and actual calibration appear on certificates. Counterfeit and material avoidance. Supplier shall verify the originality of the product supplied and certify through paperwork. The test shall be carried out to detect potential counterfeit parts and material.
References
Baily, P. (2017). Procurement. In Contracting for Project Management (pp. 105-116). Routledge.
Rakos, J., Dhanraj, K., Kennedy, S., Fleck, L., Jackson, S., & Harris, J. (2015). The practical guide to project management documentation . John Wiley & Sons.
Rosenau, M. D., & Githens, G. D. (2011). Successful project management: a step-by-step approach with practical examples . John Wiley & Sons.
