Aung Kyaw Moe / Task 4 Procurement

Memo To: From: Date: RE: Francois Damba Aung Kyaw Moe
29 May 2013

TASK 4 PROCUREMENT

The Information Required for Identifying Sourcing of Supplies

The current situation of SCILaid Betaland is the existing stock level of salt and sugar will not be sufficient to meet the foreseeable needs of the operation, and consequently we need to procure more salt and sugar. In this regard, it is urgent to source a new supplier and to get data to analyze the existing market situation and potentiality. In order to get information to identify a capable source of supplies, we have to coordinate with our programme colleagues very closely. The major Objective of getting supplies information is to provide accurate technical specifications, estimated costs, and required TADs to facilitate proper identification and sourcing of planned supplies and provide adequate information to enable procurement authorization. Potential Risks of not getting information of the supplies we want to procure are: Weak technical supply knowledge of programme/office staff & partners Limited involvement of supply staff in defining specifications Limited availability of proper specifications for commonly used supplies Limited awareness or use of existing sources of supply information Weak awareness of need for significant specification detail for international procurement Delays in release of local/regional procurement We have to scrutinize with our programme colleagues for the following points: Detail specifications of salt and sugar we are about to purchase more Expected quantity of salt and sugar we are about to purchase Type and weight of each packaging unit Terms and condition of Delivery Mode and place of Transportation To raise timely requisitions which include adequate specifications and realistic target delivery dates./also need to check with the potential suppliers Usage of standard specifications for Salt and Sugar based on the prescription made by Technical organization like WHO and FDA, knowledge of the end-users' standards, needs, preferences and maintenance capacities. Use reference materials for developing specifications and estimating costs.

The staffs to be fully aware of the procurement lead-times, importance of clarity of specifications and authorization limits for local procurement and use this information during supply planning. Programme and supply staffs effectively coordinate and visit the suppliers on timely and accurate specification development. Ensure that the specifications for Salt and Sugar to be procured by other SCILaid offices are adequate for that office to initiate procurement.

Where to find the Supply Market Information

Market for salt and sugar is wide and big and there might be many other potential suppliers other than Ralem and other companies working with us. It is better to explore more into the existing market through many forms of interfaces. There are Catalogues and brochures issued by the suppliers and we can collect them from the market and there are a lot of data about type and availability of the supplies (Salt and Sugar) we want to procure more. On top of that, there are Trade Directories created by various Advertising groups in the country and we can find the advertisements and information about the new potential suppliers. Nowadays, we got internet access and we can surf and browse on many websites that selling salt and sugar. These internet WebPages are highly interactive and we can trace many other related suppliers through various links in the internet. Sometimes, there are trade launches and exhibition or trade expo of the agricultural products in the capital, Dhetra, and we should pay visit them and we may have the chance to meet the potential new suppliers there. The other places we can get more information about the new products and new suppliers are those of Government offices and NGOs who are also regular buyers of the similar supplies. Even we can get some recommendations about the able new suppliers. We can also find information in the monthly issued trade journals and periodicals where there are many ads from the various suppliers, local and overseas, and we can get basic info of their address and contacts. We have archives of the records of our past suppliers and from these supplier records with their performance evaluations and we can find some market information from these data. There are also records of pre-qualification of supplier by supplier visits and we can have relevant information we need.

Best Regards,

Aung Kyaw Moe Logistics Officer Sub-Office (SCILaid Betaland)