AIS Procurement Process

IFB INVITATION FOR BID REVIEW

Document Controller Project Team Reviews

Receives IFB Procurement Manager
Technical/Commercial/
Reviews IFB
Contractual Requirements

PRELIMINARY VENDOR SELECTION

Procurement Manager
Procurement Manager
Searches In-house Data Procurement Manager
Reviews Vendor’s Product
Base and Online Reviews Vendor’s Ratings
Information and Make
Resource for Qualified and Past Performance
Initial Selection List
Vendor

RFP (REQUEST FOR PROPOSAL)

Procurement Manager Project Coordinator Project Controller

Prepares RFP Project Coordinator Sends Project Coordinator
Selects 3 or More Vendors follows up with the
Documents RFP to the Selected Tracks and Receives
with Highest Past Vendors and Resolves
Vendors Vendor’s Proposals
Performance Rating Vendor Issues
 AIS Procurement Process (Cont.)
QUALIFIED VENDOR SELECTION

Procurement Procurement
Project Team Log Procurement
Procurement Manager Negotiates Manager Ranks the
Bid Details and Manager Evaluates
Manager Analyzes with the Eligible Selected Vendors
Prepares Bid and Compares
Quotation/Bid Vendors for their Best and Selects the Top
Tabulation Form Vendor Offers
Offers Vendor

SUBMITTAL/CLIENT APPROVAL

Project Coordinator Procurement Manager

Prepares Submittal for Submits Best 3
Client Makes Selection/
Client Quotations and
Approves Submittal
Recommends the Top
Vendor

PURCHASE ORDER/VENDOR DELIVERY

Project Coordinator
Project Coordinator
Project Coordinator Issues follows up with the Vendor
Arranges Quality Check Vendor Makes Delivery
Purchase/Service Order and Monitors Order
Inspection
Progress
 AIS Procurement Process (Cont.)

TRANSPORTATION AND LOGISTICS

OCEAN OCEAN

Material
containerized at Delivery to Port to Material loaded and
factory or Embarkation secured on vessel
warehouse

Prepare export
Routing and booking shipping
confirmed documents

AIR AIR

Material packed and

Material loaded onto
checked for air Delivery to Airport
aircraft
worthiness

OCEAN

Material arrives at
Port of Debarkation

Material monitored Obtain POD (Proof

Inland transit to final of Delivery)
and tracked during Custom clearance
destination
transit
AIR

Material arrives at
airport