ART - Organizational Effectiveness, Municipal Purchasing 2005

This document provides information about the process of purchasing consulting services within an organization. It outlines the various stages involved in the procurement process, from recognizing the need for a consulting service to selecting a service provider. In the initial stage, the purchasing department establishes relationships with other departments and gains awareness of their upcoming needs. Once a need is identified, the purchasing manager asks questions to understand the objectives and deliverables required. The client department then prepares a Statement of Requirements, which includes details such as objectives, work description, budget, methodology, and selection criteria. The purchasing agent reviews the Statement of Requirements and develops evaluation criteria for potential suppliers. Cost is usually weighted along with technical aspects in the evaluation process. The next stage involves creating the Request for Proposal (RFP) document. The client department drafts the RFP, which is then reviewed and improved by the purchasing agent. The procurement method and sourcing strategies are determined, and a final RFP document is prepared with detailed specifications. The RFP is then posted on the municipality's website, and potential suppliers are notified. Bids for the work are collected and opened by the purchasing agent. The proposals are then analyzed and evaluated by the client department's evaluation team, with the assistance of the purchasing agent. The evaluation criteria are used to shortlist two to three potential suppliers. These shortlisted suppliers are then invited to make presentations to the evaluation team. The presentations provide an opportunity for the suppliers to showcase their capabilities and expertise. The evaluation team considers the presentations along with other evaluation factors to make a final selection. Once the evaluation team selects a service provider, the purchasing department arranges for delivery, payment, and purchase orders. They also take corrective action if needed and conduct debriefings and evaluations post-delivery to ensure the consulting services meet the desired objectives.