This document discusses the procurement cycle and the key steps involved. It begins with an introduction to the procurement cycle and what it entails. The main steps in the procurement cycle are then outlined as: need identification, procurement planning, requirement specification, tender solicitation, tender preparation, tender evaluation, contract award, and contract performance. Several important documents in the procurement cycle are also defined, such as requests for proposals, requests for information, requests for quotations, solicitations, offers, contracts and amendments/modifications. Finally, the "5R's in procurement" are listed as obtaining the right quality, quantity, price, place and time.

1. PROCUREMENT CYCLE
LECTURE 1
BY Washenta Albert.

2. Introduction
Procurement cycle. is the cyclical process of key
steps when procuring goods or services. This
mode has been developed to guide members
through the procurement process with links
relevant knowledge to support you every step of
the way through your procurement journey

3. Cont.………
Need identification
Procurement planning
Requirement specification
Tender(er)s solicitation
Tender(er)s preparation
Tender evaluation
Contract award
Contract performance

4. Steps involved in procurement
cycle(local and international)
It very important for the management to
understand the art of acquiring products and
services, in the way that procurement follows
specific steps for identifying needs up to
awarding of contract.
The followings are the steps involved in
procurement cycle:-

5. cont.…....

6. DOCUMENTS IN PROCUREMENT
CYCLE
• RFP - A request for proposal is an early stage in a
procurement process issuing an invitation for
suppliers, often through a bidding process, to submit
a proposal on a specific commodity or service.
• RFI - A request for information (RFI) is a proposal
requested from a potential seller or a service
provider to determine what products and services
are potentially available in the marketplace to meet a
buyer's needs and to know the capability of a seller
in terms of offerings and strengths of the seller.

7. Cont.…….
 Invitation to tender letter
 Instructions to bidders
 Bid data sheet
 Standard forms for technical and financial proposals
 Terms of reference
 Draft contract
 Form of tender
 Specification
 Invoices
 Bills of quantities and schedule of rates

8. Cont.…..
 RFQ - A request for quotation (RFQ) is used when discussions with
bidders are not required (mainly when the specifications of a
product or service are already known) and when price is the main
or only factor in selecting the successful bidder.
 Solicitations: These are invitations of bids, requests for quotations
and proposals. These may serve as a binding contract.
 Offers - This type of procurement documents are bids, proposals
and quotes made by potential suppliers to prospective clients.
 Contracts - Contracts refer to the final signed agreements between
clients and suppliers.
 Amendments/Modifications - This refers to any changes in
solicitations, offers and contracts. Amendments/Modifications have
to be in the form of a written document.

9. 5R’s IN PROCUREMENT
RIGHT QUALITY
RIGHT QUANTITY
RIGHT PRICE
RIGHT PLACE
RIGHT TIME

10. END