2. 1. BU To prepare Scope of Work/Requirements.
2. Raise Request from BU approved by Budget Dept (Manual Form or Email or ERP system).
3. BU shall share the approved request (with all requirements) with Procurement department (Manual Form or Email or ERP system).
4. Procurement to validate and challenge the demand with BU department (either F2F meeting or systemized or email) if require.
5. Procurement will initiate Sourcing Steps and Category in-house in order to define practical activity and potential bidders (RFI/RFQ/RFP).
6. Publish RFP/RFQ/RFI through (either by email or ERP system) based on the requirements to the list of potential bidders.
7. Evaluating the bidder submissions by Cross-functional team from (BU & Procurement) from all aspects (technical and commercial).
8. Awarding stage based on below:
1. Any Project valued shall be approved by VP/CxO of BU/Procurement and finally approved by CEO.
2. This shall continue valid until finalizing Financial authority matrix (FAM) and Procurement policy approved by BoD (This shall follow Delegation authority and Contract of association).
9. Agreement draft and review from both parties approved by legal department, and then to sign-off the agreement form CEO level until finalizing Financial
authority matrix (FAM) and Procurement policy approved by BoD.
10. Finally, to issue PO from Buyer (by email or ERP system if ready) approved by VP/CxO of BU/Procurement and finally approved by CEO.
2
Procurement Startup Steps
3. Owner
BU
Owner
BU
Owner
Proc.
Owner
Proc.
Owner
CFT
Owner
Proc. FINISH
START
Prepare SoW Raising Request Approved by
Budget (Email/Form/ERP)
Procurement Validation and
Challenges (F2F/Email/ERP)
Initiating Sourcing steps and Potential
bidders (Email/Form/ERP)
Submissions
Evaluation
(Email/Form/ERP)
Owner
BU
Sharing approved request with
Procurement (Email/Form/ERP)
Owner
Proc.
RFx Publish
(Email/Form/ERP)
Owner
BU
Agreement and Signing stage by
CEO
Owner
Proc.
PO issuance and approval by
CEO (Email/Form/ERP)
Awarding Stage and
approvals (Email/Form/ERP)
Procurement Startup Steps
4. RFx Definitions and Steps
•RFI stand for Request for Information.
•RFI applicable for projects need to be defined from all aspects (solutions & value) with no liability on Publisher side.
RFI
•RFQ stand for Request for Quotation.
•RFQ applicable for:
•Budgetary prices quotation from market.
•Binding if the request clear and from the shelf and need only inputs from the suppliers to put prices without any change
on specifications.
RFQ
• RFP stand for Request for Proposal.
• RFP applicable for:
• Projects that need to segregate the responses form the suppliers into to separate documents (Technical and
Commercial), in order to provide us with proposed solution may fit with RFP requirements, and there are certain level
for awarding must be followed:
Any Project valued shall be approved by VP/CxO of BU/Procurement and finally approved by CEO.
This shall continue valid until finalizing Financial authority matrix (FAM) and Procurement policy approved by BoD
(This shall follow Delegation authority and Contract of association).
RFP
4
5. Initial OD
Procurement
Process and
Policy
Governance
Procurement
D2D Operations
Procurement
Automation
Synergy and
Centralization
Procurement will arrange and organize as per
Company structure the needed vacancies, and to
start creating division and Buyer responsibilities
for each vacancy.
For Example:
• Partner/Vendor Relationship Management.
• Supply Chain Management.
• Technical Procurement.
• Commercial Procurement.
• TAWAL Synergy Procurement.
• Procurement Engineering.
Initial OD Procurement
Procurement Department Structure
5
6. Initial OD
Procurement
Process and Policy
Governance
Procurement
D2D Operations
Procurement
Automation
Synergy and
Centralization
Procurement will arrange and organize as per
Company structure the needed Type of process ,
procedures, and policy, and to start creating
practical steps for each documents.
Example of general process:
• Procurement Policy
• PR to PO
• Strategic Sourcing
• Procurement Planning
• Procurement Saving
• Supplier Registrations
• Supplier Performance and Evaluation
Process and Policy Governance
Procurement Structuring
6
7. Initial OD
Procurement
Process and
Policy
Governance
Procurement
D2D Operations
Procurement
Automation
Synergy and
Centralization
Procurement shall start with fundamental projects
received from BUs in order to remain the company
productivity are on the target level and then we could
gradually emphasize on project level together with all
the main pillars:
Example of fundamental projects:
• B2S, MSP, Colocation, ..etc.
• Consulting Projects.
• T&I and administration services.
Procurement Day To Day
Operations
Procurement Structuring
7
8. Initial OD
Procurement
Process and
Policy
Governance
Procurement
D2D Operations
Procurement
Automation
Synergy and
Centralization
Procurement Department shall identify list of projects that
TAWAL HQ office has more leverage and power, better
prices and conditions to be shared and procured from
centralize in TAWAL HQ to gain more benefits and saving
in respective to CAPEX and OPEX.
Example of fundamental & core business projects/items:
• Same as MSP, Batteries, Tower, DC system, Generator,
OD, …etc.
Synergy and Centralization
Procurement Structuring
8
9. Initial OD
Procurement
Process and
Policy
Governance
Procurement
D2D Operations
Procurement
Automation
Synergy and
Centralization
Procurement shall start in parallel with all the above
pillars to procure automated system in order to
systemize all the procurement activities through one
gate aligning between internal stakeholders and
external parties/bidders.
TAWAL HQ office “General Procurement Department“
are participating in all activities through Oracle Vision
cloud version (ERP system) with TAWAL subsidiaries.
Procurement Automation
Procurement Structuring
9
