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2.2 Terms
Term Definition
Approved
Supplier Frame Contract
Authorized
Procurer
Category
Contract
Business
Owner
Direct
Spend
Four-
eyes-
principle
3 Responsibility
The Hotelkeeper of each xxx organization shall implement this policy in the
respective organization and shall monitor compliance with this policy .
Functional responsibility for implementation of this policy may be delegated
by the Hotelkeeper to local management . Such delegation shall be
documented appropriately . Every xxx organization must design their local
processes and procedures to meet the minimum principles of this policy.
All xxx employees executing procurement activities shall apply the principles
laid out in this policy. All other relevant procurement procedures as well as all
applicable local laws and external regulations must be applied.
The Authorized Procurer is any xxx employee who performs a procurement role
within the procurement process. The Authorized Procurer is authorized by local
management and responsible for defined activities related to finding , selecting
and maintaining suppliers or buying goods and services for xxx . The
Authorized Procurer may be authorized for the whole source-2-pay process or
be authorized for some activities of this process only. Likewise, the
Authorized Procurer can be authorized to conduct
activities of this process for the whole spend of its organization , or only for
some defined goods or services . Authorized Procurers may belong to a
Procurement I Sourcing/Purchasi ng/Buying Department but can also belong to
other departments.
5 Basic Principles
Authorized Procurers at xxx strive to meet the demands of internal
business partners and suppliers by:
Ensuring that goods and services are provided on time, in quality and
in line with regulatory and social requirements.
• Enabling continuous supplier innovation, competitive conditions and
process efficiency.
• Managing Total Cost of Ownership (TCO) for all direct spend and CAPEX.
• Improving working capital by effectively managing payment conditions
and consignment stocks.
All suppliers must abide to the fundamental principles set forth in the xxxi
Suppliers Code of Conduct (SCoC ). Any deviations from the Supplier Code of
Conduct (see References in chapter 9) shall be documented by the Authorized
Procurer , commitments to the suppliers own codes that impact xxxi processes
require prior approval by Corporate Compliance . If xxx commits to a Code of
Conduct owned by a supplier this shall be published in the xxx intranet.
5.3 Confidentiality
Information related to a supplier that has been obtained through procurement
activities, including pricing, terms and conditions, must be treated as
confidential and may only be used for the purpose of procurement activities.
Each unit shall implement adequate processes to safeguard such confidentiality
and abide by any confidentiality obligations under contractual agreements (i.e.
CDA with a supplier).
6 Procurement Organization
Procurement of xxxis either centrally managed or locally managed.
Source-2-Contrect
Demand may arise from different sources such as sales or budget plans, new
projects (e.g.I&D/ R&D projects), or ad-hoc. This demand, based on a given
business need, shall be reported to the Authorized Procurer. The objective is to
achieve transparency of all business requirements and be able to evaluate
whether xxx has an existing supplier and/or contract in place to cover the
identified demand.
Demand description
For centrally managed spend (see section 6), the global divisional
procurement organizations are responsible for defining the sourcing
strategy . For Lead Buying categories, a formal, written sourcing strategy
must be documented (see also gSOP- MM-005).
• Scope (demand definition, target state e.g. single vs. multiple sourcing),
Market analysis,
Risk assessment, Make-or-buy analysis,
• Supplier capability assessment.
7.1.3 Tendering
The major outcome of the sourcing strategy is the bidder list of suppliers,
which shall be invited to the tender event. A tender event defines the process
of receiving proposals, quotations and cost estimates from the selected
suppliers. It builds the basis for the comparison of the initial quotations and
future negotiations. Two types of tender events can be applied:
Demand Type
one-time-buy
demands
Value Threshold
to be defined
to be defined
to be defined
to be defined
- --
Minimum Number of Quotations Required
x
x
x
recurring
to be defined x
demands
to be defined x
Figure 2:Threshold Temp late for the Minimum Number of Quotations Required
Revised quotations or supplemental documents requested by xxx as part of the
negotiation process shall be submitted in writing.
The technical and commercial evaluation should be clearly separated into two
independent evaluations parts.
7.1.4 Negotiation
xxx may enter into negotiations with its suppliers to achieve the optimal level
of contractual conditions which are economically advisable. Negotiations shall
be led by the Authorized Procurer and aligned with the internal business
partners . All suppliers who meet the predefined criteria should be invited to
the negotiation in order to ensure fair competition . During the negotiation all
aspects of the demand must be clarified and taken into account . The
negotiation results shall provide a clearly structured overview of the different
options from business requirements and commercial aspects which are used for
the supplier awarding.
The type of negotiation (e.g. personal, electronic, auction etc.) shall be decided
by the Authorized Procurer taking into consideration the most efficient and
effective process.