Inquiry procurement is one of the government procurement methods stipulated in the Government Procurement Law. It is mainly suitable for government procurement projects with uniform goods specifications and standards, sufficient supply and small price changes. It can not only meet the procurement needs of few procurement units, small amount and tight time requirements, but also effectively save the cost of procurement process. For some centralized procurement institutions in poverty-stricken areas and small and medium-sized cities with small procurement scale, relatively few procurement tasks and difficult implementation of bidding methods,
In order to fully embody the principles of openness, fairness, justice, competition and efficiency, as a centralized procurement institution, the complete inquiry procurement process should generally be divided into six stages.
First, the inquiry preparation stage
At this stage, the following steps should be taken:
(A) procurement project analysis
After accepting the procurement project entrusted by the procurement unit, the centralized procurement institution shall comprehensively analyze the procurement project plan and procurement plan put forward by the procurement unit from the aspects of capital, technology, production and market, so as to make preparations for determining the scientific procurement plan and complete procurement project list.
(two) to formulate procurement plans and determine the list of procurement projects.
After the analysis and demonstration of the procurement plan, the centralized procurement institution shall demonstrate and analyze the feasibility of the procurement project in conjunction with the procurement unit and experts from relevant parties. When necessary, organize relevant parties to conduct on-site inspection of the purchasing unit, formulate the final purchasing plan, determine the final purchasing project list, and clarify the relevant technical and commercial requirements.
(3) Ask in writing.
Centralized procurement institutions should combine the characteristics of the project, according to the project analysis and demonstration, procurement project list and related technical requirements to prepare inquiry. A complete inquiry form should mainly include the following contents:
1. Inquiry announcement or quotation invitation letter: including the introduction and contents of the procurement project, the qualification requirements of the quotation unit, the way and time for the quotation unit to obtain the inquiry book, the price of the inquiry book (if any), the quotation time requirements, the quotation place, quotation method, contact person and contact information, etc.
2. Requirements of procurement projects: including basic information of procurement unit, detailed contents and requirements of procurement projects, list of procurement projects and related technical requirements, qualification of quotation unit, special terms and conditions of contract, etc.
3. Description of the quotation unit: including the main contents of the inquiry book, the implementation process and specific requirements of the project, the requirements for the quotation unit, the format and content of the quotation book, the quotation method and time requirements, the evaluation methods and principles of the quotation book, the methods and principles of determining the transaction and the method of awarding the contract.
4. Contract format: including the main terms of the contract, project schedule, construction period, content and payment method of the contract price, rights and obligations of both parties to the contract, acceptance criteria and methods, liability for breach of contract, dispute settlement method, effective mode and validity period, and other business requirements.
5. Format of quotation documents: mainly including quotation book (or quotation letter), quotation sheet, description of main equipment and services, qualification documents and service commitments of the quotation unit and related contents.
(4) Inquiry confirmation
After the compilation of the inquiry book is completed, it must be sent to the purchasing unit for review and confirmation, and can be officially printed only after it is signed and sealed by the legal representative or authorized client of the purchasing unit.
(5) Inviting suppliers
Invite relevant suppliers to participate in the quotation according to the supplier qualification conditions and invitation methods determined in the inquiry book. Inviting suppliers can take the form of open invitation and limited invitation.
1. Open invitation refers to the way of publicly disclosing procurement information, issuing an inquiry announcement (or an invitation for quotation) and inviting interested suppliers to come to quote in the government procurement information release media designated by the government procurement management organ (Ministry of Finance or provincial and municipal finance departments).
The second is the limited invitation method, which refers to a way of randomly selecting more than three related suppliers from the government procurement supplier information database and inviting them to come to quote by sending a written invitation letter.
(6) Pre-qualification.
Pre-qualification of suppliers who are interested in participating in the quotation is mainly to review the relevant qualification documents submitted by them, including basic qualification examination and professional qualification examination. If limited invitation is adopted, pre-qualification is not required.
(7) Send an inquiry form.
Send inquiry letters to suppliers who have passed the qualification examination and meet the project requirements.
(8) set up an inquiry group.
The inquiry team is mainly responsible for the independent evaluation of quotations provided by suppliers in accordance with the provisions of the inquiry book. The inquiry team is generally composed of representatives of purchasing units, centralized purchasing institutions and relevant experts, with an odd number of members of more than three, of which the number of experts should account for more than two-thirds.
(nine) to formulate evaluation methods and documents.
The bid evaluation methods and documents are the relevant materials used by members of the inquiry team in the bid evaluation process and the centralized procurement institutions in the process of determining the transaction, including bid evaluation standards, bid evaluation methods, principles for determining the transaction, etc.
Second, the inquiry and evaluation stage.
At this stage, the following steps should be taken:
(1) public quotation
Each supplier shall submit the quotation documents to the centralized procurement organization within the specified time, and submit the irrevocable final quotation in the quotation documents at one time to ensure fair competition. Quotation documents are required to be submitted in a sealed manner, and fax or telephone quotations are generally not accepted. After the quotation document is submitted, the supplier shall not modify the quotation document.
The centralized procurement institution shall designate a special person (at least two people) to receive the quotation documents before the deadline for quotation, and keep them properly, and refuse to accept the quotation submitted after the deadline.
After the quotation deadline, the centralized procurement institution shall hold a public ceremony to publicly quote the quotation sheet in the quotation documents provided by each supplier.
Invite procurement units, suppliers, supervisors (discipline inspection and supervision organs or government procurement supervision and management institutions) and technical experts from relevant parties to participate in the public quotation ceremony, and members and staff of the inquiry team should also participate in the public quotation ceremony.
(2) The inquiry team reviews the quotation documents.
All members of the inquiry team review the supplier's quotation documents, mainly reviewing the completeness of each quotation document, the complete responsiveness to the procurement plan, the qualifications of the quotation unit and the conformity of qualifications. , so as to judge the validity of the quotation document.
In the evaluation process, we should ensure that every quotation document is treated fairly.
(3) The inquiry team conducts comprehensive evaluation.
The inquiry team shall comprehensively evaluate the quotations of all suppliers, mainly based on the inquiry, evaluation methods and documents and the pre-set criteria for evaluating transactions, so as to ensure that the quotations submitted by all quotation units are treated fairly.
In the process of review and comprehensive evaluation of quotation documents, the inquiry team shall not negotiate with suppliers on their quotations.
(four) the inquiry team recommended suppliers before the transaction.
According to the comprehensive evaluation, the inquiry team selects the pre-determined supplier list.
Under normal circumstances, the supplier who clinches a deal should be the supplier who meets the procurement requirements, has the same quality and service, and has the lowest quotation.
(five) the inquiry team issued a report on the results of the inquiry.
The inquiry team shall issue an inquiry result report to the centralized procurement institution. The inquiry result report mainly includes: the date and method of issuing the inquiry announcement (invitation for inquiry), the list of suppliers who responded to the inquiry and obtained the inquiry, the quotation and the date and place of bid evaluation, the list of members and staff of the inquiry team, the quotation record, the bid evaluation method and standard, the qualification and compliance review of the quotation, the list of suppliers whose quotation is invalid and their reasons, the bid evaluation record, the comprehensive evaluation, and the suggestion of the inquiry team to determine the pre-transaction.
(6) Identify suppliers.
According to the inquiry result report of the inquiry team and the list of pre-clinching units selected by the centralized procurement organization, the supplier who finally clinches the deal is determined according to the inquiry book, bid evaluation methods and documents and the pre-determined clinching principle.
(seven) issued a notice of inquiry results.
The centralized procurement institution issues an inquiry result notice (transaction notice) to the clinched supplier, and informs all suppliers participating in the quotation of the bid evaluation result.
The notice of inquiry result (transaction notice) should also be copied to the purchasing unit and copied to the government procurement supervision and management institution for the record.
The transaction results shall be announced in the designated media.
(8) Signing a procurement contract
Centralized procurement institutions shall, within the time specified in the inquiry, organize the supply and demand sides (transaction suppliers and procurement units, the same below) to conduct technical and commercial exchanges and sign procurement contracts through consultation.
The negotiation and signing of procurement contracts shall follow the principles of openness, fairness, impartiality, honesty and credibility, and mutual benefit, and strictly abide by the relevant laws and regulations of the state and the relevant provisions of the government procurement system.
The negotiation and signing of the procurement contract shall be conducted in strict accordance with the inquiry, supplier quotation documents and other related contents, and shall not violate the inquiry result and transaction price.
The procurement contract is signed by the supplier and the buyer, and the centralized procurement agency is the confirmation party of the contract. After the contract formally signed by both parties is examined and confirmed, it shall be notarized by a notary office and reported to the government procurement supervision and administration organ for the record.
Third, the project implementation stage
Project implementation stage, that is, contract performance stage. At this stage, the supply and demand sides perform their respective responsibilities and obligations under the supervision of centralized procurement institutions according to the effective procurement contracts; During the performance of the contract, changes are generally not allowed. If any change is needed, it shall be settled through negotiation between the supplier and the buyer according to the relevant terms of the contract, and reported to the centralized procurement institution for review and confirmation according to the contract signing procedure. Negotiations involving major changes shall be applied by both the supply and demand sides and organized by centralized procurement institutions; A written supplementary agreement shall be signed for the change by consensus.
Fourth, the project acceptance stage
After the completion of all projects, in order to test the procurement results and the performance of suppliers, the overall acceptance of project completion should be organized. The basis of acceptance is the contract of the project and the relevant national quality standards (the basis and standards of acceptance should be agreed in the contract in advance).
The completion acceptance is generally organized by the purchasing unit; For some large or complex projects, a project acceptance team should be formed by centralized procurement institutions, and the acceptance team will conduct acceptance; For some special projects, we should apply to the relevant quality inspection departments at or above the provincial level with inspection qualifications for acceptance.
The acceptance procedure of centralized procurement institutions should be as follows: the supplier (transaction supplier) first submits an acceptance application report to the buyer (procurement unit), and the supplier reviews the acceptance application report submitted by the buyer and conducts a preliminary inspection of the completed project. If it is confirmed to be qualified, it shall sign and seal the acceptance application report and send it to the centralized procurement agency for review; If the centralized procurement institution meets the acceptance conditions after examination, it shall form an acceptance team to organize the acceptance. The acceptance team is generally composed of representatives of the supply and demand sides, representatives of centralized procurement institutions, representatives of relevant quality inspection institutions and relevant technical experts (the number of experts is not less than two thirds of the total number).
If the project is accepted, the procurement unit or the acceptance team will issue the project completion acceptance report, which will be signed by the members of the acceptance team and stamped with the official seals of both the supplier and the buyer, the centralized procurement agency and the relevant quality inspection agencies. Once the acceptance report is formed, it will take effect and be equally binding on the supplier and the buyer. If the acceptance is unqualified, the supplier shall make rectification within a time limit. After the rectification is qualified and meets the acceptance conditions, the acceptance team will organize the acceptance.
Five, the purchase settlement and procurement documents sorting stage
(1) Purchase settlement
After the acceptance of the project, the centralized procurement institution shall handle the contract payment procedures according to the acceptance report and the payment terms and methods stipulated in the procurement contract; The management department of government procurement funds shall pay the procurement funds to the suppliers in accordance with the payment procedures of centralized procurement institutions, and carry out the settlement and accounting treatment of government procurement funds.
(2) Arrangement of procurement documents
Centralized procurement institutions shall, in accordance with the relevant provisions of the government procurement law on the management of procurement documents, sort out the documents and materials of the whole process of inquiry procurement, collect procurement files, and regularly summarize and report the government procurement information.
Six, after-sales service stage
This stage is the last stage of inquiry procurement activities. At this stage, the supply and demand sides should continue to perform their respective responsibilities and obligations in accordance with the contract; Centralized procurement institutions shall, in accordance with the provisions of the government procurement system and the terms of the contract, coordinate and solve the disputes between the two parties in the process of contract performance in a timely manner, and supervise and inspect the performance of the contract by both parties, especially the after-sales service of suppliers, until the contract expires.
In the whole implementation process of inquiry procurement, centralized procurement institutions and procurement units should consciously accept the supervision of discipline inspection and supervision, government procurement supervision and management departments, and should also be notarized when necessary.