Iibsashada (procurement)

Waxa guddiyadu raadiyaan

• Habka iibsashada waxaad ku doorataa qiimaha, khatarta iyo suuqa, waadna sharxi kartaa sababta: RFQ, tender ama iibsasho toos ah, ee ma aha kan ugu dhakhsaha badan oo keliya.
• Alaab-qeybiye kasta si isku mid ah ayaad ula dhaqantaa: hal shuruud farsamo, hal waqti-xaddid, macluumaad isku mid ah oo dhammaan la siiyo, iyo dalabyo uu guddi wada furo.
• Isku-dhac dano kasta goor hore ayaad qoraal ku sheegtaa, go'aankana waad ka baxdaa. Qoyska, saaxiibada iyo shuraakada ganacsiga dhammaantood way ku jiraan.
• Galkaagu sheekada oo dhan ayuu sheegaa adiga la'aantaa: baahida, habka, dalabyada, qiimeynta, go'aanka cidda ku guulaysatay, qandaraaska, keenista iyo lacag-bixinta. Hanti-dhawruhu waa inuusan weligii u baahan inuu ku soo waco.
• Waxaad raadisaa value for money (qiimaha ugu fiican ee lacagta), ee ma aha qiimaha ugu jaban oo keliya: tayada, waqtiga keenista, dammaanadda iyo kharashka isticmaalka ayaa sidoo kale muhiim ah.
• Waxaad ahaataa edeb leh oo adag marka lagu cadaadiyo: maareeyayaal alaabta berri rabaa iyo alaab-qeybiyeyaal doonaya inay ku guulaystaan.

Su'aalaha ay weydiiyaan

1. 1“Sidee baad u go'aamisaa habka iibsashada ee la isticmaalayo?”

   Sababta ay u weydiiyaan: Waxay hubinayaan inaad taqaan hababka iyo xadadka, iyo in habku raaco qiimaha iyo khatarta, ee uusan raacin waxa adiga kuu fudud.

   Sida looga jawaabo

   • Ka bilow qiimaha guud ee la qiyaasay ee baahida oo dhan, mashruuca ama sannadka, ee ma aha hal dalab.
   • Isbarbardhig buugga hannaanka hay'addaada: qiimaha yar iibsasho toos ah ama hal qiimo-bixin, qiimaha dhexe RFQ, qiimaha sare ama kuwa adag ITB ama RFP.
   • Si cad u sheeg in tirooyinku ay ku kala duwan yihiin hay'adda iyo deeq-bixiyaha, iyo inaad raacdo buugga, ee aadan raacin xusuustaada.
   • Sharax xaaladaha gaarka ah: hal alaab-qeybiye ama degdeg dhab ah waxay maraan ka-dhaafid qoraal ah oo qof kaa sarreeya oggolaaday.

   I start by estimating the total value of the need for the whole project, not one order, because splitting a need to stay under a threshold is not allowed. Then I open our procurement manual. At my last organisation, small purchases needed one quotation, middle values needed an RFQ to at least three suppliers, and large or complex purchases went to an open tender, advertised in the newspaper and online. When only one supplier could provide a spare part for our generator, I did not choose the method myself. I wrote a waiver with the reason and a short market check, and the country director approved it.

2. 2“Noo sheeg sidaad u maamushay qiimeyn dalabyo, ama sidaad u maamuli lahayd.”

   Sababta ay u weydiiyaan: Waxay rabaan inay arkaan hannaan cadaalad ah oo diiwaangashan: shuruudo la go'aamiyey ka hor intaan dalabyadu imaan, guddi, heerar cad iyo warbixin la saxiixay.

   Sida looga jawaabo

   • Shuruudaha iyo miisaankooda (weights) waxaa lagu qoraa dukumentiga tender-ka ka hor inta dalab la helin, kadibna lama beddelo.
   • Guddigu dalabyada wada furaa, diiwaanka furitaankana waxaa ku qoran dalab-bixiye kasta iyo qiimihiisa.
   • Heer heer u qiimee: dukumentiyada maamulka marka hore, kadib farsamada, kadibna maaliyadda. Xubin kastaa marka hore keligii ayuu dhibco bixiyaa.
   • Ku dhammee warbixin qiimeyn iyo talo-soo-jeedin sababeysan, oo xubin kastaa saxiixay.

   At an INGO in Garowe I was secretary of the evaluation committee for a tender to buy water tanks. The criteria and their weights were in the tender document before any bid arrived. We opened the bids together and signed an opening record with every bidder and price. First we checked the administrative documents, and two bidders were out because their business registration was missing. Each member then scored the technical offers alone, and only after that did we look at prices. I wrote the evaluation report with a reason for every score, and all three members signed it before it went for approval.

3. 3“Value for money maxay kula tahay adiga?”

   Sababta ay u weydiiyaan: Waxay hubinayaan inaadan isku qaldin jaban iyo wanaagsan, iyo inaad tayada ku darto shuruudaha ka hor intaan dalabyadu imaan, ee aan ka dib ahayn.

   Sida looga jawaabo

   • Si fudud u qeex: isku-darka ugu fiican ee qiimaha, tayada iyo kharashka guud ee inta shaygu shaqaynayo.
   • Tusaale dhab ah bixi oo uu dalabka ugu jaban goor dambe ku kallifi lahaa lacag badan: shidaal, dayactir, qalab beddel ah, keenis daahday.
   • Muuji in value for money sidoo kale tahay tartan cadaalad ah iyo go'aan aad hanti-dhawrka ku difaaci karto.

   For me, value for money is the best mix of price, quality and total cost over time, not the lowest quotation. When we bought generators for health centres, the cheapest offer had a short warranty and no spare parts in the country. Because we had already put warranty, fuel use and after-sales service in the evaluation criteria, the committee could choose a slightly more expensive model with a service agent in Hargeisa. The criteria were written before the bids arrived, so the decision was fair, and it was easy to explain when the auditors asked.

4. 4“Shirkad uu leeyahay qof qaraabadaa ah ayaa soo dirtay qiimo-bixin. Maxaad samaynaysaa?”

   Sababta ay u weydiiyaan: Tani waa hubin daacadnimo. Waxay rabaan inay maqlaan inaad isku-dhaca danaha qoraal ku sheegto oo aad ka baxdo, ee aadan qarin ama aadan si qarsoodi ah dalabka uga saarin.

   Sida looga jawaabo

   • Qoraal ugu sheeg maareeyahaaga isla marka aad ogaato, ka hor inta qiimeyntu bilaaban.
   • Ka bax go'aan kasta oo iibsashadaas ku saabsan; shaqaale kale ayaa guddiga kaaga beddelaya.
   • Dalabka adigu ha ka saarin: siyaasadda hay'adda ayaa go'aamisa haddii shirkaddu weli tartami karto, galkuna wuxuu diiwaangeliyaa waxa dhacay.

5. 5“Sidee baad u hubisaa in alaab-qeybiye uu yahay mid dhab ah oo lagu kalsoonaan karo?”

   Sababta ay u weydiiyaan: Waxay hubinayaan baadhitaanka alaab-qeybiyeyaasha (due diligence): shirkado been ah ama isku xiran, hubinta liisaska cunaqabataynta, iyo in alaab-qeybiyuhu runtii keeni karo.

   Sida looga jawaabo

   • Hubi shatiga ganacsiga iyo dukumentiyada diiwaangelinta, weydiina tixraacyo (references) macaamiil kale.
   • Booqo dukaanka ama goobta haddii ay suurtagal tahay, weydiina kaydka, shaqaalaha iyo qandaraasyo hore oo cabbir la mid ah.
   • Shirkadda iyo milkiilayaasheeda ka hubi liisaska cunaqabataynta ee hay'addaadu iyo deeq-bixiyuhu dalbadaan.
   • Ka feejignow calaamadaha khatarta ee qiimo-bixinnada: isla lambar taleefan, far-qoris ama qalad higgaad oo ku jira shirkado 'kala duwan'.

   Before a supplier joins our list, I check the business licence, ask for two client references and, where I can, visit the shop or yard. Our compliance officer screens the company and its owners against the sanctions lists the donor requires. During each RFQ I also look at the quotations themselves. Once, two companies with different names had the same phone number and the same spelling mistake on their letterheads. I reported it to my manager, the committee rejected both, and we added a check of contact details to our vetting form.

6. 6“Goorma ayaad isticmaashaa amar iibsasho (PO), goormase waxaad u baahan tahay qandaraas?”

   Sababta ay u weydiiyaan: Waxay hubinayaan inaad fahantay waxa dukumenti kastaa hay'adda ku xidho, iyo inaad qandaraasyada maamusho saxiixa ka dib.

   Sida looga jawaabo

   • PO wuxuu ku habboon yahay alaab fudud oo hal mar ah oo shuruudo caadi ah leh: shayga, tirada, qiimaha, taariikhda iyo goobta keenista.
   • Qandaraas wuxuu ku habboon yahay adeegyo, dhismayaal, lacag-bixin marxalado ah, keenis dheer ama iibsasho soo noqnoqota oo framework agreement ku hoos jirta.
   • Magacaw qodobbada muhiimka ah: baaxadda shaqada, qiimaha, shuruudaha lacag-bixinta, keenista, ganaaxa dib-u-dhaca, joojinta iyo qodobbada ka-hortagga musuqmaasuqa.
   • Ku dar inaad haysato diiwaan qandaraasyo oo aad la socoto keenista iyo taariikhaha dhammaadka.

7. 7“Sidee baad galalka iibsashada ugu diyaarisaa hanti-dhawr?”

   Sababta ay u weydiiyaan: Hanti-dhawruhu iibsashada ayuu marka hore baadhaa. Guddigu wuxuu rabaa inuu arko in galalkaagu dhammaystiran yihiin, habaysan yihiin, oo daacad ka yihiin wixii hannaanka ka leexday.

   Sida looga jawaabo

   • Hal gal iibsasho kasta, lambar leh, oo xagga hore ku leh liis hubin ah oo sheegaya dukumenti kasta oo ay tahay inuu gudaha ku jiro.
   • Dukumenti kasta oo la saxiixay oo taariikh leh, warqad iyo scan, oo la hayo inta deeq-bixiyuhu dalbado.
   • Qoraal la saxiixay (note to file) wax kasta oo aan caadi ahayn: dalab daahay oo la aqbalay, tiro la beddelay, ka-dhaafid.

   I keep one file per procurement, named by its reference number. A checklist on the front lists every document: request, method, RFQ or tender notice, all bids, the opening record, evaluation report, approval, PO or contract, GRN, invoice and payment proof. When something unusual happens, such as a supplier asking to change the delivery date, I write a short note to file, and my manager signs it. Everything is scanned into a shared folder with the same number. Before our last donor audit I checked every file against the checklist, and the auditors did not have to ask me for anything missing.

8. 8“Xeerarka iibsashada ee deeq-bixiyeyaasha keebaad la shaqaysay?”

   Sababta ay u weydiiyaan: Waxay hubinayaan daacadnimada iyo wacyiga. Guddiyo badan waxay doorbidaan inay maqlaan waxa aad runtii taqaan intii ay maqli lahaayeen liis magacyo deeq-bixiyeyaal ah.

   Sida looga jawaabo

   • Magacaw oo keliya deeq-bixiyeyaasha aad runtii xeerarkooda dabaqday, sheegna waxaad ku samaysay.
   • Muuji inaad taqaan fikradaha guud: tartan, daah-furnaan, alaab-qeybiyeyaal xaq u leh, oggolaansho hore oo iibsashada waaweyn, iyo kaydinta diiwaannada.
   • Sheeg in deeq cusub marka ay timaado aad marka hore akhrido qodobka iibsashada ee heshiiska, oo aad dabaqdo xeerka ka adag marka xeerka deeq-bixiyaha iyo kan gudaha ay kala duwan yihiin.

Tusaalooyinka jawaabaha waa English, luqadda guddiyada badankoodu isticmaalaan. Adigu erayadaada ku sheeg.

Mawduucyada dib u eeg

• Procurement cycleTallaabooyinka laga soo bilaabo baahida ilaa xidhitaanka galka: baahida iyo miisaaniyadda, qorshaha iibsashada, habka, codsiga dalabyada (RFQ ama tender), qiimeynta, go'aanka cidda ku guulaysatay, PO ama qandaraas, keenista iyo qaabilaadda, lacag-bixinta, kaydinta. Waxaa laga yaabaa inay kaa codsadaan inaad kala horreysiiso ama aad sheegto halka khatartu ugu badan tahay.
• Procurement planLiis waxa la iibsanayo inta mashruucu socdo ama sannadka, oo leh qiimayaal la qiyaasay, habab iyo taariikho. Wuxuu kuu oggolaanayaa inaad isku geyso baahiyaha isku midka ah, aad ka fogaato kala-jarista, oo aad goor hore bilowdo tender-yada dheer.
• Procurement thresholdsHeerar qiime oo go'aamiya habka, oo ku qoran buugga hannaanka hay'ad kasta, mararka qaarna deeq-bixiyuhu dejiyo. Qiyaastu waxay daboolaysaa baahida oo dhan. Ogow sida xadadku guud ahaan u shaqeeyaan, hana u sheegin tirooyinka hal hay'ad sidii xeer dhammaan khuseeya.
• RFQ (request for quotations)Codsi qoraal ah oo loo diro alaab-qeybiyeyaal dhowr ah, loona isticmaalo alaab caadi ah oo shuruud farsamo cad leh. Isla shuruudda, isla waqti-xaddidka, qiimayaashana waxaa lagu isbarbardhigaa xaashida falanqaynta dalabyada. Badanaa qiimaha dhexe ayaa loo isticmaalaa.
• ITB / open tenderMartiqaad dalab (invitation to bid) oo si fagaare ah loo xayaysiiyo, loona isticmaalo alaab ama dhismayaal qiime sare leh ama adag. Dalabyo xidhan, waqti xidhitaan go'an, furitaan guddi, iyo qiimeyn ku salaysan shuruudaha la daabacay.
• RFP (request for proposals)Waxaa loo isticmaalaa adeegyo iyo la-taliyeyaal (consultancy) halkaas oo tayadu la muhiimsan tahay qiimaha. Soo-jeedinta farsamada iyo tan maaliyadda si gooni ah ayay u yimaadaan; qaybta farsamada ayaa marka hore la qiimeeyaa, kadibna qiimayaasha ayaa la furaa.
• Direct procurement / single sourceIibsasho hal alaab-qeybiye laga sameeyo tartan la'aan. Waxaa la oggol yahay oo keliya xaaladaha buuggu sheego, sida qiime aad u yar, degdeg dhab ah ama hal alaab-qeybiye oo keliya oo suuqa ku jira, markasta iyadoo caddayn qoraal ah iyo oggolaansho la socdaan.
• Bid analysis (CBA)Comparative bid analysis (CBA) waxay dalabyada oo dhan dhinac dhinac u dhigtaa: u hoggaansanaanta, qiimaha halkii, wadarta, waqtiga keenista iyo dammaanadda. Wadar kasta adigu hubi; imtixaannadu badanaa waxay qariyaan qalad isku-dhufasho ama dalab aan shuruudda buuxin.
• Evaluation committeeBadanaa saddex qof ama ka badan oo waaxyo kala duwan ka yimid, mid kastaa wuxuu saxiixaa caddayn isku-dhaca danaha. Xubnuhu si madax-bannaan ayay dhibcaha u bixiyaan, xoghayuhu wuxuu qoraa shir-qoraalka iyo warbixinta, qofka oggolaanaya go'aanka ugu dambeeyana badanaa xubin kama aha.
• Conflict of interestXiriir kasta oo saameyn kara, ama u muuqan kara inuu saameeyo, go'aankaaga: qoys, saaxiibo, shuraako ganacsi, shaqo-bixiye hore. Qoraal ku sheeg oo ka bax. Qarintiisu way ka xun tahay jiritaankiisa.
• Supplier due diligenceHubinno la sameeyo ka hor iyo inta lala shaqaynayo alaab-qeybiye: diiwaangelinta iyo shatiga, milkiilayaasha, tixraacyada, awoodda, hubinta liisaska cunaqabataynta, iyo calaamadaha musuqmaasuqa ama heshiis qarsoodi ah oo dalab-bixiyeyaashu dhexdooda ka galeen.
• Framework agreementHeshiis muddo dheer ah oo lala galo hal ama dhowr alaab-qeybiye oo qiimo ama shuruudo go'an leh. Shaqaaluhu kadib waxay bixiyaan dalabyo (call-off orders) iyagoon mar kasta samayn tender cusub. Wuxuu ku fiican yahay shidaalka, qalabka xafiiska, daabacaadda ama dayactirka gaadiidka.

Hawlaha la sameeyo ee laga yaabo in lagu siiyo

1. 1Falanqaynta dalabyada ee Excel (45–60 daqiiqo): saddex ama afar qiimo-bixin oo la isbarbardhigo, badanaa waxaa ku jira wadar qaldan, taariikh keenis oo maqan ama dalab-bixiye aan shuruudda buuxin. Ku tababaro samaynta shax isbarbardhig, hubinta qiimaha halkii × tirada, iyo qorista talo-soo-jeedin laba sadar ah.
2. 2Qor RFQ ama shuruud farsamo 30 daqiiqo gudahood, tusaale alaabta xafiiska ama qalabka nadaafadda (hygiene kits). Ku dar faahfaahinta shayga, tirada, goobta iyo taariikhda keenista, waqti-xaddidka, sida loo soo gudbiyo iyo sida dalabyada loo qiimeyn doono.
3. 3Hel waxa ka maqan gal iibsasho: guddigu wuxuu ku siinayaa gal leh meelo banaan, sida diiwaan furitaan oo maqan, qiimeyn aan la saxiixin ama PO taariikhdiisu ka horreyso oggolaanshaha. U diyaargarow adigoo barta liiska dukumentiyada oo dhan, sida ay u kala horreeyaan.
4. 4Jilitaan (role play): dalab-bixiye ayaa ku soo wacaya inta tender-ku furan yahay si uu su'aal u weydiiyo ama dalabkiisa kuugu 'sharxo'. Ku tababaro jawaabta: su'aaluhu qoraal ayay ku yimaadaan, jawaabtana dhammaan dalab-bixiyeyaasha isla waqtiga ayaa loo diraa.

Khaladaadka ka fogow

• Inaad dhahdo 'had iyo jeer waxaan doortaa kan ugu jaban' adigoon sheegin u hoggaansanaanta, tayada ama value for money.
• Inaad sheegto xadadka hal hay'ad sidii iyagoo meel kasta khuseeya, halkii aad dhihi lahayd waxaan raacaa buugga hannaanka.
• Inaad sheegato aqoon qoto dheer oo xeerarka deeq-bixiye aadan weligaa dabaqin; hal su'aal oo raacda ayaa daaha ka qaadaysa.
• Inaad isku-dhaca danaha u aragto arrin gaar ah oo si qarsoodi ah loo xalliyo, halkii aad qoraal ku sheegi lahayd.
• Inaad sheekada ku joojiso PO-ga: guddiyadu waxay sidoo kale rabaan hubinta keenista, la-socodka qandaraaska, lacag-bixinta iyo kaydinta.

Hubin degdeg ah

5 su'aalood. Mid kasta ka jawaab si aad u aragto sharaxaadda.