The Procurement Unit of Olorunda Local Council Development Area is responsible for managing and overseeing the acquisition of goods, services, and works needed for the council’s operations. Here are the key functions of the Procurement Unit:
Planning and Budgeting: Preparing procurement plans that align with the council’s budget and objectives. This involves identifying the needs of various departments and ensuring that procurement activities are budgeted for and scheduled accordingly.
Tendering and Bidding: Managing the tendering process, which includes advertising procurement opportunities, inviting bids from suppliers, evaluating proposals, and awarding contracts. The unit ensures that this process is transparent, competitive, and in line with relevant procurement laws and regulations.
Contract Management: Overseeing the execution of contracts awarded to suppliers, contractors, and service providers. This includes ensuring that the terms of the contracts are met, monitoring performance, and addressing any issues that arise during the implementation of the contracts.
Supplier Relationship Management: Building and maintaining relationships with suppliers and service providers. The unit ensures that suppliers are reliable, deliver quality goods and services, and adhere to agreed timelines.
Compliance and Legal Requirements: Ensuring that all procurement activities comply with the Lagos State Public Procurement Law and other relevant regulations. The unit also ensures that procurement processes are conducted ethically and transparently to avoid fraud and corruption.
Documentation and Record Keeping: Maintaining accurate and comprehensive records of all procurement activities, including contracts, bids, and transactions. Proper documentation helps in audits, ensures accountability, and provides a reference for future procurements.
Quality Assurance: Ensuring that the goods and services procured meet the required standards and specifications. The unit works with other departments to verify the quality and suitability of the items procured before they are accepted and paid for.
Inventory Management: Collaborating with the stores or inventory unit to manage the storage and distribution of goods procured by the council. This includes keeping track of stock levels and ensuring that supplies are available when needed.
Cost Management: Negotiating with suppliers to obtain the best value for money, ensuring that the council’s resources are used efficiently. The unit works to minimize costs while maintaining the quality of goods and services procured.
Reporting: Preparing regular reports on procurement activities, including expenditures, savings, supplier performance, and contract status. These reports are usually presented to the council management for review and decision-making.
Risk Management: Identifying and mitigating risks associated with procurement, such as delays, cost overruns, and supply chain disruptions. The unit develops strategies to minimize these risks and ensure that procurement processes run smoothly.
The Procurement Unit plays a critical role in ensuring that Olorunda local council can carry out its functions effectively by providing the necessary resources in a cost-effective, transparent, and efficient manner.