The Procurement Intake Form serves as the primary document for initiating procurement processes in Nigerian organizations, whether public or private. This document is required whenever a department needs to procure goods, works, or services above a specified threshold value. It ensures compliance with the Public Procurement Act 2007 and related regulations while maintaining internal control and documentation standards. The form captures critical information including technical specifications, budget confirmation, timeline requirements, and evaluation criteria, serving as the foundation for subsequent procurement activities. It requires input and approval from various stakeholders including the requesting department, procurement team, finance department, and appropriate approval authorities based on the procurement value and type.
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1. Requesting Department Information: Details of the department initiating the procurement request, including department name, contact person, and date of request
2. Project/Requirement Overview: Brief description of the procurement need, including project title and purpose
3. Budget Information: Financial details including estimated cost, budget code, and confirmation of budget availability
4. Procurement Classification: Categorization of the procurement (goods/works/services) and procurement method recommended
5. Technical Requirements: Detailed specifications of goods/services required, including quantity, quality standards, and delivery requirements
6. Timeline Requirements: Expected delivery dates, project milestones, and any critical deadlines
7. Evaluation Criteria: Proposed criteria for evaluating suppliers/contractors, including technical and commercial requirements
8. Risk Assessment: Identification of potential risks and proposed mitigation measures
9. Approval Requirements: Required authorization levels based on procurement value and type
1. Local Content Considerations: Section to be included when procurement falls under Local Content Act requirements
2. Environmental Impact Assessment: Required for procurements with potential environmental implications
3. Security Requirements: To be included for sensitive or high-security procurements
4. Previous Procurement History: Include when similar items/services have been procured before
5. Market Analysis: Optional section for complex or high-value procurements requiring market research
6. Sole Source Justification: Required only when requesting single-source procurement
1. Technical Specifications Sheet: Detailed technical requirements and specifications for the goods/services
2. Cost Breakdown Template: Standardized format for detailed cost analysis
3. Evaluation Matrix: Template for scoring and comparing potential suppliers
4. Required Documentation Checklist: List of mandatory documents needed from suppliers
5. Approval Workflow Chart: Visual representation of the approval process and authorities
6. Timeline Schedule: Detailed procurement timeline with key milestones and deadlines
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