The Procurement Intake Form is a crucial document used at the initiation phase of any procurement process in the Netherlands. It serves as the primary tool for capturing and assessing procurement needs while ensuring compliance with Dutch procurement regulations, including the Aanbestedingswet 2012 and related EU directives. This form must be completed before any significant procurement activity can commence, as it helps organizations determine the appropriate procurement route, assess value thresholds, and ensure proper documentation of requirements. The form includes critical information about the procurement need, budget availability, technical specifications, and risk assessments, making it an essential tool for procurement planning and compliance management. The Procurement Intake Form also serves as a control mechanism to ensure that all necessary approvals are obtained and that procurement activities align with organizational strategies and legal requirements.
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Key Requirements PROMPT example:
Procurement Intake Form
"I need a Procurement Intake Form for an IT software system procurement valued at €2 million, with specific emphasis on data security compliance and sustainability requirements, to be implemented by March 2025."
1. Requesting Department Details: Information about the department making the procurement request, including contact person, department name, and cost center
2. Procurement Description: Detailed description of goods/services to be procured, including specifications, quantity, and technical requirements
3. Business Justification: Explanation of why the procurement is necessary and how it aligns with organizational objectives
4. Budget Information: Details of available budget, cost estimates, and funding source
5. Timeline Requirements: Required delivery dates, project milestones, and any critical deadlines
6. Market Analysis: Initial assessment of potential suppliers and market conditions
7. Risk Assessment: Identification of potential risks related to the procurement and proposed mitigation measures
8. Procurement Value: Estimated total value and breakdown of costs to determine applicable procurement thresholds
9. Technical Requirements: Detailed technical specifications and standards that must be met
10. Evaluation Criteria: Proposed criteria for evaluating suppliers and their weightings
1. Sustainability Requirements: Used when specific environmental or sustainability criteria need to be incorporated into the procurement
2. Social Value Considerations: Used when social value elements need to be included in the procurement evaluation
3. Innovation Partnership: Required when the procurement involves development of innovative solutions not available in the market
4. Security Requirements: Used for procurements involving sensitive information or requiring specific security clearances
5. Previous Supplier Information: Include when the procurement is a renewal or replacement of existing contracts
6. Integration Requirements: Used when the procurement needs to integrate with existing systems or processes
7. Training Requirements: Include when the procurement requires supplier training or knowledge transfer
1. Technical Specifications: Detailed technical requirements and specifications document
2. Budget Breakdown: Detailed breakdown of estimated costs and available budget
3. Market Research Report: Results of initial market research and supplier analysis
4. Risk Register: Detailed analysis of identified risks and mitigation strategies
5. Timeline Schedule: Detailed procurement timeline including key milestones and deadlines
6. Evaluation Matrix: Detailed scoring criteria and evaluation methodology
Authors
Relevant legal definitions
Clauses
Relevant Industries
Government and Public Sector
Healthcare
Education
Information Technology
Construction
Manufacturing
Financial Services
Energy and Utilities
Telecommunications
Professional Services
Transportation and Logistics
Retail
Non-profit Organizations
Relevant Teams
Procurement
Finance
Legal
Compliance
Operations
Project Management
Risk Management
Technical Services
Sustainability
Internal Audit
Relevant Roles
Procurement Manager
Category Manager
Purchasing Officer
Contract Manager
Project Manager
Financial Controller
Budget Holder
Department Head
Compliance Officer
Legal Counsel
Technical Specialist
Risk Manager
Sustainability Officer
Operations Manager
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