Procurement

Purchasing and Contracting

Purchasing Services

ASPROFOS supports all purchasing activities of a project according to client’s needs. More analytically, purchasing services include initially the preparation of proposed Bidders Lists for new Requisitions and preparation and issue of Requests for Quotation documents for new equipment, materials, and sub-contracted work. These RFQs are based on the respective Bidders List already issued by ASPROFOS and officially approved by clients. During the bidding phase and the technical evaluation phase of bids, ASPROFOS services incorporate issue of clarifying correspondence, follow-up of Inquiries, and preparation and issue of monthly Inquiry Status Report and monthly Progress Report. After the award to the successful bidder, ASPROFOS prepares all the necessary documents for the placement of Purchase Orders (POs), as well as issuing of pertinent Telefaxes of Intent. If additional requirements or changes after the placement of P.O. are needed, a formal change order is issued.

Erection Contracts Services

RFQs documents may refer also to the erection works and preparation of pertinent award contracts. Regarding erection works, ASPROFOS prepares and issues the Inquiry Package which includes all necessary bid documents, such as: Invitation letters to bidders, Instructions to Bidders, Contract Agreement and General Terms and Conditions of Contract, Price Schedule and all relevant Forms and Tables. ASPROFOS is responsible for monitoring all clarifying correspondence and communicates with bidders. After final evaluation is made, the contract between client and contractor is prepared.

Vendors’ Lists

Knowledge of the market and the suppliers of materials and / or services pertaining to the ASPROFOS business areas are of the outmost importance for its operations. All information concerning suppliers (Vendors, Contractors, Consultants, Sub-contractors etc) is kept in a versatile custom-made database. This database keeps companies, products, services and representatives properly categorized and constantly updated. The performance of each and every Vendor / Contractor/ Sub-contractors is promptly updated.

Inspection Management and Procurement Expediting

ASPROFOS has developed over the years experience devoted to Inspection Management and Procurement Expediting services usually involved with scaled Oil Refinery, Gas Industry, Power Projects.

Inspection Management

Inspection Management services incorporate (not limited to) the following :

Review of all Vendors’ documentation (including data books, mechanical catalogs, as-built documentation, Quality Control Plans, Inspection Data Books, Operating and Maintenance Manuals etc), preparation of detailed reports (Inspectable Equipment and Materials Lists), Review and Checking for Inspection requirements of the main equipment and materials.

Additionally, we organize and support the Pre-Inspection meetings (when required). We review the “Inspection Data Books” and the relevant documentation according to PED (Pressure Equipment Directive) and the other applicable EU Directives requirements.

Furthermore we manage and support all the communication and control for Third Party Agencies (T.P.A) to provide Shop, Field and Notified Body Inspection Services. Indicatively our services cover the issue of the Inquiry follow up of the bidding period, the technical evaluation, the contract preparation, the check of T.P.A. contractual obligations and invoices for payment approval, checking of “Inspection Reports”, “Non Conformity Report” and “Inspection Release Notice” issued by T.P.A and coordinate T.P.A. for the Shop Inspection Services of the Projects.

We can also dispose highly trained and experienced personnel for Shop, Field and Notified Body Inspection Services.

Expediting services

Our main concern is to assure the best delivery times regardless of the place of manufacturing according to the Vendors contractual obligations. For this purpose we follow up the vendor’s “Time Fabrication & Delivery Schedules”, we expedite the receipt of initial & final technical documents and we issue analytical Fabrication Status Reports. Also we provide services for checking vendor’s invoices for partial payments. Finally we issue the relevant Close-Out Reports of the purchases, commented accordingly with the proper recommendations and if necessary remedial actions