In my previous place of work, a Ghanaian construction company, the procurement process

involved several stages.

Stage 1: Planning
Planning and determining the company's needs were the first steps. This step was vital since it
ensured that the procurement procedure was in line with the goals and objectives of the
organization. The main problem at this point was a lack of effective planning, which could result
in irrational purchases and resource waste.

Stage 2: Sourcing
In the second stage, prospective suppliers were found and assessed. This phase was crucial since
it made sure the business got the best value for its money. The primary constraint at this point
was the small number of vendors that were available, which might result in few options and high
costs.

Stage 3: Negotiation
With the chosen suppliers, negotiations took place in the third phase. The main problem at this
point was that the negotiation process was not transparent, which could result in unjust pricing
and subpar goods or services.

Stage 4: Purchase
The actual purchase was made in the fourth step. The procurement process's delay, which could
cause delays in project completion and higher costs, was the main constraint at this point.

Stage 5: Delivery and Inspection

The delivery of the goods or services and their examination to make sure they complied with the
necessary standards made up the last phase. The main problem at this point was the improper
examination, which could result in the acceptance of subpar goods or services.

To address the issues with the prevailing procurement process in our organization, I recommend
the following ideal procurement process:

1. Identification of needs and project planning: This phase entails determining the
necessity for a project, defining its precise scope, and setting a workable budget.
 2. Market research and supplier identification: This stage entails finding possible
suppliers or contractors through market research and compiling a shortlist of eligible
sources.
3. Request for Proposal (RFP) and evaluation: During this phase, an RFP is sent to the
suppliers who made the short list, and the proposals are assessed using pre-established
standards. This makes sure that the best provider is chosen for the job.
4. Contract negotiation and award: In this stage, a contract is negotiated with the chosen
provider and then awarded in accordance with the terms reached.
5. Contract management: During this stage, the contract is managed throughout the course
of the project, including performance monitoring, change management, and dispute
resolution.

It is crucial to emphasize that this method addresses the main problems with the current
procurement process in order to justify it. For instance, we may boost competition and promote
innovation within the business by performing market research and compiling a shortlist of
capable vendors. rather than just selecting the lowest bidder, we can make sure that the best
qualified supplier is chosen for the project by analyzing proposals in accordance with predefined
criteria.

We can guarantee that the project is finished on schedule, on budget, and in accordance with the
necessary quality standards by managing the contract throughout the whole project lifecycle.
This lowers the possibility of delays and cost overruns and guarantees that the project will satisfy
the needs of all parties involved.

The ideal procurement procedure we suggest is open, responsible, and effective, and it will
enable us to address the major problems with the current procedure. We can provide better
projects for our organization and improve the results of our procurement by putting this strategy
into practice.