The Procurement Intake Form is a crucial document used at the beginning of any procurement process under German law. It serves as the primary tool for departments to formally request goods or services, ensuring compliance with both internal policies and German procurement regulations. This document is essential for capturing key information such as technical requirements, budget availability, business justification, and necessary approvals. The form helps organizations maintain proper documentation for audit purposes, track procurement requests, and ensure compliance with German commercial law (HGB) and public procurement regulations where applicable. It is particularly important for maintaining transparency and documentation in accordance with German business practices and regulatory requirements.
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1. Requestor Information: Details of the person/department requesting the procurement, including contact information and cost center
2. Procurement Overview: High-level description of what is being procured and business justification
3. Budget Information: Financial details including estimated cost, budget allocation, and cost center information
4. Timeline Requirements: Required delivery dates, project milestones, and any critical deadlines
5. Technical Requirements: Detailed specifications of goods/services being procured
6. Supplier Information: Known potential suppliers, preferred suppliers, or specific supplier requirements
7. Compliance Requirements: Regulatory requirements, certifications, and standards that suppliers must meet
8. Risk Assessment: Initial assessment of procurement risks and mitigation strategies
9. Approval Requirements: Required approvals based on procurement value and type
1. IT Security Requirements: For technology-related purchases, specific IT security and data protection requirements
2. Environmental Requirements: For procurements where environmental impact is a consideration, including sustainability requirements
3. Social Responsibility Requirements: For procurements requiring specific social responsibility or fair labor practices
4. Export Control: For international procurement requiring export control considerations
5. Intellectual Property Rights: For procurements involving software, creative works, or innovation
6. Training Requirements: For procurements requiring implementation or user training
7. Service Level Requirements: For service-based procurements requiring specific performance levels
1. Technical Specifications: Detailed technical requirements and specifications document
2. Market Analysis: Summary of market research and potential suppliers
3. Cost Breakdown: Detailed breakdown of estimated costs and pricing structure
4. Project Timeline: Detailed project schedule and milestones
5. Risk Assessment Matrix: Detailed risk evaluation and mitigation strategies
6. Compliance Checklist: Checklist of all regulatory and internal compliance requirements
7. Approval Matrix: Matrix showing required approvals based on procurement value and type
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