Wastewater treatment systems can require quite a bit of planning before the project can begin, including procurement. Ultimately, pitfalls can arise during this time, negatively affecting the entire project and causing delays. Getting procurement right is essential to prepare for the expense, get started sooner rather than later, and avoid costly mistakes. Some of the biggest challenges with wastewater treatment facilities and procurement are that many projects go over budget, aren’t completed on schedule, or fail to meet expectations. These challenges are avoidable with better planning and stronger coordination, which come into play during the procurement phase. Let’s look more into the pitfalls of procurement and how you can avoid them when you start your next wastewater treatment project.
What the Procurement Phase Looks Like Within Wastewater Treatment
During the procurement process for a wastewater treatment facility, the equipment, services, and materials are typically procured. This can include everything from pipes and control panels to construction contractors to concrete and steel. Various people need to be involved in this process for it to be completed correctly. For example, municipal owners, engineers, contractors, and vendors must all be involved.
How the Process Works
When we look at the procurement process, certain steps must occur. Understanding these steps can help you prepare better for your procurement phase and the wastewater treatment project as a whole.
- Engineers design the system as a whole
- Specifications are written down to describe exactly what is needed
- Vendors bid on the work
- Contracts are given out to the vendors and other involved parties
- Materials and equipment are ordered and delivered
The challenges mostly come up when we look at the site, because every site is different, so the needs will continue to differ for each as well. There are also environmental regulations that must be followed. Additionally, the equipment must work together perfectly once it’s all put together. These challenges must be addressed during the procurement process to avoid changes and costly mistakes.
Common Procurement Pitfalls
There are multiple common pitfalls we see during the procurement process for wastewater treatment projects. Knowing these pitfalls can help you to avoid them and create a strategy for if you experience them. Here’s a look at some of the most common challenges we see in wastewater procurement phases:
Poor Planning
Procurement should be initiated once planning is fully done and set in stone. The entire project and its details must be confirmed before you can start the procurement process. For example, if you order pumps before confirming how much water flow is needed, you may end up with too much or too little. Poor planning can cause equipment not to fit or perform properly, leading to costly changes and project delays.
To avoid these issues, you’ll want to make sure all your planning is done correctly and that you don’t do anything without the project planned out. You should know exactly what you need, how much you need, how it’ll be used, and who is supplying it, before you even start the project.
Choosing Cheapest Options
Staying within budget is important for business, but choosing the cheapest options all the time isn’t always ideal. You may award the contract to the lowest bidder, trying to save money, but this could lead to low-quality work or even budget pressure when trying to change it up. Cheap equipment breaks down faster, so saving that money upfront might not be worth it in the long run. Also, it can require higher maintenance and replacement costs later down the line.
Be sure to look into the vendor’s experience, not just their price. Choosing the cheapest option isn’t always the best option. Investing in a higher upfront cost can be more beneficial in the long run.
Challenges with Specifications
Before starting the procurement process, it’s important to get the specifications down, which means detailing what is needed for the project. Instructions for the vendors need to be detailed and realistic, not vague and overly complicated. If you’re not laying out the specifications correctly, this could lead to vendors delivering the wrong and cause delays.
Come up with a plan for the project specifications. Your vendors should know exactly what’s expected of them, when it’s expected, and how you want it done.
Ignoring Regulations
For a project this big, some regulations should be followed. You should understand all environments and safety rules for the project during the procurement phase to ensure everything passes inspection. If you don’t consider regulations, this could lead to equipment falling inspections, project delays, and potential fines.
Familiarize yourself with the local regulations you need to follow before you start building or planning too much. You’ll need to base the build on respecting those regulations and staying compliant.
Vendor Screening
Choosing vendors for a project as big as a wastewater treatment facility is crucial. Not checking a vendor’s reliability or past work could leave you in an unfortunate situation with missed deadlines, poor artistry, and contract issues.
Always screen your vendors to assess their experience and reliability, and get to know them better before awarding them a contract. Choosing the cheapest vendor might not give you the best results.
Setting Yourself Up for a Successful Procurement
The procurement phase is exciting because it’s when the vision really starts to take shape, but having the foundation set before you start is essential to a successful procurement. Avoiding the pitfalls in wastewater treatment projects during the procurement phase can help you complete a wastewater project as efficiently as possible. Consider the preparation required before the procurement process to ensure a smooth build. If you’re looking to start a wastewater project soon, remember to begin with a detailed planning session before procurement and setting too many things in stone. Use our tips to stay on track and make sure all of the bases are covered.
