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Procurement

  • Market Research
  • Source Selection Analysis
    • Includes least cost, qualifications only quality-based/highest technical proposal score, quality and cost based
  • Source Selection Criteria
    • Describes how the bidder proposals will be evaluated

Procurement Documents

  • Bid Documents
    • RFP - Request for proposal - When there is a problem and solution is not easy to determine
    • RFQ - Request for quote - When more information is needed on how vendors would satisfy the requirements and/or how much it will cost
    • RFI - Request for information - whe more information on the goods and services to be acquired is needed from the service providers
  • Claims Administration
    • Legal way to solve procurement disputes
  • Fixed Price contracts
    • Suitable when the work is predictable and the requirements are well defined
  • Time and Material
    • Buyer pays per item and per hour
    • Used when level of effort can't be determined when awarding a contract
  • Cost Reimbursable
    • When scope of work is evolving, likely to change or not well defined
  • Cost plus fixed fee (CPFF)
    • Payment to the seller of actual costs PLUS a negotiated fee
  • Cost plus inceintive fee (CPIF)
    • Cost plus payment fee based on performance objectives

  • Cost plus award fee (CPAF)

    • Awards based on the performance

  • Master Service Agreements

    • Contracts between buyer and the seller for current and future transactions
  • Procurement Management Plan
    • Contains activities to be undertaken during the procurment process
  • Statement of work (SOW)
    • Developed from the project scope baseline and defines the portion of the scope included within the contract
  • Qualifications Only
    • Procurement method for small procurements where a full selection process is not cost-effective.
  • Contract Change Control System
    • Collects, tracks, adjudicates, and communicates changes to a contract. Changes require approval from both the PM and procurement manager.
  • Bidder Conferences
    • Meetings between the buyer and prospective sellers to ensure a common understanding of the procurement.
  • Proposal Evaluation
    • Ensures proposals from sellers are complete and respond fully to procurement documentation.
  • Independent Cost Estimate
    • For large procurements, the procuring organization may prepare its own estimate or have a cost estimate prepared by an outside professional.
  • Procurement Strategy
    • Includes delivery methods, contract type, and project phases
  • Terms of Reference (TOR)
    • Used when contracting for services
  • Procurement File
    • Complete set of indexed contract documentation.
  • Seller Performance Evaluation Document
    • Documents the seller’s ability to continue working on the current and/or future projects.
  • Provide Final Payment to Vendors
    • After deliverables have been approved. The contract is not complete until final payment is provided.
  • Control Procurements Process
    • Manages procurement relationships, monitors contract performance, makes changes and corrections, and closes out contracts**