Procurement documents
“Procurement Documents” is an output for the process “Plan Procurement management”.
Procurement documents are used to solicit proposals from prospective sellers. Terms such as bid, tender, or quotation are generally used when the seller selection decision will be based on price (as when buying commercial or standard items), while a term such as proposal is generally used when other considerations, such as technical capability or technical approach are paramount. Common terms are in use for different types of procurement documents and may include request for information (RFI), invitation for bid (IFB), request for proposal (RFP), request for quotation (RFQ), tender notice, invitation for negotiation, and invitation for seller?s initial response. Specific procurement terminology used may vary by industry and location of the procurement.
The buyer structures procurement documents to facilitate an accurate and complete response from each prospective seller and to facilitate easy evaluation of the responses. These documents include a description of the desired form of the response, the relevant procurement statement of work (SOW) and any required contractual provisions. With government contracting, some or all of the content and structure of procurement documents may be defined by regulation.
The complexity and level of detail of the procurement documents should be consistent with the value of, and risks associated with, the planned procurement. Procurement documents are required to be sufficient to ensure consistent, appropriate responses, but flexible enough to allow consideration of any seller suggestions for better ways to satisfy the same requirements.
Issuing a procurement request to potential sellers to submit a proposal or bid is normally done in accordance with the policies of the buyer?s organization, which can include publication of the request in public newspapers, in trade journals, in public registries, or on the internet.
“Procurement Documents” is an input for the process “Conduct Procurements “.
Procurement documents provide an audit trail for contracts and other agreements.
“Procurement Documents” is an input for the process “Control Procurements “.
Procurement documents contain complete supporting records for administration of the procurement processes; this includes procurement contract awards and the statement of work.
“Procurement Documents” is an input for the process “Close Procurements “.
To close the contract, all procurement documentation is collected, indexed, and filed. Information on contract schedule, scope, quality, and cost performance along with all contract change documentation, payment records, and inspection results are cataloged. This information can be used for lessons learned information and as a basis for evaluating contractors for future contracts.
“Procurement Documents” is an input for the process “Identify Stakeholders”.
If a project is the result of a procurement activity or is based on an established contract, the parties in that contract are key project stakeholders. Other relevant parties, such as suppliers, should also be considered as part of the project stakeholder list.
This definition was found in the PMBOK V5
Go back to the Glossary or to the Mapping