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1Chapter11:ProjectProcurementManagement2ImportanceofProjectProcurementManagement•Procurementmeansacquiringgoodsand/orservicesfromanoutsidesource•Othertermsincludepurchasingandoutsourcing•Expertspredictthatbytheyear2003theworldwideinformationtechnologyoutsourcingmarketwillgrowtoover$110billion3WhyOutsource?•Toreducebothfixedandrecurrentcosts•Toallowtheclientorganizationtofocusonitscorebusiness•Toaccessskillsandtechnologies•Toprovideflexibility•Toincreaseaccountability4ProjectProcurementManagementProcesses•Procurementplanning:determiningwhattoprocureandwhen•Solicitationplanning:documentingproductrequirementsandidentifyingpotentialsources•Solicitation:obtainingquotations,bids,offers,orproposalsasappropriate•Sourceselection:choosingfromamongpotentialvendors•Contractadministration:managingtherelationshipwiththevendor•Contractclose-out:completionandsettlementofthecontract5Figure11-1.ProjectProcurementManagementProcessesandKeyOutputs6ProcurementPlanning•Procurementplanninginvolvesidentifyingwhichprojectneedscanbebestmetbyusingproductsorservicesoutsidetheorganization.Itincludesdeciding–whethertoprocure–howtoprocure–whattoprocure–howmuchtoprocure–whentoprocure7CollaborativeProcurement•Severalorganizations,evencompetitors,havefoundthatitmakessensetocollaborateonprocurementforsomeprojects•KodakworkedwithseveralcompetitorstodeveloptheAdvantixAdvancedPhotoSystem(seeWhatWentRight?)8ProcurementPlanningToolsandTechniques•Make-or-buyanalysis:determiningwhetheraparticularproductorserviceshouldbemadeorperformedinsidetheorganizationorpurchasedfromsomeoneelse.Ofteninvolvesfinancialanalysis•Experts,bothinternalandexternal,canprovidevaluableinputsinprocurementdecisions9Make-orBuyExample•Assumeyoucanleaseanitemyouneedforaprojectfor$150/day.Topurchasetheitem,theinvestmentcostis$1,000,andthedailycostwouldbeanother$50/day.•Howlongwillittakefortheleasecosttobethesameasthepurchasecost?•Ifyouneedtheitemfor12days,shouldyouleaseitorpurchaseit?10Make-orBuySolution•Setupanequationsothe“make”isequaltothe“buy”•Inthisexample,usethefollowingequation.Letdbethenumberofdaystousetheitem.$150d=$1,000+$50d•Solvefordasfollows:–Subtract$50dfromtherightsideoftheequationtoget$100d=$1,000–Dividebothsidesoftheequationby$100d=10days•Theleasecostisthesameasthepurchasecostat10days•Ifyouneedtheitemfor12days,itwouldbemoreeconomicaltopurchaseit11TypesofContracts•Fixedpriceorlumpsum:involveafixedtotalpriceforawell-definedproductorservice•Costreimbursable:involvepaymenttothesellerfordirectandindirectcosts•Timeandmaterialcontracts:hybridofbothfixedpriceandcostreimbursable,oftenusedbyconsultants•Unitpricecontracts:requirethebuyertopaythesellerapredeterminedamountperunitofservice12CostReimbursableContracts•Costplusincentivefee(CPIF):thebuyerpaysthesellerforallowableperformancecostsplusapredeterminedfeeandanincentivebonus•Costplusfixedfee(CPFF):thebuyerpaysthesellerforallowableperformancecostsplusafixedfeepaymentusuallybasedonapercentageofestimatedcosts•Costpluspercentageofcosts(CPPC):thebuyerpaysthesellerforallowableperformancecostsplusapredeterminedpercentagebasedontotalcosts13Figure11-2.ContractTypesVersusRisk14StatementofWork(SOW)•Astatementofworkisadescriptionoftheworkrequiredfortheprocurement•Manycontracts,mutuallybindingagreements,includeSOWs•AgoodSOWgivesbiddersabetterunderstandingofthebuyer’sexpectations15Figure11-3.StatementofWork(SOW)TemplateI.ScopeofWork:Describetheworktobedonetodetail.Specifythehardwareandsoftwareinvolvedandtheexactnatureofthework.II.LocationofWork:Describewheretheworkmustbeperformed.SpecifythelocationofhardwareandsoftwareandwherethepeoplemustperformtheworkIII.PeriodofPerformance:Specifywhentheworkisexpectedtostartandend,workinghours,numberofhoursthatcanbebilledperweek,wheretheworkmustbeperformed,andrelatedscheduleinformation.IV.DeliverablesSchedule:Listspecificdeliverables,describethemindetail,andspecifywhentheyaredue.V.ApplicableStandards:Specifyanycompanyorindustry-specificstandardsthatarerelevanttoperformingthework.VI.AcceptanceCriteria:Describehowthebuyerorganizationwilldetermineiftheworkisacceptable.VII.SpecialRequirements:Specifyanyspecialrequirementssuchashardwareorsoftwarecertifications,minimumdegreeorexperiencelevelofpersonnel,travelrequirements,andsoon.16SolicitationPlanning•Solicitationplanninginvolvespreparingseveraldocuments:–RequestforProposals:usedtosolicitproposalsfromprospectivesellerswherethereareseveralwaystomeetthesellers’needs–RequestsforQuotes:usedtosolicitquotesforwell-definedprocurements–Invitationsforbidornegotiationandinitialcontractorresponsesarealsopartofsolicitationplanning17Figure11-4.OutlineforaRequestforProposal(RFP)I.PurposeofRFPII.Organization’sBackgroundIII.BasicRequirementsIV.HardwareandSoftwareEnvironmentV.DescriptionofRFPProcessVI.StatementofWorkandScheduleInformationVII.PossibleAppendicesA.CurrentSystemOverviewB.SystemRequirementsC.VolumeandSizeDataD.RequiredContentsofVendor’sResponsetoRFPE.SampleContract18Solicitation•Solicitationinvolvesobtainingproposalsorbidsfromprospectivesellers•Organizationsc