Colorado State University Global Campus Procurement Documentation Essay

Read Example 2. Comment and add additional information. Your document should include about 100-150 words plus credible references.

Example 2:

When starting a new project the project manager will need to initiate the process is documentation. Documentation throughout the procurement process is important to ensure that expectations are understood by all parties that are involved. While the functions of documentation may appear simple, they serve an essential purpose in project organization and in grounding the project at kickoff (Wilson, 2015). During the procurement process there are four elements of project procurement documentation.

Invitations are used to inform potential vendors/suppliers that the project is accepting bids for the project. This could also be referred to as in invitation to tender.

Requests for Information (RFI) documents are needed when more information on the goods and services to be acquired is needed from the sellers (PMI, 2017). RFIs are provide in detail, the goods or services that are needed as well as information about the company. This information is then compared by project managers to determine the best vendor to move forward with for the project.

Requests for Quotations (RFQs) provide more detail than RFIs. The RFQ is essentially provides information on how the vendor will be able to complete what it is that they are providing for the project along with any costs involved.

Request for Proposals (RFPs) are used when complex issues arise and input is needed to determine the solution moving forward. This document also includes any regulations and guidelines associated with the project.

Utilization of these mechanisms ensure a better understanding of technical, functional, commercial and legal requirements, and in the end, the conformity of proposals (Jobidon et al., 2021). A project managers understanding of these documents is essential to the procurement process. Although establishing a partnership with vendors is still a beneficial component, remaining professional through utilizing the proper documentation will ensure that the partnership remains sound.

An example of how to utilize these documents for application is when our simulation lab is needing new human simulators. An invitation for bids was initiated and sent to several simulator supply companies explaining our need for a new pediatric simulator. The RFI provided by the vendors were used to inform us of the product that were available. The RFQ was then sent by each vendor outlining the simulator capabilities, any maintenance agreements, and cost. RFPs are typically not needed when new simulators are acquired.

References:

Jobidon, Lemieux, P., & Beauregard, R. (2021). Building Information Modeling in Quebec’s Procurement for Public Infrastructure: A Case for Integrated Project Delivery. Laws, 10(2), 43–. https://doi.org/10.3390/laws10020043 (Links to an external site.)

Project Management Institute. (2017). A guide to the project management body of knowledge (PMBOK Guide®) (6th ed.). Newtown Square, PA: Project Management.

Wilson, R. (2015). Mastering risk and procurement in project management: A guide to planning, controlling, and resolving unexpected problems (1st ed.). Upper Saddle River, NJ: Pearson.