Contract Finalization
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1 Contract Finalization Olga Botero PM A-01 Contracting and procurement in project management Dr. Tony Prensa
2 Where do you want to be? Procurement Management Be part of the team
3 Bidding Techniques Request for information (RFI) Used only for information gathering Practical when dealing with new products Request for quotation (RFQ) A specific SOW has been developed Pre-qualified vendors are chosen Request for proposal (RFP) No SOW yet developed Very long process Invitation for bids (IFB) Used mostly for government (Prensa, 2010)
4 Hiring technicians to install and configure software RFQ (Request for Quote) will be used SOW will be available Process is short Practical for T&M (Time and Materials contract work Other method could be RFB (Request for Bid) Good only for fixed price contracts Scope can creep when changes are introduced RFP (Request for Proposal) Very costly for both buyer and seller Not needed for this simple and short task Continue next page
5 Hiring technicians to install and configure software Integration with the rest of the project Budget Schedule (Reflected in SOW) Performance (Reflected in SOW) Performance will be measure with SLA (Service Level Agreement) Internal process compliance Contract monitoring and progress reports Quality challenges Lack of expertise Wrong configuration
6 Hiring a training entity to teach the student PMs We will use an RFQ for this contract There is a fixed fee per student A SOW is defined It is a short and simple contract No other bidding methods fit the criteria for this task Procuring the bidding process for this task is part of the project planning phase Quality is measured by the PMs responses to the training assessment If the quality is not as expected, a new vendor can be chosen and the breach of contract clause executed To prevent the problem doe diligence is the key
7 Buying the new server and software RFQ is the desired bid type for this contract It is a fixed fee contract A SOW is defined The task is short without uncertainty No other biding methods are appropriate for this type of contract This bid type directly affects the lifecycle of the project by shortening the time of the requisition process Measuring quality Contract clause for non-performance or delivery delays Detailed SLA will serve to overcome challenges PMBOK, 2008, p. 315
8 Hiring tool experts to transfer knowledge A request for quote will be used for this contract It is a fixed fee, T&M contract type The SOW is well defined It is only 60 days No other type of bid is practical in this case The success of the project depends on this contract, the bid should be aligned with the project budget and schedule Demonstrated expertise of the PMs will be the end result of the quality of the experts Measuring performance will be difficult without a very detailed supervisor travel schedule for the remote locations
9 Planning for the removal of old equipment and software Bidding method will be RFQ Contracting T&M technical help Short contract with well defined SOW Other types of bidding methods are not practical Project objectives will include the prompt removal of the old software and the secure disposal of hardware, this bid process will expedite that objective Scanners and other searching tool output will be use to provide good documentation for contractors Those same tools will provide proof of SLA compliance Contract performance monitoring will help overcome these challenges
10 Summary The only bidding method to be used for this project is RFQ (Request for Quote) All bids will be responded according to the information in the SOW (Statement of work) Every contract will contain a SLA (Service Level Agreement) Procurement management processes will be used in every contract cycle Thank You
11 References Adams, J, (1997, April 1), Principles of Project Management, Safari Books Online, CTU Online Library Kerzner, H. (2009). Project Management: A Systems Approach to Planning, Scheduling, and Controlling (10 th ed). Hoboken,NJ: John Wiley & Sons Negotiating Contracts, 2010, CTU PM A course materials Colorado Technical University Phil, S, (2010, February 1), Why New Systems Fail: Revised Edition: An Insider s Guide to Successful IT Projects Prensa, T, (2010) PM A Live chat #8 Project Management Institute (PMI). (2008). A guide to the project management body of knowledge (PMBOK guide)(4th ed.). Newton Square, PA: Author. Sollish, F, Semanik, j, (2007, April 27) The Procurement and Supply Manager s Desk Reference
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