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Understanding Procurement in Project Management

Procurement simply means you have decided to buy something from outside instead of making it yourself. This comes from the classic make-or-buy decision. Once you choose “buy,” several steps follow.

1. Procurement Planning
• Procurement Statement of Work (SOW): Defines what you need, how much you need, from where (qualified vendors), and when it’s required.
• Procurement Strategy: Outlines how the procurement will happen (approach, delivery method, risk-sharing).
• Procurement Management Plan: Explains how the entire procurement process will be managed.

At this stage, you also determine the type of contract you need, based on scope clarity and project needs.

2. Contract Types
• Firm Fixed Price (FFP): Used when the scope is 100% clear. Price and deliverables are fixed.
• Fixed Price Incentive Fee (FPIF): Adds an incentive for the seller to deliver faster or better.
• Fixed Price with Economic Price Adjustment (FP-EPA): Used for long-term contracts to account for inflation or market fluctuations.
• Time and Material (T&M): Best for rentals, subscriptions, or when work is ongoing and flexible (think Uber, Netflix).
• Cost Plus Fixed Fee (CPFF): Scope isn’t fully clear, so the buyer reimburses costs plus a fixed fee. Example: mechanic/AC technician diagnosing as work progresses.
• Cost Plus Incentive Fee (CPIF): Seller gets extra incentive for efficiency or performance.
• Cost Plus Award Fee (CPAF): Seller gets an award for exceptional performance.

3. Conducting Procurement
• Bidder Conferences: Vendors meet to understand requirements and ask questions.
• Proposal Submission & Evaluation: Vendors submit proposals.
• Negotiations: Project Manager focuses on scope, quality, schedule, and risk. Negotiations about money are usually handled by the Procurement Manager.
• Contract Signing: Once signed, the contract governs the relationship.

4. Administering Procurement
• Work is performed according to the contract.
• Deliverables are reviewed and either accepted or rejected.
• If accepted → procurement is closed.
• If rejected → conflict resolution begins.

5. Conflict Resolution in Procurement

Conflicts may arise when deliverables don’t meet expectations. The steps to resolve are:
1. Mutual Agreement (Win-Win).
2. Refer to the Contract. Each side interprets in their favor, but the written contract is the baseline.
3. Mediation. Neutral third party helps resolve.
4. Litigation (Court). Last resort — time-consuming, costly, and best avoided.

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✅ That’s the procurement cycle simplified: from deciding to buy → planning → contracts → execution → conflict resolution.