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Introduction


- Conduct Procurements process deals with selecting the seller(s), who would meet the criteria and also can provide the procurement item specified in the procurement SoW.
- This process deals with not only conducting the bidder conference to clarify the requirements for the prospective sellers but also includes aspects like benchmarking the estimate that can be received from different sellers, advertising for more sellers who can meet the criteria, putting a proper proposal evaluation system in place to weigh the different bidder proposals.
- Apart from these, this process also deals with selecting the seller who meets the criteria and also putting together a mutually amicable agreement that can be duly signed by the seller, once a bidder is selected. This process also deals with documenting the resource calendars - the time periods when the contracted resources will be available.

Inputs


- Procurement Management Plan - How to conduct procurements, what techniques to use for evaluation of bids.
- Procurement Statement of Work - What are the characteristics of the procured item, what are the boundaries of procurement - roles, responsibilities, expectations.
- Procurement Documents: RFPs or RFQs, formats for seller responses.
- Source Selection Criteria: References, prior experience, product knowledge etc.
- Seller Proposals: Once the buyer sends RFPs, what he gets back is the proposal from different prospective sellers. These will be evaluated using a screening system before selecting the one that meets the buyer needs.
- Make-or-Buy Decisions: This decision is very important in highlighting the needs or selecting the right seller as part of the procurement process.
- Project Documents: Other project documents like risk register that can highlight risks in procurement process.
- OPA: Lessons learnt from previous Conduct Procurements process.

Tools & Techniques


- Advertising: Since conduct procurements is an iterative process, there might be a need to call for more sellers or as part of Government contract there might be a need to publish advertisements.
- Bidder Conferences: Once a select few sellers are filtered, they are called for bidder conference to clarify different requirements. The conference must be fair to all the sellers and all their queries must be answered to maintain transparency to all bidders.
- Proposal Evaluation techniques: A weighted system might be used to evaluate different bidder proposals and select the relevant one.
- Independent Estimates: Useful for benchmarking , usually done using expert judgment or prior experience. This estimate can be used for evaluation of bids from different sellers.
- Analytical Techniques: Useful in bidder response evaluation and selection of the right seller.
- Expert Judgment: A definite need in conducting the most effective procurement process.
- Procurement Negotiation: Once the sellers are selected, procurement negotiations happen while writing the agreement with relevant clauses for the contract.

Outputs


- Selected Sellers: Based on the evaluation criteria one or more sellers are selected for procurement.
- Agreements: Agreements are written documents the parties must adhere to and as part of the conduct procurements process, these are signed by the buyer and the seller. This is also called as MoU, Contract, or a PO
- Resource Calendars: The time periods when the contractor will be available.
- Change Requests: Changes to pm plan and other subsidiary plans.
- PM Plan Updates
- Project Doc Updates

Match the Following


1. Input - a. Bidders’ Conference
2. Tool - b. Advertising
3. Technique - c. Selected Sellers
4. Output - d. Procurement SoW

Match the Following (Answers)


1. Input - d. Procurement SoW
2. Tool - a. Bidders’ Conference
3. Technique - b. Advertising
4. Output - c. Selected Sellers