PROCUREMENT MANAGEMENT PLAN

Project Title: CDP SEGMENT Date Prepared: 18 – 05 - 2022

Procurement Authority
The project manager should ensure that the project team has adequate experience in procurement management, and
members of the purchasing, procurement or legal department may be part of the team. Some specific activities that
this process entails are, for example, the following:

 Prepare Procurement Statements of Work

 Prepare a high-level cost estimate to determine the budget.
 Advertise the opportunity.
 develop and submit tender documents.
 Identify qualified sellers.
 Prepare and submit proposals for vendors.
 Develop a cost evaluation of the proposals received.
 Prepare a technical evaluation of the proposals received, including quality.
 Finish the negotiations and sign the agreement between the parties.
 Develop a combined final evaluation (technical and costs) to select the winner.

Roles and Responsibilities:

Project Manager Procurement Department

1. Reduce risks and costs. 1. Ensuring delivery deadlines are met

2. Increase productivity. 2. Price analysis
3. Efficient management of resources. 3. Take care of the supply of materials
4. Adaptation to changes. 4. Control the documentary and administrative
5. Maximize project capacity management of purchases
6. Improve processes and adapt to new technologies. 5. Integrate the purchasing department with the
7. Elaborate and define the projects according to the rest of the departments
needs, objectives, and capacities of the 6. The acquisition of necessary goods and services
organization. 7. Reduce project expense
8. Carry out a planning where dates and deadlines are 8. Guarantee compliance with delivery deadlines
defined to comply with the stages of the project. 9. Documentary and administrative management
9. Assign and supervise the tasks designated for the and policy compliance
execution of the project.

Standard Procurement Documents (Include these documents)

1. RFI (Request for Information)

2. RFQ (Request for Quote)
3. RFP (Request for Proposal)

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Contract Type (FP, CR and T&M) Explain why they will use this type of contract and attach an
example

Fixed Price: A type of fixed-price contract in which the buyer pays the seller a fixed amount (as defined in
the contract), regardless of the seller's costs.

Reimbursable Cost:A type of contract that involves payment to the seller of the seller's actual costs, plus a
fee that normally represents the seller's profit.

Time and Materials: Contract type that is a hybrid contractual agreement that contains aspects of both
reimbursable and fixed-price contracts.

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 PROCUREMENT MANAGEMENT PLAN
Selection Criteria of suppliers or contractors

Most The supplier has the cheapest offer that fully satisfies the requirements established for the
favorable acquisition of the good or service.
price

Sole The supplier is a natural or legal person that has exclusivity or is the only one in the market with the
provider capacity to provide or offer a specific good and/or service in the institution.

Good The supplier has experience as a natural or legal person in the execution of contracts with the
experience University with similar or the same characteristics of the goods and/or services that are to be
acquired.

Service The provider offers to respond in the time required by the management unit when requesting the
opportunity good and/or service.

Public There is currently a public process of free participation, in which, through the Specifications,
Tender requirements for goods and/or services are formulated with the same characteristics as the need to
(Partial be supplied, in which the most convenient proposal will be selected and the that meets the
Award) established requirements, so the management unit must join this process.

Public Call There is currently a public process of free participation, in which, through the Terms of Reference,
(Partial requirements for goods and/or services are formulated with the same characteristics as the need to
Award) be met, in which the most convenient proposal will be selected and the one that meets the
established requirements, so the management unit must join this process.

Procurement Assumptions and Constraints

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The importance of the purchasing department: We must know the area of acquisitions very well and know the
different types of most used contracts. If something goes wrong, we will be responsible, it should never be
forgotten.

Contract life cycle: We will see that it is the responsibility of the Project Management team to help tailor all
procurement contracts to the specific needs of the Project.

Careful wording: By carefully drafting the terms and conditions of each Project contract and actively managing
their lifecycle, the Project Manager can avoid, or mitigate, many of the Project's risks.

The support of specialists: The Project Management team will need the participation and support of specialists in
the disciplines of purchasing, contracting and legal advice.

Greater profitability: The production instruments come to be managed by a single manager. This achieves those
costs are reduced and profitability increases.

Greater solidity: Because that enterprise that receives capital (by merger or acquisition) can now (with the
money) make significant investments in its needs.

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 PROCUREMENT MANAGEMENT PLAN
Performance Metrics of suppliers or contractors

Domain Metric Measurement

Scope Its scope ranges from the programming of the products to be manufactured and the
preparation of raw materials until the packaged and labeled products ready for sale
are delivered.

Schedule Suppliers must file their invoices and/or collection accounts only on MONDAY
and WEDNESDAY from 08:00 A.M. to 12:00 M and from 2:00 to 4:00 P.M. The
maximum date to file invoices and/or accounts receivable is the 20th of each
month; that the services provided after the 20th of each month, must be prepared
with the date of the following month.

Costs In addition to the changes mentioned above, it is to be taken into account that the
normal process for payment of invoices and/or collection accounts will last
approximately 10 to 15 calendar days, and the payment schedule will be previously
informed by the Department of Treasury; If you were not contacted for check
delivery, it is because your payment is not yet available and you must wait for the
respective confirmation.

Quality Is the main criterion for evaluating a supplier. It has to do with the state of the
product and with the correspondence between what is requested and what reaches
the hands of the requesting company.

Others Domains

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