Task: Arrange Procurement of Package
This task focuses on arranging the procurement of package.
Disciplines: Project Management
Purpose
  • To ensure COTS package procurement takes place as planned
Relationships
RolesPrimary Performer: Additional Performers:
InputsMandatory:
  • None
Optional:
    Outputs
      Steps
      Review COTS Package Requirements

      The purpose of this step is to work with the procurement personnel and facilitate their familiarization with the COTS package(s) involved, the vendor(s) and the evaluation carried out.

      Depending on the time that has elapsed since the evaluation was carried out, the COTS package and vendor details might have changed. Particular attention should be paid to:

      • Vendor details such as name, address and contacts (it is not unknown for vendors to go out of business, be taken over by or merge with other vendors, or transfer their operations to another company: the implications of any such changes should be carefully examined)
      • COTS package details, particularly prices for purchase, maintenance and support
      • Delivery lead times
      • New release or versions of the COTS package that might have been introduced since the original evaluation was performed
      Negotiate Terms with Vendor

      The purpose of this step is to ensure that the following agreement terms are contained in the appropriate Contracting Vehicle and have been effectively negotiated in a timely manner:

      • Price and payment terms
      • Financing arrangements
      • Maintenance, support, and training agreements
      • Delivery and installation schedules
      • Guarantees and/or assurances (for instance, regarding compatibility or performance)
      Obtain Authorization and Place Order(s)

      Obtaining appropriate purchase authorization can be a time-consuming process, particularly if committees are involved. The likely delay should be anticipated as far as possible and included in project plans.

      Working with procurement personnel, ensure:

      • Prescribed procedures to secure the appropriate authorization from management were followed
      • Ensure that orders are placed according to the appropriate procedure and that a record of order numbers or other references are documented to assist in tracking the order
      • Confirmation from the vendor(s) of their receipt and acceptance of the order and its terms