GBEPM530

PROCUREMENT AND
BIDDING
By
Patrick Chishika
MSc, BA, MCIPS, MZIPS, SPSM, CIPA
Control Procurements
The process of managing procurement relationships,
monitoring contract performance, making changes and
corrections as appropriate, and closing out contracts.
 Control Procurements

Inputs Tools & Tech. Outputs

.1 Project management plan .1 Expert judgments .1 Closed procurements
.2 Project documents .2 Claims administration .2 Work performance
.3 Agreements information
.3 Data analysis
.4 Procurement documentation .3 Project documentation
.5 Approved change requests .4 Inspection updates
.6 Work performance data .5 Audits .4 Change requests
.7 Enterprise environmental .5 Project management plan
factors updates
.8 Organizational process .6 Project documents updates
assets .7 Organizational process
assets updates
Control Procurements: Inputs (What
we have)
.1 Project management plan
.2 Project documents
.3 Agreements
.4 Procurement documentation
.5 Approved change requests
.6 Work performance data
.7 Enterprise environmental factors
.8 Organizational process assets
Control Procurements
1. Project Management Plan
Project management plan components include but are not
limited to:
• Requirements management plan
• Risk management plan
• Procurement management plan
• Change management plan
• Schedule baseline
Control Procurements
2. Project documents
Project documents that can be considered as inputs to this
process include but are not limited to:
• Assumption log
• Lessons learned register
• Milestone list
• Requirements documentation
• Requirements traceability matrix
• Risk register
• Stakeholder register
Control Procurements
3. Agreements

• Agreements are understandings between parties,

including understanding of the duties of each party. The
relevant agreements are reviewed to verify terms and
conditions are met.
Control Procurements
4. Procurement Documentation
• Procurement documentation contains complete
supporting records for administration of the procurement
processes and may include;
• includes the statement of work,
• payment information,
• contractor work performance information,
• plans,
• drawings, and
• other correspondence.
Control Procurements
5.Approved change requests
Approved change requests can include modifications to the
terms and conditions of the contract, including the
procurement statement of work (SOW), pricing, and
descriptions of the products, services, or results to be
provided.

6. Work performance data

Work performance data contains seller data on project
status such as technical performance; activities that have
started, are in progress, or have completed; and costs that
have been incurred or committed.
Control Procurements
7. Enterprise Environmental Factors
The enterprise environmental factors that can influence the
Control Procurements process include but are not limited
to:
• Contract change control system,
• Marketplace conditions,
• Financial management and accounts payable system, and
• Buying organization’s code of ethics.
Control Procurements
8. Organizational Process Assets

• The organizational process assets that can influence the

Control Procurements process include but are not limited
to, procurement policies.
Control Procurements: Tools & Techniques
(How we do it)
.1 Expert judgments
.2 Claims administration
.3 Data analysis
.4 Inspection
.5 Audits
Control Procurements
1. Expert Judgement
Expertise should be considered from individuals or groups
with specialized knowledge or training in the following
topics:
• Relevant functional areas such as finance, engineering, design,
development, supply chain management, etc.;
• Laws, regulations, and compliance requirements; and
• Claims administration.
Control Procurements
2. Claims Administration
Contested changes and potential constructive changes are
those requested changes where the buyer and seller
cannot reach an agreement on compensation for the
change or cannot agree that a change has occurred. These
contested changes are called claims. When they cannot be
resolved, they become disputes and finally appeals.

3. Data Analysis
Data analysis include; performance reviews, earned value
analysis and trend analysis.
Control Procurements
4. Inspections
An inspection is a structured review of the work being performed
by the contractor. On a construction, engineering, infrastructure
project, inspections involve walkthroughs of the site by both the
buyer and the contractor to ensure a mutual understanding of
the work in progress.

5. Audits
Audits are a structured review of the procurement process.
Rights and obligations related to audits should be described in
the procurement contract. Resulting audit observations should
be brought to the attention of the buyer’s project manager and
the seller’s project manager for adjustments to the project, when
necessary.
Control Procurements: Outputs (What we
get)
.1 Closed procurements
.2 Work performance information
.3 Procurement documentation updates
.4 Change requests
.5 Project management plan updates
.6 Project documents updates
.7 Organizational process assets updates
Control Procurements
1.Closed Procurements
The buyer, usually through its authorized procurement
administrator, provides the seller with formal written notice
that the contract has been completed. The project
management team should have approved all deliverables
prior to closure.

2. Work performance Information

Work performance information includes information on how
a seller is performing by comparing the deliverables
received, the technical performance achieved, and the
costs incurred and accepted against the SOW budget for
the work performed.
Control Procurements
3. Procurement Documentation updates
Procurement documentation that may be updated includes
the contract with all supporting schedules, requested
unapproved contract changes, and approved change
requests among other things.
Control Procurements
4. Change Requests
• Change requests to the project management plan, its
subsidiary plans, and other components such as the cost
baseline, schedule baseline, and procurement
management plan, may result from the Control
Procurements process.

• Change requests are processed for review and

disposition through the Perform Integrated Change
Control process.
Control Procurements
5. Project Management Plan updates
Any change to the project management plan goes through
the organization’s change control process via a change
request. Components that may require a change request
for the project management plan include but are not limited
to:
• Risk management plan
• Procurement management plan
• Schedule baseline
• Cost baseline
Control Procurements
6. Project Documents Updates
• Project documents that may be updated as a result of
carrying out this process include but are not limited to:
• Lessons learned register
• Resource requirements
• Requirements traceability matrix
• Risk register
• Stakeholder register
Control Procurements
7. Organizational Process Assets Updates
• Organizational process assets that can be updated as a
result of the Control Procurements process include but
are not limited to:
• Payment schedules and requests
• Seller performance evaluation documentation
• Prequalified seller lists updates
• Lessons learned repository
• Procurement file