Here is another template who's usability really depends upon the given project and the customer.  This one is the Project Procurement Plan.  It's great for larger projects and for government projects and it is designed to be produced at the beginning of the project along with documents like the Risk Management Plan and the Project Communication Plan.



The idea is that you lay out the formal process of how you will go about procuring things for the project throughout the engagement.  In this document, you identify formal processes for vendor selection, customer/vendor responsibilities and contact info, how the selected vendor will be managed as the procurement is taking place and who's responsibility that will be, etc.  Laying these formal processes out in advance will definitely help the engagement move along more smoothly and will help you to address this issues as the arise.




 

PROJECT PROCUREMENT PLAN

 

 

[Save file name as: client name PROCUREMENT PLAN yyyymmdd]

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Client Name:


 
 

 


 
 

Title:


 
 

 


 
 

Project:


 
 

 


 
 

Date:


 
 

 


 
 

Project #:


 
 

 


 
 

Version:


 
 

Template 1.2 / Document 1.0


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PROJECT DESCRIPTION

 

 

 

 

Provide a brief description of the project objectives and overall performance of the work to be performed.

 

 

 

 

PROCUREMENT DEFINITION

 

 

 

 

Describe, in specific terms, what items will be procured and under what conditions.

 

 

 

 

CONTRACT RESPONSIBILITY

 

 

 

 

Provide list of project stakeholders who are authorized to enter into contract agreements of purchase for the Project.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Name:


 
 

Phone:


 
 

Responsibility:


 
 

 


 
 

 


 
 

 


 
 

 


 
 

 


 
 

 


 
 

 


 
 

 


 
 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

VENDOR SELECTION

 

 

 

 

Describe what steps the project team will take to select a vendor (e.g. RFI, RFP)

 

 

 

 

DECISION CRITERIA

 

 

 

 

Describe any known risks which will need to be addressed with the project statement of work.

 

 

 

 

CONTRACT TYPE

 

 

 

 

Document which types of contracts will be used and what actions need to be taken to initiate procurement.

 

 

 

 

CONTRACT STANDARDS

 

 

 

 

Provide the standards for documentation that will need to be initiated and maintained for each contract.

 

 

 

 

VENDOR MANAGEMENT

 

 

 

 

Describe what steps the project team will take to ensure that the vendor provides all of the products and/or services (and only the products and/or services) that were agreed upon, and that appropriate levels of quality are maintained..

 

 

 

 

ASSUMPTIONS

 

 

 

 

Describe the initial assumptions under which the project will be to perform.

 

 

 

 

CONTRAINTS

 

 

 

 

Describe the scope/cost/ time/resource constraints under which the project will be to perform.

 

 

 

 

IDENTIFIED RISKS

 

 

 

 

Describe any known risks which will need to be addressed.

 

 

 

 

APPROVAL

 

 

 

 

IN WITNESS WHEREOF, the parties have agreed to the Procurement Plan on the date or dates indicated below.

 

 

 

 

 

 

 

 

 

CLIENT APPROVAL

 

 

 

 

________________________________

 

 

 

 

Client Signature

 

 

 

 

VENDOR APPROVAL

 

 

 

 

_________________________________

 

 

 

 

Vendor Signature