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12 - PROJECT PROCUREMENT MANAGEMENT

12.2.1.8 organizational Process Assets

Described in Section 2.1.4. Elements of the organizational process assets that can influence the Conduct
Procurements process include, but are not limited to:

• Listings of prospective and previously qualified sellers,
• Information on relevant past experience with sellers, both good and bad, and

• Prior agreements.
Whenever a prior agreement is in place, the buyer and seller roles will have already been decided by executive
management. In some cases, the seller may already be working under a contract funded by the buyer or jointly by
both parties. The effort of the buyer and seller in this process is to collectively prepare a procurement statement
of work that will satisfy the requirements of the project. The parties will then negotiate a final contract for award.

12.2.2 conduct Procurements: tools and techniques

12.2.2.1 Bidder conferences
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Bidder conferences (sometimes called contractor conferences, vendor conferences, and pre-bid conferences)
are meetings between the buyer and all prospective sellers prior to submittal of a bid or proposal. They are used
to ensure that all prospective sellers have a clear and common understanding of the procurement requirements),
and that no bidders receive preferential treatment. To be fair, buyers should take great care to ensure that all
prospective sellers hear every question from any individual prospective seller and every answer from the buyer.
Typically fairness is addressed by techniques such as collecting questions from bidders or arranging field visits in
advance of the bidder conference. Responses to questions can be incorporated into the procurement documents
as amendments.

12.2.2.2 Proposal Evaluation techniques

On complex procurements, where source selection will be made based on seller responses to previously defined
weighted criteria, a formal evaluation review process will be defined by the buyer’s procurement policies. The
evaluation committee will make their selection for approval by management prior to the award.

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