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12 - PROJECT PROCUREMENT MANAGEMENT

• correspondence. Contract terms and conditions often require written documentation of certain aspects of
buyer/seller communications, such as the need for warnings of unsatisfactory performance and requests
for contract changes or clarification. This can include the reported results of buyer audits and inspections
that indicate weaknesses the seller needs to correct. In addition to specific contract requirements for
documentation, a complete and accurate written record of all written and oral contract communications,
as well as actions taken and decisions made, are maintained by both parties.

• Payment schedules and requests. All payments should be made in accordance with the procurement
contract terms and conditions.
• Seller performance evaluation documentation. Seller performance evaluation documentation is
prepared by the buyer. Such performance evaluations document the seller’s ability to continue to perform
work on the current contract, indicate if the seller can be allowed to perform work on future projects,
or rate how well the seller is performing the project work. These documents may form the basis for
early termination of the seller’s contract or determine how contract penalties, fees, or incentives are
administered. The results of these performance evaluations can also be included in the appropriate
qualified seller lists.

12.4 close Procurements

Close Procurements is the process of completing each procurement. The key benefit of this process is that
it documents agreements and related documentation for future reference. The inputs, tools and techniques, and
outputs of this process are depicted in Figure 12-8. Figure 12-9 depicts the data flow diagram of the process.

Inputs Tools & Techniques Outputs
.1 Project management plan .1 Procurement audits .1 Closed procurements
.2 Procurement documents .2 Procurement .2 Organizational process
negotiations assets updates
.3 Records management
system

Figure 12-8. close Procurements: Inputs, tools & techniques, and outputs

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