Administering procurements is about overseeing the seller’s performance based on the contract, ensuring that the deliverables meet the project’s requirements, and managing any changes or disputes that arise during the execution of the contract.
Key Tools & Techniques:
- Contract Change Control System:
- Manages changes to the contract.
- Ensures that any modifications are approved and properly documented.
- Uses a document vault with version control for tracking changes.
- Procurement Performance Reviews:
- Periodic reviews of the seller’s performance against the contract.
- Assesses the seller’s progress, quality, cost, and schedule performance.
- Often includes formal reviews, inspections, and audits.
- Inspections and Audits:
- Evaluates the seller’s work processes and deliverables for compliance with the contract.
- Contractually allows the buyer to conduct these evaluations.
- Helps in identifying areas of concern or non-compliance.
- Performance Reporting:
- Provides insights into the ongoing performance of the seller.
- Measures the seller’s ability to deliver on time, within budget, and at the required quality level.
- Based on inspections, audits, and other evaluations.
- Payment Systems:
- Ensures timely payments to the seller, maintaining a positive relationship.
- Processes payments through the buyer’s accounts payable system.
- Documents payments and any associated conditions or delays.
- Claims Administration:
- Manages contested changes, disputes, or appeals.
- Avoids litigation by addressing claims efficiently.
- Often includes alternate dispute resolution mechanisms, such as mediation or arbitration, as specified in the contract.
- Records Management System:
- Part of the project information system.
- Collects, manages, and retrieves procurement documents and records.
- Features a vault for archiving documents and an efficient search mechanism for easy retrieval.
In essence, the tools and techniques used in the administer procurements process ensure that the contract is executed smoothly, any deviations or disputes are addressed promptly, and both the buyer and seller maintain a positive working relationship throughout the contract’s duration.
