Procurement Management

Purpose

The Procurement Management Plan addresses the processes to acquire services or products from outside of CDOT.

Procurement Management involves developing a strategy to ensure that the right resources are available to the project when they are needed

Anticipate procurement lead time to avoid delays to the project
Plan for sufficient schedule and budget to cover the required services
Assign responsibilities for managing and tracking contracts and task orders

Approach

There are three steps to creating a Procurement Management Plan:

1. Determine the type of construction contract

The type of contract that will be used for construction has a significant influence on the quantity and type of resources needed to complete the pre-construction phase.

Design-Bid-Build (100% of design will be completed prior to AD)
Design-Build (10 to 30% of design will be completed prior to AD)
CMGC (typically, 30% of design will be completed prior to AD)

For more information on innovative contracting, see the Project Delivery Selection Matrix: PDSM

2. Discuss the external resources needed to complete the project by consulting with team members to assess their needs

Specialty groups may have access to an existing NPS contract for their design needs

Specialty Manager would issue / manage a Task Order
Project funds will be needed to pay for the services

If the PM is on the hook to acquire resources

He/she would determine whether to use a Project Specific contract or a Task Order
The PM serves as the contract or Task Order manager

3. Develop the Procurement Matrix

When the “what” and “how” have been determined, the PM is ready to develop a Procurement Matrix with the following information:

Goods and/or services to be procured
Consultant design support services through the construction phase, as needed
Consultant services to support Construction Management (use the CM Staffing Tool to estimate total staffing needs), including project engineer, inspectors, materials testers, etc.
Date when services are needed
Type(s) of contract(s) (Project Specific Contract or Task Order)
Lead time needed for procurement activities
Estimated cost for services