# PMBOK Procurement Management > Draft Project Procurement Management documents aligned with PMBOK. Covers procurement management plans, make-or-buy analyses, procurement SOWs, source selection criteria, bid evaluation matrices, contract type guidance (FFP, T&M, CPFF), RFP outlines, and procurement performance reports. Tags: Project Management, PMBOK, Procurement, Contract, RFP ## Example Prompts - Create a make-or-buy analysis for outsourcing IT infrastructure management - Build a bid evaluation matrix with weighted source selection criteria - Write a procurement SOW for a software development vendor engagement URL: https://rakenne.app/skills/pmbok-procurement-management/index.md Try this skill: https://rakenne.app/a/?skill=pmbok-procurement-management ## Overview The **PMBOK Procurement Management** skill supports the elaboration of documents for the Procurement Management knowledge area — purchasing or acquiring products, services, or results needed from outside the project team. It covers procurement management plans defining strategy, contract types, and vendor management approach; make-or-buy analyses comparing self-perform vs. outsource with full cost-risk-capability assessment; procurement statements of work with detailed acceptance criteria; source selection criteria with weighted evaluation frameworks; bid evaluation matrices scoring vendors transparently; contract type guidance (FFP, FPIF, T&M, CPFF, CPIF, CPAF) matched to scope maturity and risk profile; RFP/RFQ/IFB outlines; and procurement performance reports tracking deliverables, cost, schedule, and vendor quality. ## Getting Started Upload your project scope, WBS, or preliminary vendor requirements to the workspace and activate the *PMBOK Procurement Management* skill. The agent will ask about organizational procurement policies, estimated procurement value, and regulatory constraints (public sector rules, trade regulations). It then guides you through the procurement lifecycle — from deciding what to procure, through vendor selection, to contract management and closeout. --- ## Example Conversation Below is an example of a typical session creating a make-or-buy analysis and bid evaluation matrix for outsourcing IT infrastructure management. > **You:** We're considering outsourcing our IT infrastructure management — data center operations, network monitoring, and end-user support for 500 employees. Current in-house team is 8 people. Annual cost is approximately $1.4M. I need a make-or-buy analysis and, if the recommendation is to buy, a bid evaluation matrix we can use to score vendors. > > **Agent:** I'll structure the make-or-buy analysis across five dimensions: cost, capacity, risk, schedule, and strategic alignment. Let me gather some details: > > 1. What is driving the outsourcing consideration — cost reduction, capability gap, or strategic refocus? > 2. Are there compliance requirements (e.g., SOC 2, ISO 27001, GDPR) that the vendor must meet? > 3. What is the contract duration you're considering — 1 year, 3 years, 5 years? > 4. Is there a preference for on-shore, near-shore, or off-shore? > > **You:** Main driver is strategic refocus — we want the IT team to focus on digital transformation projects rather than keeping the lights on. Vendor must be SOC 2 Type II certified and GDPR compliant. We're thinking 3-year contract with annual renewal option. Prefer on-shore or near-shore (EU-based is fine). > > **Agent:** I've completed the analysis. Here's the summary: > > **Make-or-Buy Recommendation: BUY** (outsource) with the following rationale: > > - **Cost:** Estimated outsourced cost $1.1M–$1.3M/year vs. $1.4M current (potential 7–21% savings), but total cost of ownership including transition costs and retained management overhead reduces net savings to 5–15% > - **Capacity:** Current team is at 95% utilization with no redundancy. Outsourcing provides elastic capacity and 24/7 coverage (currently only business hours) > - **Risk:** Vendor dependency is a concern, mitigated by clear SLAs, penalty clauses, and exit strategy. IP risk is low for infrastructure operations > - **Strategic alignment:** **Strongest factor** — frees 6 of 8 FTEs to redeploy to digital transformation initiatives (2 retained for vendor management and escalation) > > I've also prepared the bid evaluation matrix with 6 weighted criteria totaling 100%. Recommended contract type: **Fixed Price Incentive Fee (FPIF)** — the scope is well-defined (infrastructure operations have predictable baselines), and the incentive fee motivates continuous improvement and cost optimization. --- ## Document Excerpt Below is a representative excerpt from a **make-or-buy analysis with bid evaluation matrix** drafted with the skill. --- ### Make-or-Buy Analysis — Excerpt **Subject:** IT Infrastructure Management (Data Center Ops, Network Monitoring, End-User Support) **Current Annual Cost:** $1,400,000 | **Team Size:** 8 FTEs --- #### Analysis Summary | Dimension | Make (In-House) | Buy (Outsource) | Assessment | |---|---|---|---| | **Cost** | $1.4M/year (loaded cost incl. benefits, training, tools) | $1.1M–$1.3M/year (3 vendor quotes) + $150K transition + $120K/year retained mgmt | Buy saves 5–15% net over 3 years | | **Capacity** | 8 FTEs at 95% utilization, business hours only, no redundancy | Elastic staffing, 24/7/365 coverage, built-in redundancy | Buy — significant capacity improvement | | **Risk** | Low vendor dependency; key-person risk (2 senior engineers hold critical knowledge) | Vendor lock-in risk; mitigated by SLAs, escrow, 90-day exit clause | Neutral — different risk profiles | | **Schedule** | Immediate (existing team) | 3–4 month transition period | Make — faster, but one-time cost | | **Strategic** | IT team consumed by operational work; digital transformation understaffed | Frees 6 FTEs for strategic projects; aligns with board mandate | **Buy — decisive advantage** | **Recommendation:** BUY — outsource IT infrastructure management on a 3-year FPIF contract. --- #### Bid Evaluation Matrix | Criterion | Weight | Vendor A (GlobalOps) | Score | Weighted | Vendor B (TechServe) | Score | Weighted | Vendor C (InfraPlus) | Score | Weighted | |---|---|---|---|---|---|---|---|---|---|---| | Technical Capability | 30% | SOC 2 II, ISO 27001, 24/7 NOC, ITIL 4 certified | 9 | 2.70 | SOC 2 II, 24/7 NOC, ITIL v3 | 7 | 2.10 | SOC 2 II, ISO 27001, 24/7 NOC, ITIL 4, ISO 20000 | 9 | 2.70 | | Experience & References | 20% | 12 similar contracts, 3 references in our sector | 8 | 1.60 | 6 similar contracts, 2 references | 6 | 1.20 | 15 similar contracts, 4 references in our sector | 9 | 1.80 | | Price (TCO 3-year) | 25% | $3.45M | 8 | 2.00 | $3.15M | 9 | 2.25 | $3.60M | 7 | 1.75 | | Transition Plan | 10% | 12-week plan, dedicated transition manager | 8 | 0.80 | 16-week plan, shared resources | 5 | 0.50 | 10-week plan, dedicated team of 4 | 9 | 0.90 | | SLA Commitments | 10% | 99.9% uptime, 15-min P1 response | 8 | 0.80 | 99.5% uptime, 30-min P1 response | 6 | 0.60 | 99.95% uptime, 10-min P1 response | 9 | 0.90 | | Cultural Fit & GDPR | 5% | EU-based NOC, GDPR certified, English + German | 9 | 0.45 | US-based NOC, GDPR self-certified | 5 | 0.25 | EU-based NOC, GDPR certified, multilingual | 9 | 0.45 | | **Total** | **100%** | | | **8.35** | | | **6.90** | | | **8.50** | **Recommendation:** Vendor C (InfraPlus) — highest overall score (8.50), strongest technical capability with ISO 20000 certification, fastest transition plan, and best SLA commitments. Proceed to contract negotiation. --- *This excerpt is illustrative. Final content must reflect the specific project's procurement requirements, vendor landscape, and organizational policies.* --- Back to [Skill Library](https://rakenne.app/skills/index.md)