Step 8: Subcontract & procurement management

You might also be using subcontractors to provide additional support services.

A Subcontracts Administrator will be in charge of procuring these services for you. Depending on the type of project, you may have numerous material requirements that you and your Project Team will need to have ordered by a company Procurement Specialist in accordance with approved government acquisitions procedures. A Procurement Specialist can walk you through this procurement process so that you don’t deviate from accepted government practices.

Your primary responsibilities as a PM are:

  • Submitting a purchase request (PR) for approval
  • Providing a subcontractor statement of work (services) or bill of materials (products)
  • Providing the buyer with three or more potential resources

Please note that all procurements must be made by an authorized company Procurement Professional.

It is important for you to identify all material on a bill of materials and then carefully communicate these requirements using a purchase requisition (PR), provide a statement of work or bill of materials and three or more potential sources. Also, determine as soon as possible if any of these items fall on the project critical path. The PR to approval as a purchase order can take up to three weeks

These are the steps you should take to process a purchase request.

  • Obtain a code assignment
  • Once the vendor is selected, you’ll need to provide a sole source justification or a technical evaluation form
  • Submit non-disclosure agreements and teaming agreements to your subcontracts administrator

Managing customer furnished products, information, and equipment (often referred to as GFE/GFI on Government contracts) is one of the PMs many responsibilities.  Clear responsibility for accepting, maintaining, and accounting for all furnished products, information, and equipment should be assigned. However, the PM is accountable and must be cognizant of the status of all such items. In addition, the PM must ensure that customer furnished products are provided on the agreed-to schedules and in the agreed-to configurations, that documentation and software are complete and correct, and that equipment operates properly and is accurately tagged and entered into the property management system.

If furnished products that are not provided on schedule, do not satisfy agreed-to configurations, and/or do not operate properly, the PM, assisted by the project Contracts Administrator, must inform the customer of the problems and seek speedy resolution.  The PM should also initiate planning within the project to identify alternatives to mitigate deficiencies in the furnished items.

– Mike Lisagor


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