3-2
DEVELOP A PROCUREMENT PLAN FOR GOODS AND SERVICES
This section will teach you how to create a procurement plan that enhances security implementation. You’ll learn to select the right vendors through a solid evaluation process, align procurement with project management best practices, and establish a compliant, performance-driven process. We’ll emphasize building long-term vendor partnerships rather than just short-term transactions. By the end, you’ll understand the critical role procurement plays in the success of security projects.
👥 Vendor Evaluation and Selection
DOMAIN 3 - TASK 2
Choosing a security vendor isn’t just about the lowest bid but capability, compatibility, and credibility.
🔍 Evaluation Tools and Techniques
📄 Request for Information (RFI)
Used during pre-procurement to:
- Survey the market
- Identify potential suppliers
- Clarify available technologies
✅ Prequalification Criteria
Organizations may require vendors to submit questionnaires or matrices assessing:
- Technical expertise (specific to access control, video, IDS, etc.)
- Financial health (solvency, bonding capability)
- Certifications (NICET, PSP®, manufacturer-specific)
- Project history (similar scope, size, and performance record)
🧮 Vendor Scorecards
Weighted evaluation criteria to compare:
- Cost
- Experience
- Past performance
- Product quality
- Warranty and support
🗣️ Interviews
For shortlisted vendors:
- Include proposed PM, lead tech, and integrator
- Evaluate communication style, technical knowledge, and cultural fit
☎️ Reference Checks
Ask about:
- On-time delivery and budget adherence
- Responsiveness and issue resolution
- Subcontractor performance
- Integration capability with other systems
📋 Due Diligence Checklist
- Validate licenses and insurance
- Check litigation and claims history
- Review financial reports
- Conduct site visits of completed projects
✅ Best Practice: Use a uniform checklist across vendors to ensure a fair comparison and defendable outcome.
🧱 Project Management Functions and Processes
🔁 Procurement Process Overview
1️⃣ Procurement Planning
- Select procurement method: RFP, IFB, Sole Source
- Define bid package content:
- Drawings
- Specifications
- Scope of Work
- Identify qualified vendors and build a realistic timeline
2️⃣ Solicitation
- Issue bid documents with clear technical and commercial requirements
- Conduct pre-bid meetings and site walks
- Designate a single point of contact to ensure equal access to info
3️⃣ Bid Evaluation
- Review for compliance and completeness
- Use evaluation matrices to score:
- Lifecycle cost
- Features
- Support model
- Evaluate the total cost of ownership (TCO), not just the purchase price
4️⃣ Award & Negotiation
- Confirm vendor’s understanding of scope and integration needs
- Clarify deliverables, testing, training, and acceptance criteria
- Negotiate based on value—not just cost
5️⃣ Contracting
- Finalize:
- Payment milestones
- Warranty terms
- Insurance and bonding requirements
- Include liquidated damages or service penalties if needed
6️⃣ Post-Award Implementation
- Conduct a kickoff meeting
- Review submittals, test plans, and commissioning schedule
- Establish quality control protocols
- Monitor vendor performance via checklists and milestone tracking
📘 The ultimate goal of the best procurement plans is to foster long-term partnerships, not just short-term transactions, keeping your focus on the bigger picture.
🧰 Tools & Techniques
📌 Key Project Management Activities
A well-planned procurement strategy prevents project delays, ensures compliance, and maximizes return on investment.
You now understand how to:
- Select qualified, trustworthy vendors through a structured evaluation
- Integrate procurement into broader project management workflows
- Guide the full procurement lifecycle from planning through implementation
- Promote transparency, performance, and long-term system sustainability
This task is central to ensuring that security systems are delivered on time, on budget, and to spec—with a procurement plan that supports operational goals and effectively mitigates project risk, providing you with a solid foundation for your project.
🪜 Your Role in the Procurement Process
- Project Management Software (e.g., MS Project, Primavera)
- Gantt Charts: Visual schedule mapping
- Risk Registers: Track vulnerabilities to budget, scope, and schedule
- Weekly Reports & Coordination Meetings
- Document Control: Organize RFIs, submittals, COs, and correspondence
✅ Goal: Procurement must serve—not slow—project execution.
📘 Summary
Procurement is only one component of the broader project management lifecycle. It must support scope, budget, and schedule goals while enabling quality execution.