According to the PMBOK® Guide, specifically within the Plan Procurement Management process, the project manager and the procurement department create specific documents to communicate project needs to the market.
" Procurement documents " is a collective term used in the PMI framework to describe the formal instruments used to solicit proposals from prospective sellers. Depending on the complexity and nature of the requirement, these may include:
Request for Proposal (RFP): Used when there is a problem in the project and the solution is not clear. It solicits the seller ' s methodology and ideas.
Request for Quotation (RFQ): Used when the deliverables are standard or commodities, and the primary focus is on price.
Invitation for Bid (IFB): Often used in government procurement for highly standardized work.
These documents ensure that all prospective sellers have a clear and consistent understanding of the work to be performed, the terms and conditions, and the criteria by which they will be evaluated.
A. Procurement statement of work (SOW): While the SOW is a critical part of the procurement document, it is not the solicitation instrument itself. The SOW defines the portion of the project scope to be included within a related contract, providing enough detail for prospective sellers to determine if they are capable of providing the products or services.
B. Resource calendars: These are documents that identify the working days and shifts on which each specific resource is available. They are an input to several processes but are not used to solicit external sellers.
C. Procurement document: As stated, this is the overarching term for the solicitation packages (RFP, RFQ, etc.) sent to providers.
D. Independent estimates: These are often developed by the procuring organization or an outside professional to serve as a " benchmark " or " sanity check " to evaluate the reasonableness of the bids or proposals submitted by sellers. They are a Tool and Technique of Conduct Procurements, not a solicitation document.
In the PMI standard, the flow generally follows:
Requirement $\rightarrow$
Procurement SOW $\rightarrow$
Procurement Documents (Solicitation) $\rightarrow$
Seller Proposals.
