Page 61 - DLIS105_REFERENCE_SOURCES_AND_SERVICES

Reference Sources and Services

Notes 1. Tendering
2. Contract monitoring
3. Contract completion

Tendering
The aim of the tendering process is to select a supplier and a proposal for the considered services and
systems and to agree with the chosen supplier on a contract in which both parties’ deliveries and
responsibilities are defined. A very important aspect of such a contract is the planning of the decision
points. The tendering process consists of four different steps:
1. preparation of request for proposal
2. response preparation
3. supplier selection
4. contract preparation and signing

Contract Monitoring

This process aims to monitor the services defined in the contract. It has to ensure that the deliverables
and services conform to the requirements in the contract. The most important activity of the contract
monitoring process is the execution of the decision points. In the decision point execution the customer
organisation makes judgments and decisions based on the status of the procurement at any given
time.

Contract Completion
The aim of this process is to ensure that all outstanding technical and commercial requirements in
the procurement contract (that was written and signed in the tendering phase) have been met.

Acquisition completion

This is the formal completion of all the contracts of the acquisition. The acquisition manager (often
this is the customer company’s contract authority) has to verify the successful conclusion of all contracts
and the achievement of the acquisition goal. The acquisition completion process consists of four
activities:
1. Check that all contracts have been completed
2. Assess the achievement of the acquisition goal
3. Decide whether the acquisition is complete
4. Write an acquisition report
The following paragraphs elaborate on the different activities of acquisition completion.

Check that all contracts have been completed
The acquisition manager has to check the completion of the different contracts by checking if each
individual contract’s completion phase has been achieved and the required reports are written. If
necessary the acquisition manager has to trigger the contract completion process for contracts that
need it.

Assess the achievement of the acquisition goal
Unfortunately, when all individual contracts’ goals are reached this does not automatically mean
that the acquisition goal is achieved. In this activity of the acquisition completion the acquisition

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