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It procurement and delivery

Planning and Pre-Procurement

Identify the IT requirements and needs

Define the scope of the procurement project

Determine the budget and funding sources

Establish a procurement team and assign roles

Conduct market research to identify potential vendors

Develop a procurement plan and timeline

Obtain necessary approvals and documentation

Vendor Evaluation and Selection

Create a request for proposal (RFP) or request for quotation (RFQ)

Issue the RFP/RFQ to potential vendors

Evaluate vendor proposals based on predetermined criteria

Shortlist vendors for further evaluation

Conduct vendor demonstrations or presentations

Check references and customer feedback

Assess vendor financial stability and track record

Select the preferred vendor(s) based on evaluation results

Contract Negotiation and Finalization

Initiate contract negotiations with the selected vendor(s)

Review contractual terms and conditions

Ensure compliance with legal and regulatory requirements

Define service level agreements (SLAs) and performance metrics

Establish pricing and payment terms

Finalize contract documentation and obtain necessary signatures

Procurement Execution and Delivery

Place purchase orders with the selected vendor(s)

Monitor and track the delivery of IT products or services

Ensure timely delivery and adherence to agreed-upon schedules

Verify product quality and compliance with specifications

Conduct acceptance testing and user acceptance reviews

Handle any discrepancies or issues with the vendor

Coordinate with internal stakeholders for deployment and installation

Post-Delivery Activities

Perform a post-implementation review

Collect and evaluate user feedback on the procured IT solution

Address any post-implementation issues or concerns

Ensure proper documentation and knowledge transfer

Conduct training sessions for end-users, if required

Transition to ongoing support and maintenance activities

Evaluate vendor performance and consider long-term partnership

Contract Management and Renewal

Establish processes for contract management and governance

Monitor vendor performance and adherence to SLAs

Review and address any contractual issues or disputes

Evaluate the need for contract renewal or renegotiation

Initiate the contract renewal process, if applicable

Assess market conditions and explore alternative vendors

Update procurement plans and budgets for future cycles

Note: This checklist can serve as a general guide. Organizations should adapt it to their specific needs and requirements.

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