Tensions Between Contracting and Project Management Personnel

There is a natural and built-in tension that often exists in government agencies between those responsible for contracting/purchasing functions and those involved in project management.

Generally, the contracting/purchasing function is most concerned about things such as:

• Fair and legal selection processes
• Negotiations that protect the agency
  
• Compliance with regulations
• Accurate contracts that protect the agency
• Obtaining best value for the agency

On the other hand, those involved in project management care most about:

• Speed
• Efficiency
• Cutting corners on compliance
• Getting the project built
• Accepting a vendor's or consultant's proposal if there is money in the budget

What are some effective strategies for contracting/purchasing personnel to deal with this tension? Let me offer four suggestions:

1. Roles. Clarify the roles and responsibilities of your contracting/purchasing function versus that of other groups in your agency.
   
   
2. Information. Provide full information about the risks and compliance issues involved to the appropriate decision makers.
   
   
3. Decisions. If it's outside your official role and you're uncomfortable with what others want to do, let the appropriate party make the decision. Don't feel that you have to control the situation.
   
   
4. Documentation. Maintain documentation of who made key decisions and the input that you provided.