What is it?
A Scope of Work is a document that is developed as part of an open competitive procurement (RFx) in collaboration with Procurement Services and any relevant subject matter experts (SME’s) to define the requirements (a.k.a. specifications or deliverables) of the goods or services being procured. Procurement Services will provide you with a template (Scope of Work Worksheet) to help get you started, and provide you with a draft scope based on the information you provide.
The Scope of Work is responsible for:
- ensuring vendors have the information they need to understand what the university wants, and to submit an accurate and informative proposal,
- ensuring the goods or services you procure meet your desired goals and objectives (a.k.a. performance specifications),
- establishing the basis for the Statement of Work included in your Contract, and
- defining the milestones or tasks related to your procurement in a measurable way, which supports completion of Vendor Performance Management and/or payment(s).
Be aware that restrictive specifications (those that unnecessarily exclude a potential respondent from competing) are prohibited. Some examples of this are requiring a vendor be based locally, or placing an importance on having provided a good or service to Carleton previously.
Why is it important?
It is crucially important for staff and faculty to clearly and comprehensively understand and describe their Scope of Work. While Procurement Services will support this process, you are the expert in the goods or services you are procuring.
A thoughtful and well drafted Scope of Work will:
- increase the number of actionable proposals you receive,
- decrease the likelihood of a dispute,
- decrease the number of vendor questions received due to lack of clarity,
- increase the likelihood that your negotiations will proceed efficiently, and
- increase the likelihood that your Contract will be straightforward to manage and that the goods or services will meet your expectations.