ChatGPT prompt for a procurement plan

Build a procurement plan for [PURCHASE OR PROJECT]. The business need is [BUSINESS NEED], the estimated value and budget situation are [BUDGET AND VALUE], and the required completion date is [REQUIRED DATE]. Stakeholders and decision makers are [STAKEHOLDERS]. Existing suppliers, contracts, policy requirements, and constraints are [POLICY AND MARKET CONTEXT].

Start with a brief scope statement that separates mandatory requirements from preferences and explicitly identifies what is out of scope. Then produce a procurement plan with these sections:
1. Demand and specification: requirements, volumes, service levels, acceptance criteria, and the evidence needed to validate them.
2. Sourcing route: justify whether to renew, competitively bid, use an approved supplier, or run an RFI/RFP; state assumptions rather than inventing policy thresholds.
3. Workplan table: activity, accountable owner, consulted stakeholders, deliverable, dependency, target date, and approval gate.
4. Supplier evaluation: weighted criteria totaling 100%, including capability, total cost, implementation risk, security/compliance where relevant, references, and commercial terms.
5. Commercial and risk controls: negotiation items, contract protections, conflicts-of-interest check, data handling, contingency supplier or fallback plan, and transition plan.
6. Timeline from today through award, contracting, onboarding, and first performance review.

Identify decisions that need legal, finance, security, or executive approval; do not pretend those reviews are complete. Before answering, check that dates work backward from the required completion date and that every evaluation criterion has a measurable evidence source. Ask up to 3 clarifying questions only if a required input is missing.

Draft an RFP for [CATEGORY] based on [BUSINESS REQUIREMENTS]. Suppliers will be evaluated by [EVALUATION PRIORITIES], and the intended contract term is [TERM]. Produce a vendor-facing document with background, scope, mandatory requirements, response instructions, implementation expectations, pricing template fields, timeline, and submission rules. Separate mandatory requirements from scored preferences. Include a weighted evaluation table totaling 100%. Do not add requirements that I did not provide; mark open decisions for the procurement team. Ask up to 3 questions only if required inputs are absent.

Create a supplier evaluation scorecard for [PURCHASE]. The shortlisted suppliers are [SUPPLIERS], and their proposal notes are [PROPOSAL NOTES]. The approved priorities are [PRIORITIES]. Build a table with weighted criteria totaling 100%, evidence requested, scoring guidance from 1-5, each supplier’s score, and an assumptions column. Include price as total cost of ownership, not only subscription or unit price. List gaps that require follow-up before an award recommendation. Do not infer capabilities from missing proposal information.

Assess the renewal decision for [CURRENT SUPPLIER AND SERVICE]. The current terms are [CURRENT TERMS], performance evidence is [PERFORMANCE EVIDENCE], and alternatives or market signals are [MARKET OPTIONS]. Produce a recommendation memo with renewal rationale, price and term negotiation targets, switching costs, risks of staying, risks of changing, and a decision timeline. Distinguish verified facts from assumptions. Include conditions that would trigger a competitive bid. Do not claim market pricing without cited internal evidence or data I provide.