Professional Documents
Culture Documents
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Start work
Duration
Duration
Duration
Renegotiate
Bid documents
Source sel. crit.
Revised:
SOWs
Procure. doc.
Duration
Final
documentation
Contract management
Duration
Final
contract
prepared
Duration
Finance
Legal
Vendor input
Market analysis
Procedural
Procurement
analysis
Procurement team
Revisions to
project plan
Duration
Award
Requirements
SOWs
Procure. doc.
Make or buy
Duration
Initial
procurement
planning
(technical)
Lead time
Duration
Signatures
Project
needs
Project planning
Project team
Duration
1st draft
of contract
prepared
Duration
Advertise
Duration
Vendor 3
Vendor 2
Negotiate
Duration
Bidders
conference
Duration
Receive
proposals
Duration
Vendor 4
Vendor 3
Vendor 2
Vendor 1
Interviews
Duration
Evaluate
proposals
1-4
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
Painting Project
The office manager has insisted that normal operations not be interrupted. The painting
must, therefore, be done at night, evenings, or weekends.
The painters will be responsible for removing pictures and decorations on the walls and
then returning them to their correct place after painting. The painters will be required to
move the furniture where necessary and to protect the furniture and flooring from splatter.
The painting needs to magically get done without anyone even noticing.
Sponsor
Jan Jones, the CEO and project sponsor, has initiated a number of concurrent decorative
projects, including new carpets, new furnishing in the foyer and an upgrade to the wall
decorations.
A demanding woman, Jan expects everything to be done quickly, cheaply, and in the
background. Redecorating activities should not affect anyone.
Costs
Keep the costs as low as possible.
Schedule
This project needs to be completed as soon as possible, in four weeks maximum.
Procurement
IYFM has a PO (Purchase Order) system. When something needs to be purchased, the
person requesting the purchase must have a PO created by Bill Smith, the accounting
manager.
Any purchase over $500 requires a managers approval. Any purchase over $2,000
requires the approval of three managers. Any purchase over $10,000 requires the CEOs
approval.
Standard practice at IYFM is to get at least three quotes before choosing a vendor or
supplier.
CS1-2
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
Procurement Strategy
IYFM had the building painted ten years ago but has no record of who did it or the cost.
Your colleagues are advising you to call companies listed in the phone book or to ask for
references from paint suppliers. Your friend has prepared a cover letter and plans to fax it
to anyone that is interested. After ten responses have been received, the best contractor
will be selected and put to work right away.
Procurement Fax
InYourFaceMarketing
9000 Regency Parkway
Suite 5000
Board room, lunch room, and foyer all approximately (32' x 20')
200' of hallway
Interested parties may inspect the premises during normal office hours by contacting
Christine Right at 555-555-2222.
Please respond with a total price and proposed schedule by close of business
Wednesday, Sept 4.
CS1-3
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
CS1-4
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
CS1-5
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
SWOT Outline
Use this table to highlight what you believe to be true about strengths, weaknesses,
opportunities, and threats with regard to each of the headings in the SWOT Outline. For
example, indicate the SWOT with regard to skills or experience.
Skills
Experience
Knowledge
Marketing
Costs
Savings
Operations
Ethics
1-24
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
Organization
Finance/
Funding
Economics
Strategy
Information
Technology
Automation
Innovation
Legal/Taxes
Accounting/
Controls
1-25
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
SWOT Worksheet
Use the grid to analyze individual risks, both good and bad.
Strengths
Weaknesses
Opportunities
Threats
Strengths
Weaknesses
Opportunities
Threats
1-26
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
Proposal 1
Eddy Greene
Hello:
We can do it. Well start right away.
Our rates are $27/hour for journeyman painters and $23 for apprentices. Our supplies and
materials are at cost plus 10 percent.
Attached is a list of our clients.
Regards
Eddy The Painted Professional
Proposal 2
HomeTouchUps
Dear Sir/Madam:
We are a multi-faceted home and business dcor company specializing in interior design.
Our rates for commercial interior painting range from $0.90 to $1.13/square foot of
finished surface. This is based on one coat, one color, and average levels of preparation.
We have been in business for 40 years and have references to prove it.
Our terms are:
25 percent in advance
Balance on completion
CS2-2
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
Proposal 3
TotalDesign
To whom it may concern:
Based on the dimensions you have provided, we are prepared to undertake the contract for
a fixed fee of $30,000 and commit to work being complete in 14 days from date of first
payment. We agree to a late delivery penalty of 3% for each day we are late and a bonus
for early delivery of 6% for each day we are finished early.
Our price is for a single coat, one color, and no ceilings. The terms are:
Ranking of Proposals
Proposal #
Name
Cost
Schedule
CS2-3
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CS2-4
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Negotiating priorities
A week has already been wasted on the first round of bidding. The procurement administrator, your good friend, really must hurry if the project is to be completed on schedule.
Performan
Negotiation Priorities
CS3-2
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
Plan Procurements
Updated
Contract Name:
Contract Ref#
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Name
Price
Understanding of needs
Communication skills
Schedule commitment
Experience Level Vendor
References
Technical approach
Warranty
Financial capability
Production capacity and interest
Business size and type
Past performance of seller
Risk
Intellectual property rights
Quality of work plan
Response to scope of work
17
Weight %
30%
20%
18
19
20
3-15
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
Plan Procurements
Contract Name:
Contract Ref#
ID
Name
Disruption of
operations
1
Updated
Milestones
No staff
complaints
Quality Standard
1/3 complete
2
2/3 complete
3
3-16
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
Plan Procurements
Updated
Contract Name:
Contract Ref#
Priority Level
Rank
Issue
Essential
Disruptions
2
Schedule
3
VeryImportant 5
Worst Case
Frequent
Target
Best Case
Minor
None
Price
Security
Replace wall
decorations
LessImportant
Optional
3-17
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Schedule
The original schedule was for the end of the month, a total of 30 days.
The procurement assignment was given on Monday, September 1. The cover letter was
faxed out on Tuesday, September 2. The rest of the first week was spent mulling over the
proposals.
At the end of the first week, Jan, the CEO, decided that the painting project was a
substantial enough purchase to warrant a more formal procurement process. She refused
all proposals from the first round and insisted on an entirely new RFQ (request for quote).
She still expects the original deadline to be met.
The RFQ was written over the weekend, approved on Monday, and distributed on Tuesday
the 9th.
Responses were accepted until Thursday and analyzed on Friday. A recommendation was
made to the CEO on Saturday, which she approved.
Negotiations took place on Monday and Tuesday. An agreement was reached on
Wednesday. A contract was prepared for signing by Friday and is now awaiting signatures.
The earliest a PO for the down payment could be ready is Monday.
Contract Terms
They were not able to find a bondable painter. As a form of insurance against theft, the
management at IYFM has decided that employees will provide security by watching over
the painters. Junior employees have been pressured to volunteer for night duty. The
volunteers will work in pairs and will help speed up the painting process by assisting with
the moving of the wall coverings and furniture while secretly keeping an eye on the
painters.
CS4-2
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CS4-3
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Risk
Name/Description
Risk Statement
Risk Name/Description
Rank
Probability
Trigger Event/Indicator
Impact
Detectability
Score
Ranking
Category
Status
Date
Entered
Date to
Review
Who
monitors
this risk?
Risk Response/Description
CS4-5
Owner
Contingency Plan
CS5-2
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Administer Procurements
5-16
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CS6-2
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Close Procurements
Statements
N/A
Disagree
Neutral
Agree
Comments
6-17
For individual use only; may not be reprinted, reused, or distributed without the express written consent of Global Knowledge.
Close Procurements
Question
What are the top three most effective things that were
done on this project?
What are the top three least effective things that were
done on this project?
Comments
6-18
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