Procurement Management Plan
It has been found in a paper that the cost effective mechanism has not been taken in the procurement management plan. This may create a severe problem for the business organisation as the entire expense may exceed their limited budget. In order to mitigate this policy gap, the firm has to make the list of activities and fulfil those goals according to their priorities.
The firm requires these things mentioned below in order to redesign their existing website.
The manager of the company has to make a plan in order to acquire these products and services for completing the project. As per his plan, he should order the products as soon as possible and also recruit some experts for handling the task.
11) Market Analysis
111) Planning to procure
3.1 It has been found in a paper that there are six procurement methods which are used by the IT companies. Those are open tendering, single source, two stages tendering, Request for Proposals (RFP), Request for Quotations and restricted tendering. Moreover, the documents which are required to distribute to the sellers are Request for Proposals (RFP), Request for Quotations (RFQ), offers, contract papers, solicitations and Request for Proposal (RFP). These methods can be used by the company in order to redesign their existing website.
In order to procure the service or product for the project, contract management is required. It is an essential part of the procurement cycle which provides an immense help to the contract managers. In other words, the contract is required in order to address the transition management, performance management as well as keeping all the records.
The contract administration process requires a sequential step which is followed by this business organisation. As mentioned in a paper that those steps are planning, organising, direction and control of the activities. Planning refers to choosing the best alternative, policies, process as well as programs whereas organising means performing the assigned tasks within their deadlines. On the other hand, direction means showing the right path to the employees and controlling refer to monitoring all the activities. Robert Mackenzie is the person who is involved in the contract administration procedure. He has to make sure that the contract administration process is well implemented following the sequential steps.
The key performance indicators which have been developed by the project team for the contract are funnel drop-off rate, inventory turnover, the growth rate of revenue, relative market share, accounts payable turnover, gross profit margin and so on. The performance of the contractors would be evaluated by measuring the revenue. Apart from that, some reports are required for administering the contract such as Request for Proposals (RFP), Request for Quotations (RFQ), bank documents and so on.
5.1.1 In order to conduct the establish procurement process, the company must have a comprehensive knowledge about all the tenders who are well recognised.
5.1.2 All the responses of the tenders must be evaluated so that they can choose the best tender.
5.1.3 In order to select the preferred contractors, the company has to receive the quotations from all the tenders.
5.1.4 In order to develop the key performance indicators for a contract, the managers must have some specific long term goals.
5.1.5 In order to monitor the performance of the contractor, they must measure the progress of all their activities.
5.1.6 If the managers of the company find that the project is not executed in the right track, then they can make changes to the procurement management plan.
5.1.7 In order to complete the project within its deadline, they must conduct the review of the procurement activities.
5.2 If the company does not have the Request for Proposals (RFP) and Request for Quotations (RFQ), then they may face a problem in selecting the best tender. On the other hand, if they do not have the proper bank documents, then they may have to get into troubles for taking bank loans while designing their website.
It would have more high definition pictures as well as more information about the company which would be very beneficial for the customers.
The contractor would be successfully evaluated if they can
VII) Tender selection process
7.1.1 The key stages required for choosing the tender are registering the interest, attending the tender information session, developing tender responses strategy, writing a compelling bid, understanding payment terms and submitting the bid. It requires more than six months in order to complete the project. The senior manager of the company was on the tender selection panel as he has all the information about the company.
7.2.2 The documents which are required in the procedure of seeking tenders and tenderers are invitation letter to tender, the form of tender, site waste management plan, pre-construction information, contract conditions and amendments.
7.1.3 The important things which have to be considered while running a competitive tender are
the budget for the project and the timeframe for finishing this task. Moreover, the pitfalls which must be avoided are subjective or unclear scoring, deviation from the present process, personal opinions to influence the evaluation procedure and so on.
VIII) Contracts
The important characteristics of a good contract are the offer and acceptance, certainty of terms, statutory regulation of contracts, transparency and competency of the parties. Following the research studies, this fact is clear that some problems occur during the contract writing process. Some common problems are legal issues related to the contract, misinterpretation, unclear language, lack of transparency, involvement of risk factors and so on.
8.3 The performance of the contract has been monitored by change management, risk management, relationship management, financial monitoring and compliance monitoring. The positivity of the contract was it had been finished within proper deadline and budget, and it could avoid the risk as well. On the other hand, there was a lack of transparency in some parts of the contract which was a drawback of this contract.
Dispute with the contractor
9.1 It has been identified in a paper that different methods have been used in order to review the contracting as well as procurement activities. For example, meeting with the team members, measure the performance of the contractor, monitor the progress and so on. Apart from that, the project was about redesigning the existing website for a business organization.
9.2 The issues which were identified in the review process were the poor correspondence between the monitoring systems and the planning, poor coordination and so on. Apart from that, the performance of the contractor was satisfactory. It has been identified that the senior and the assistant manager were involved in the entire review process.
9.3 Some recommendations have been made for future contracting as well as procurement activities which are discussed in this section. According to the latest researches, a market survey has to be done before selecting the tenders. Apart from that, the past work experience of every contractor must be evaluated before choosing the contractor.
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