Business Project Management 2 - Request For Proposal For Supply And Delivery Of Personal Computers - Report Writing Assessment Answer

Internal Code: 1AIEBB

Report Writing Assessment Answer

Assignment Task: The objective of this assignment is to learn how to prepare a professional project proposal based on a prescribed request for proposal (RFP). Assessment details Tasks Based on a supplied request for proposal (RFP), each team is required to prepare a project proposal which consists of project scope planning, priority identification, and a detail description of major deliverables for clients. Prepare a ‘project plan’ that offers a documented project proposal to satisfy a client’s need (further details about the RFP will be available on Canvas shell under assignment 2). Students need to study relevant topics from week 1 to 4 and apply them when preparing the project plan. Please note that planning is not an exact science, so you need to make many assumptions, use market data, or use historical project information (if available).   Project Proposal Report Content The report needs to include the following contents:

1. Project scope.

Define project scope clearly following the week 1 content. The project should be defined with a clear scope statement. Remember project scope is considered as the mission of the project and a clear scope definition will help the client to understand that your team clearly understands the project outline.

2. Project priority

Develop a project priority matrix based on the information provided on RFP. Discuss the key points from the matrix.

3. Project products or deliverables description  

The client expects an outline of your plan for the project products that you are going to deliver. Here, you can provide project product descriptions (say if you are supplying software here you can describe the features of the software and price etc.)

4. Work Breakdown Structure (WBS)

A fully specified WBS indicating the deliverables, sub-deliverables (if required), work packages/activities, WBS codes, and the individual(s) responsible.

5. WBS Dictionary

The contractor will provide a description of each work package/ activity within the WBS Dictionary. You can prepare a Table or a descriptive format.

6. Schedule

• With the outlined project activities, precedence relationship and time and cost estimations develop a project network plan and Gantt chart showing the weekly schedule of the project tasks, milestones to complete the project by the required project finish date. You can use Microsoft Project software to prepare the schedule.    
• It is not enough to provide only software output. Discussion on key points of the schedule is essential. For example, major milestone completion dates, client’s approval dates, critical activities and critical path durations, etc. It is expected to see some discussion on assumptions you have made for generating the project schedule.

7. Staffing and resource allocation and project budget

• In your project, resources could be direct labour, material, equipment. Assign resources to the required project activities, show the workload of each resource. Identify any additional expertise that may need to be bought in for the project. Develop a responsibility matrix of the major tasks.  Here you can make a realistic assumption on- what type of resources do you need and how much is hourly salary.
• Cost estimation of the project is important. Dollar costs can also be submitted based on cash flow data (from MS Project software). It is expected there will be some discussion on key points.

8. Stakeholder identification and management plan

• Identify major stakeholders and develop a stakeholder management plan based on week 4 contents. Here you can identify at least four-five stakeholders and then prepare power-interest grid and discuss the key points (the basis of identification and output of power-interest grid analysis).

9. Risk evaluation

• Following the risk management processes, identify possible risks factors (at least five), assess risk factors (by using risk assessment form) and develop risk response strategy for top three risk factors (using risk response matrix).  

DETAILS OF ASSESSMENT 2: REQUEST FOR PROPOSAL FOR SUPPLY AND DELIVERY OF PERSONAL COMPUTERS Request for proposal (RFP) As part of an assessment plan, each group need to work on the following RFP and address all the requirements in project planning. TMC opens a new project procurement management division “TMCProcure” to facilitate procurement activities within TMC. Recently, TMCProcure has got an order from the TMC HR to procure and deliver “100 high-end desktops and some essential software”. Hence, the project is conceived for TMCProcure. The contents of this RFP are available for general public observation.

1. Statement of work

TMCProcure is going to procure a certain quantity of desktops for new ‘analytics lab’ of TMC HR before 1, 2020 (February 2020). The contractor needs to perform the following major tasks (can be used for making project schedule):

• Understand client’s need
• Select potential suppliers for hardware and software
• Evaluate and select suppliers
• Place purchase order to procure goods and related services
• Contract purchase administration
• Receive and deliver supplies
• Perform contract closure

At this stage TMCProcure is requesting proposals from qualified contractors (your team) who can organise the purchase and delivery of the products and services as follows:

• Goods and services to be supplied:

o 100 high-end desktops (latest model as of Mid-2018) with good computing power. The contractor needs to update the client about the latest specifications and functionalities of computers (example computing power) they are going to provide. o Software: source Microsoft Project Professional - 100 licences (at least one-year registration required for all the software’s).

• source licenses for Windows 10 Professional edition

*When sourcing pricing, we expect to see standard commercial pricing, you are not being assessed on your ability to provide a quote that will win the bid, we are assessing you on your application of the project management theory to this scenario

• The goods must comply with the following minimum requirements/standards

o Minimum standards/ specifications of desktops: 7th generation Intel core processor, storage ITB HDD, RAM minimum 32GB, speed >4GHz, monitor size min 24inch, operating system Windows 10+, keyboard and mouse o The software must be purchased and installed within the supplied computers

• Train or explain IT Service (ITS) department of TMC about how to manage routine troubleshooting and handover the software licence agreement
• Demonstration date at the client’s site: negotiable
• The delivery due date for goods:  Feb 1, 2020
• Location to be delivered: TMC, Building 80, level 7
• Hardware warranty period: Three years
• Allocated budget: negotiable at RFP proposal stage. A contractor can put a market price and need to justify the price and contract.

The contractor needs to provide a sample of the selected products for a demonstration before going to supply the full lot. Date and time of demonstration need to be consulted/negotiated with the client. The contractor will supply and install all requested software, however, it is of TMC will install all necessary software such as (MS Office 2016). The desktop should be from recognised brands. Each Contractor will be liable for any damaged or faulty items and after sales service up to one month of the delivery date.   Conditions of supply of goods: Supplier/contractor must:

• Supply the goods to the shared service, TMC HR, level 7, building 80.
• Supplier at its cost will deliver the goods to the TMC HR by the date for delivery.
• Give reasonable notice as to the date and time that the goods will be delivered.
• Ensure that the goods conform to the specifications;
• If the goods do not conform to the specifications, TMC by notice in writing to the supplier, reject the goods within the period of 15 business days after the actual date of delivery.
• Ensure that the goods comply with all applicable laws and applicable Australian standards;
• If TMC rejects the goods it is the responsibility of the contractor to collect and remove the rejected goods from the site as soon as practicable at its cost. It is also the responsibility of the contractor to provide new items equivalent to the rejected goods at its cost.
• TMC will pay the contract price on a monthly basis based on per cent completion of work performed. Final 25% payment will be paid after the product/service have been delivered to and accepted by TMCProcure in accordance with the contract which will be signed by the tender winner.

2. Items supplied by TMCProcure

For further information regarding the project scope and limitations, the contractor can ask for an additional request for Information (RFI). The contractor should identify in their proposal any resources needed to be supplied by TMCProcure. The client reserves the rights to ask for a proposal to be resubmitted if it is unable to supply any items requested in the original proposal.

3. Approvals required from the client

The contractor (your team) must obtain approval of TMCProcure for the choice of brand and specifications of supplies, or for any change of approved plans.

4. Type of contract

TMCProcure is considering the contract for a fixed due date (Feb 1, 2020). There will be a penalty of not meeting deadline and it will be 5% of contract money per week. In terms of price, it is negotiable and TMCProcure is open to negotiating the total price of the contract (optimise cost).

5. Project completion date

Your team must complete awarded contract (deliver specified goods and service) by Feb 1, 2020, or penalties for late or non-completion will be incurred as per negotiated contract terms. Your project plan needs to address the project completion date.

6. Proposal due date (for assignment 2)- closing date for lodgement of the proposal. The closing date and time for the lodgement of a proposal are Sunday, June 16 2019, 23:59.

END OF RFP Please use the Harvard referencing style for this assessment.

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