09 May WHAT WORRIES YOU ABOUT THE GROUP?
BUSM 4610: BUSINESS PRO REQUEST FOR PROPOSAL (RFP2) Request for proposal for supply and delivery of personal computers The contents of this Request for Proposal (RFP2) are available for general public observation. 1. Statement of work RMITProcure is going to procure certain quantity of desktops for new ‘analytics lab’ of College of Business before the commencement of semester 1 2018 (February 2018). The contractor needs to perform the following major tasks: • 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 • Install or set up all the desktops in the new lab and ensure client needs are satisfied • Perform contract closure At this stage RMITProcure (your lecturer) is requesting proposals from qualified contractors (your team) who can organise the purchase and delivery of the products and services as follows: • Goods to be supplied: 50 high end desktops (latest model as of July 2017). Contractor needs to update the client about the latest specifications and functionalities of computers (example computing power) they are going to provide. • The goods must comply with the following minimum standards/ specifications: o Specification 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 Some essential software must be purchased and installed: Microsoft Project Server 2016 LISREL 9 for Windows and SIMUL8 Professional (at least one year registration required for all the software’s). • Train or explain IT Service (ITS) department of RMIT about how to manage routine troubleshooting and handover the software licence agreement • Demonstration date at client’s site: negotiable • Delivery due date for goods: Feb 1 2018 • Location to be delivered: RMIT Building 80 level 7 • Hardware warranty Period: Three years • Allocated budget: negotiable at RFP proposal stage. Contractor can put a market price and need to justify the price. After signing the final contract project cost is not negotiable. The contractor needs to provide a sample of the selected products for demonstration before going to supply the full lot. Date and time of demonstration need to be consulted/negotiated with the client. Contractor will supply and install all requested software however ITS of RMIT will install all necessary software such as (MS Office 2016 SPSS etc.). 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 delivery date. Conditions of supply of goods: Supplier/contractor must: • Supply the goods to the shared service RMIT College of Business level 7 building 80. • Supplier at its cost will deliver the goods to the RMIT College of Business 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 RMIT 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 RMIT 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. • RMIT will pay the contract price in monthly basis based on % completion of work performed. Final 25% payment will be paid after the product/service have been delivered to and accepted by RMITProcure in accordance with the contract which will be signed by the tender winner. 2. Items supplied by RMITProcure For further information regarding the project scope and limitations contractor can ask for additional; Request for Information (RFI). The contractor should identify in their proposal any resources needed to be supplied by RMITProcure. 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 RMITProcure (lecturer) for the choice of brand and specifications of supplies or for any change of approved plans. 4. Type of contract RMITProcure is considering the contract will be for a fixed due date (Feb 1 2018). There will be penalty of not meeting deadline and it will be 5% of contract money per week. After signing off the contract project price will be fixed. 5. Project completion date Your team must complete awarded contract (deliver specified goods and service) by Feb 1 2018 or penalties for late or non-completion will be incurred as per negotiated contact terms. 6. Proposal due date- closing date for lodgement of proposal The closing date and time for lodgement of a proposal is Sep 22 2017 by 11PM. PLEASE NOTE this project completion date (Feb 1 2018) is different from your proposal submission date (Sep 22 2017 by 11PM). Your project plan needs to address the project completion date. END OF RFP2 ? GUIDELINES TO PREPARE THE PROJECT PROPOSAL (FOR RFP1 AND RFP2) All proposals will be evaluated within two weeks of submission (students will be provided feedback within two weeks of submission). The proposal must contain as a minimum the following elements and evaluation criteria are provided at the end of this document. Project Proposal Contents By the required date the project team must submit the project proposal along with a formal cover letter to the client (cover letter will not be used for word count) a. Team formation group approach and team reflection Please provide a brief discussion of the groups approach on how the project will be accomplished by the team. Furthermore it will be interesting to know your team reflection at the end of the project. Undertake the group formation exercise and prepare a written summary. As with any new team you and your group need to accomplish four things as soon as possible. i. Become acquainted with one another as individuals. ii. Develop a shared understanding of one another’s priorities or degree of commitment to group participation. iii. Share expectations regarding what the group should be like. iv. Establish a shared sense of group purpose. Tasks to include in the report: (i) After team formation at the beginning of project: • Provide a brief biography of each person in the group. • A summary of the priority points for each group member should be prepared. Also the average number of hours available per person and for the whole team should be listed. • What worries you about the group? What do you think the group should do to ensure the most positive outcomes. • Share your goal statement with the other group members. As a group prepare one goal statement that everyone feels a sense of ownership in and attachment to. This goal should become a unifying force in the work ahead. • Formal statement on conflict resolution process. • Why the contract should be awarded to your team. (ii) Team reflection at the end of project: • Each team member will write a paragraph (100-150 words) on critical reflection on what you have learned from working in the group project. Was the project objective fulfilled? Was the project managed well? • All team members need to complete the following table and submit it in the project report. Team member’s name What was your commitment in the group project? (max 50 words for a member) Approximate actual level of contribution (please put your total contribution in percentage from 10-100%) Team member’s signature b. Project scope and priority • 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. From • Develop a project priority matrix and explain the project priorities c. Deliverables description The contractor will provide a description of major deliverables in your project. Client expects an outline/detail description of the deliverables that will be provided to the client as part of the project. d. Work Breakdown Structure (WBS) A fully specified WBS indicating the deliverables sub-deliverables (if required) work packages the individual(s) responsible WBS dictionary and WBS codes. To prepare WBS dictionary you can prepare a table. e. Schedule • Prepare a table that should cover project activities with proper precedence relations and time and cost estimations. • Using MS project 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. Don’t forget to put End of the year non-working days in your calendar. • 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. Some discussion on assumptions you have made for generating the project schedule is expected. f. Staffing and resource allocation • In your project resources could be direct labour materials cost /product cost consulting fees etc. Assign resources to the required project tasks show work load of each resource (manpower equipment etc.). Identify any additional expertise that may need to be bought in for the project. • Develop a responsibility matrix of the major tasks. g. Project cash flow or time-phased budget A work time estimate for the project is important. Dollar cost can also be submitted based on time based budget or cash flow data. It is expected there will be some discussion on assumptions and key points. For further reference to know how to make a time-phased budget you can check your text book page 283 or 287. h. Stakeholder identification and management plan From RFP identify major stakeholders and develop a stakeholder management plan based on session 7 class. i. Risk evaluation Following the risk management processes (session 6) identify possible risks factors prepare a risk assessment form and risk response matrix. Perhaps you can list major 6-10 risk factors then for those factors prepare risk response plan for major three risk factors. ? Overall Proposal Evaluation Criteria are as follows (FOR RFP1 AND RFP2): Project proposal preparation The project team is to prepare a written proposal (not the final deliverables) in response to the Request for Proposal (RFP) from lecturer (client). Client will evaluate all contractor proposals according to the following criteria: 1. Project brief: project scope priority and descriptions of deliverables (15%) 2. Project plan preparation (Total: 55%) (i) Work Breakdown Structure (WBS) WBS dictionary (10%) (ii) Schedule for project activities (tasks precedence relations time and cost estimations milestones completed project activity network identification of critical paths) (20%) (iii) Resource allocation workload and schedule of each resources responsibility matrix (5%) (iv) Time-based budget- a work time estimate for the project. Dollar cost can also be submitted based on time based budget or cash flow data. It is anticipated to see some discussion on assumptions and key points. (5%) (v) Stakeholder identification and management plan: identify major stakeholders and prepare a management plan for key stakeholders (7.5%) (vi) Risk management plan: identify and discuss on possible risks prepare a risk assessment form and risk response matrix. (7.5%) 3. Team formation and team reflection: (i) Team formation: group formation exercise- introduction of team team commitment goal conflict resolution plan. (5%) (ii) Team reflection: lessons learned and accomplishments (5%) 4. Report structure clarity of presentation overall value (20%) Note: It is not enough to provide software output some discussion on key points of the schedule are necessary. For example major milestone completion dates client’s approval dates critical activities and critical path durations etc. It is also expected there will be discussion on assumptions you have made for generating the project schedule. Written summary of the proposal should not exceed 5000 words (excluding appendix and charts).
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