PRJM6004 Project Procurement Management :
PRJM6004 Project Procurement Management Assessment 2: Tender Evaluation and Contract Management Plan
Allocated marks: 40% of the final mark for the semester
Due: No later than 11:59pm WST Sunday 28 May 2023 [start of Week 14]
Word Limit: A maximum of up to 3,500 words, excluding reference list and any appendices. A 10% penalty will be strictly imposed for PRJM6004 Project Procurement Management assessments that are more than 10% over the word limit.
Naming convention: For the file to be submitted on Blackboard, please name your Word or PDF document “Your Last Name_SID_Assessment Title” – for example, for Assessment 2 the file name will be Lastname_1234567_A2.
Late Submission Penalty: Late submissions are possible for this assessment.
Any submission after 11:59pm on Sunday 28 May 2023 and up to 24 hours after that time will incur a 5% deduction of the total marks allocated for the assessment.
Submissions that are more than 24 hours late, up to 168 hours late (ie 7 days), will incur a further 10% of the total marks allocated for the assessment for each additional 24 hours or part thereof that it is late.
Submissions that are more than 168 hours late will receive a mark of 0%.
For detailed information see pages 23 and 24 of the policy at https://policies.curtin.edu.au/local/docs/policy/Assessment_and_Student_Progression_Manu al.pdf for details of late submission penalties.
Requests for Extension: Requests for extensions will be assessed in accordance with
Curtin’s standard process and criteria for extensions.
You will need to submit before the required time the following form located at https://students.connect.curtin.edu.au/app/assessment_extension.
For detailed information see pages 26 to 30 of the policy at https://policies.curtin.edu.au/local/docs/policy/Assessment_and_Student_Progression_Manu al.pdf for details of the process and criteria for extensions.
Project Procurement Assessment Aims
This assessment is designed to consolidate your learnings from the second half of the course, in particular:
- how to design a plan to evaluate tenders received for a project, and have the plan reflect a value for money proposition; and
- identify the type of clauses that are essential to include in a procurement contract, as well as the clauses that are desirable but not necessarily essential to include; and
- how to draft a Contract Management Plan, including selecting service level criteria for a contractor to meet and drafting a change management process.
You will need to demonstrate a sound understanding of the theory behind preparing a schema to evaluate tenders submitted for a project for procurement of goods and services, and preparing a plan to manage a contract for procurement of goods and services. Careful critical
analysis is required to identify effective tender evaluation criteria and identify the essential elements of a contract management plan, including identifying service level criteria and the steps required to manage any change to the services being provided.
Evaluation criteria and Contract Management Plans can take a variety of forms. You need to design evaluation criteria and a Contract Management Plan that are relevant to the services to be procured as per the assessment question. You are free to structure your evaluation criteria and your Contract Management Plan as you see fit.
For this assessment you are an internal Project Manager in the Project Management Office of Mines Are Us, a large national company based on St George’s Terrace in the Perth CBD.
You have been briefed to manage the overall needs of your company in contracting an external catering company to supply food and beverages and service staff to the flagship Perth corporate headquarters of your company.
This involves supplying the food and drinks and kitchen staff required for the internal staff kitchen, which provides a canteen for the staff to purchase lunch and refreshments during the working day. There are 200 staff who use the canteen, 100 of whom on average buy their lunch each day, and the other 100 buy drinks and snacks during the day.
The company has an internal commercial kitchen available for use, and a large staff dining room that seats 75 staff. Most staff take 45 minutes for their lunch break, and take it somewhere between 12pm and 1:30pm.
There is an industry shutdown in your company that runs for two and a half to three weeks at the end of each year from the Thursday before Christmas Day and runs through to the second Tuesday in January. Otherwise the kitchen is open Monday to Friday except for statutory public holidays.
In addition, the company needs catering and service staff for approximately 250 business meetings involving external clients held in the company’s five internal conference rooms regularly throughout each year at various times between 8am and 5pm. Each conference room can seat up to 10 people, and three can be opened up together to seat 50 people seminar style. Of those meetings on average 70% require only tea, coffee and biscuits, and 20% require a light lunch of sandwiches and wraps and fresh fruit in the meeting rooms. The company requires a range of teas and coffees including lattes to be available. 5% require a hot meal for lunch to be served in the Board Room for up to 12 people, and 5% are seminar style meetings of up to 50 people which require platters of sushi, wraps and fresh fruit to be available at the start of the meeting with self-serve tea and filter coffee provided.
Mines Are Us can supply only 0.75FTE staff from the Project Management Office to oversee the whole of the catering operations, however the company still requires all catering staff and catering offerings to be of a standard befitting the head office of a large national company.
A series of tenders has now been submitted from a range of tenderers, and you as Project Manager for the catering services project are to design the criteria against which the tenders are to be assessed in order to identify the successful tenderer. The criteria must reflect what you as Project Manager consider is an appropriate value for money proposition for Mines Are
Us to have. You are also required by the Project Sponsor to identify the types of clauses you consider to be essential for inclusion in the contract to be awarded to the successful tenderer, and to draft the Contract Management Plan to be implemented during the course of the contract.
You are to prepare for consideration by the Project Sponsor (who is the CFO of the company):
- a set of evaluation criteria to be used to assess the tenders submitted, which must reflect the value for money proposition that you as Project Manager for the project consider Mines Are Us should have; and
B. an outline of the types of clauses that you consider are:
- essential and must be included in the contract to be entered into with the successful tenderer; and
(ii)desirable and should be included in the contract offered to the successful tenderer; and
- a Contract Management Plan, which includes (at least):
(i)the service level criteria that must be met during the performance of the contract; and
- a process for the contractor to request changes to the scope of the contract after it has been entered into, which includes the steps for approval/rejection of the request and for making any subsequent change to the contract terms.
Your Contract Management Plan, to be complete, will also need to incorporate additional sections addressing the issues you consider to be essential to the procurement set out in the assessment question.
You do not need to draft the contract clauses you propose, you are only required to identify the type of contract clause and set out a summary of what the clause should include.
Assessment 2: Tender Evaluation and Contract Management Plan Assessment Rubric
|Section||Criterion||≥ 80||70 to 79||60 to 69||50 to 59||< 50||Marks|
|Part A Evaluation Criteria||Structure, depth and breadth of Evaluation Criteria||All necessary elements of the required evaluation criteria are identified clearly and logically in a format that aids understanding, with no unnecessary elements included||Almost all necessary elements of the required evaluation criteria are identified in a format that aids understanding, with minimal unnecessary elements included||A good representation of most elements of the required evaluation criteria are included in a clear format with some unnecessary elements included||The critical minimum elements necessary for a tender evaluation are included in some form||Lacking in one or more critical minimum elements necessary for a tender evaluation||20|
|Part B Contract Terms||Completeness of contract terms identified and supporting reasoning||Specific and accurate identification of all essential terms, and a carefully thought out range of desired terms included, with detailed reasoning as to why each term is included||Clear and detailed identification of almost all essential terms, and a well thought out range of desired terms included, with good reasoning as to why each term is included||Good identification of a range of essential terms, and a good range of desired terms included, with some reasoning as to why each term is included||Identification of some essential terms and some desired terms included, with some reasoning as to why the terms are included||Lacking in one or more essential terms and no or only minimal desired terms included, with no or minimal reasoning as to why the terms are included||25|
|Part C (1) Contract Management Plan||Completeness of Contract Management Plan||All essential and desirable elements of the Contract Management Plan are precisely and completely set out||Most but not all essential and desirable elements of the Contract Management Plan are clearly set out||Most of the required elements of the Contract Management Plan are clearly set out, with some unnecessary elements or missing elements||A reasonable range of the required elements of a Contract Management Plan are set out||Contract Management Plan omits some essential criteria and/or contains significant inaccuracies||15|
|Part C (2) Contract Management Plan||Service Level Criteria||An excellent identification of a well chosen range of service level requirements, clearly and accurately expressed||A clear and detailed identification of a good range of service level criteria is included, clearly expressed||A reasonable range of service level criteria is included, reasonably well expressed||Some service level criteria are included, with some degree of clarity||Unclear or no service level criteria are included||10|
|Part C (3) Contract Management Plan||Change Management Process||A robust and thorough change management process is set out in clear detail and includes all required steps||A detailed change management process is set out clearly and includes almost all required steps||A good change management process is set out clearly and includes a good outline of most required steps||A change management process is set out, with a reasonable range of required steps||Unclear or incomplete change management process is set out||10|
|Section||Criterion||≥ 80||70 to 79||60 to 69||50 to 59||< 50||Marks|
|All Content 1 Submission as a whole||Clarity and quality of writing||Exceptional standard of academic writing, clear and precise with no spelling grammatical errors and no formatting inconsistencies||High standard of academic writing, clear and precise with only a few grammatical or spelling errors or formatting inconsistencies||A good standard of academic writing, with some grammatical, spelling and formatting errors||A reasonable standard of academic writing, with multiple grammatical, spelling and formatting errors||Poor standard of writing, unclear or imprecise, and with a lack of attention to detail of spelling, grammar and formatting||10|
|All Content 2 Submission as a whole||Research||Clear evidence of detailed research into evaluation criteria structures and contract management plan content and contract content, with a solid assessment of the alternatives selected||Clear evidence of good research into evaluation criteria structures and contract management plan content and contract content, with a good assessment of the alternatives selected||Evidence of research into evaluation criteria structures and contract management plan content and contract content, with some assessment of the alternatives selected||Some research into evaluation criteria structures and contract management plan content and contract content, with some alternatives referred to||Minimal to no evidence of research regarding evaluation criteria, contract management plans or contract content||10|