Practicum

THE LODGE SCHOOL RENOVATIONS WITH INNOTECH SERVICES Project –

LTD COEM
6900

PROCUREMENT MANAGEMENT PLAN

 Practicum
THE LODGE SCHOOL RENOVATIONS WITH INNOTECH SERVICES Project –
LTD COEM
6900

TABLE OF CONTENTS

TABLE OF CONTENTS
1.0 Purpose ..................................................................................................................... 1

2.0 Procurement Roles and Responsibilities ................................................................... 2

3.0 Procurement Management Approach........................................................................ 2

3.0 Procurement Requirements ...................................................................................... 3

4.0 Contract requirements ............................................................................................... 5

5.0 Decision Criteria ........................................................................................................ 5

6.0 Vendor Management ................................................................................................. 6

7.0 Performance Metrics For Procurement Activities ...................................................... 7

 Practicum
THE LODGE SCHOOL RENOVATIONS WITH INNOTECH SERVICES Project –
LTD COEM
6900

1.0 PURPOSE

The purpose of the Procurement Management Plan is to determine how Innotech

Services Ltd will be acquiring goods & services and how it will be managed from
developing procurement documentation through contract closure. The Procurement
Management Plan defines the following:

 Items to be procured with justification statements and timelines

 Type of contract to be used
 Contract approval process
 Decision criteria
 Establishing contract deliverables and deadlines
 Vendor Management
 Performance metrics for procurement activities

Generally, the purpose of the Procurement Management Plan is to define what items
will be procured for the project and how vendors will be identified, selected, and
managed. Additionally, the plan should outline roles and responsibilities relating to
procurement as well as any contract requirements which must be met. This
Procurement Management Plan has been created to provide a framework in which all
procurement actions will be managed across all of the organizations involved.

Prepared By: Andre Warner/Albert Eversley Page 1

 Practicum
THE LODGE SCHOOL RENOVATIONS WITH INNOTECH SERVICES Project –
LTD COEM
6900

2.0 PROCUREMENT ROLES AND RESPONSIBILITIES

This section describes the roles and responsibilities of all key project team members as
they relate to various procurement actions. The following roles and responsibilities have
been identified for all procurement actions for the Lodge school renovations project.

Role Responsibilities

Construction Project manager  Provide oversight for all procurement

actions
 Approve procurement actions under
$5,000
 Develop procurement requirements
 Manage vendor selection process
 Measure vendor performance
 Closing out vendor contracts
Procurement Department  Assist procurement actions by submitting
requests for proposal (RFPs) to identified
vendors
 Develop vendor contract
 Assist in measuring vendor performance
Project team  Assist in development of procurement
requirements
 Assist in evaluating vendors

3.0 PROCUREMENT MANAGEMENT APPROACH

The Construction Project Manager will have oversight and management for all
procurement activities during the construction of the Lodge school renovation project.
The Project Manager will work with the project team to identify all items to be procured
for the successful completion of the project. The Project Manager will then review the
procurement list prior to submitting it to the contracts and purchasing department. The
contracts and purchasing department will review the procurement items, determine
whether it is advantageous to make or buy the items, and begin the vendor selection,
purchasing and contracting process.

Prepared By: Andre Warner/Albert Eversley Page 2

 Practicum
THE LODGE SCHOOL RENOVATIONS WITH INNOTECH SERVICES Project –
LTD COEM
6900

3.0 PROCUREMENT REQUIREMENTS

The following list of items/services, justification, and timeline were identified as
important to the successful completion of the project.

Name of Subcon/
Required on Ordering
Ref Item Supplier Price
Site Responsibility
Used In Tender
1 Plumbing Installation 15/05/2011 QS IPS
2 Electrical Installation 15/05/2011 QS TMR
2a Electrical Panels 15/05/2011 QS/ PM EW
2b Cables 15/05/2011 QS/ PM EW
2c Lights 15/05/2011 QS/ PM Gables
2d Data 15/06/2011 QS/ PM Claj
3 Aluminium Windows 03/07/2011 QS P's Security
4 Aluminium Doors 03/07/2011 QS Oran
5 Doors (Prov Sum) 03/07/2011 QS Carters
6 Roof Drains & Rainwater Goods 02/10/2011 PM Carters
7 Hardware 20/08/2011 QS Vincent Elliott
8 Wall & Floor Tiles 07/08/2011 QS ACP associates
9 Roofing Membrane 01/06/2011 QS Rooftec
10 Internal Doors 03/08/2012 PM Caters
11 Bathroom Fittings/ Accessories 10/09/2011 QS Vincent Elliott
12 Sanitary Ware 10/09/2011 QS Brydens
13 Joinery 11/04/2011 TBA J.P Woodworks
14 Fire Hose Reels 11/12/2011 QS Safety Supply
15 Pinboards 09/08/2012 PM J.P Woodworks
16 Chalkboards 09/08/2011 PM J.P Woodworks
17 Mirrors 09/08/2011 QS Glassesco
18 Decoran 09/08/2011 QS One Stop
19 Handrails 07/08/2011 QS MetalcraftWorks
20 Structural steelwork/ Quiklok 07/08/2011 QS Metaluxuries
21 Road Paving 07/08/2011 PM C.O Williams
Pearsons Pest
22 Termite Treatment 07/08/2011 PM Control
23 Vinyl Tiles 07/08/2011 QS ACP
24 Vinyl Tiles - pc Sum 07/09/2011 QS ACP Associates
25 Suspended Ceilings 07/09/2011 QS DCR ($33.75/ sy)
26 Permaclad Roofing 07/09/2011 QS BRC

Prepared By: Andre Warner/Albert Eversley Page 3

 Practicum
THE LODGE SCHOOL RENOVATIONS WITH INNOTECH SERVICES Project –
LTD COEM
6900

27 Security & Fire Alarm System 07/09/2011 QS TMR

Gomez &
28 Air Conditioning 05/03/2011 QS Western
29 Landscaping 10/01/2012 QS Prov Sum
30 Manhole Covers 09/01/2011 PM Williams Metals
31 Floor Hardener 05/24/2011 PM Suntraders Ltd
Sanitary Ware for Temp Science
32 Labs 12/01/2011 PM/QS Brydens

Prepared By: Andre Warner/Albert Eversley Page 4

 Practicum
THE LODGE SCHOOL RENOVATIONS WITH INNOTECH SERVICES Project –
LTD COEM
6900

4.0 CONTRACT REQUIREMENTS

All contacts associated with the construction of the Lodge School Renovations Project
will be firm-fixed type contracts. These types of contracts are used for acquiring goods
or services with well-defined specifications or requirements. The project team will work
with the procurement department to define the item types, quantities, services and
required delivery dates. The procurement department will then request from all
subcontractors and suppliers quotations for the work necessary.

5.0 DECISION CRITERIA

The criteria for the selection and award of procurement contract under the Lodge
School Project will be based on the following decision criteria:

 Ability of vendor to provide all items by the required delivery date

 Quality assurance measures
 Cost of procurement items
 Expected delivery date
 Experience with product being procured
 Level of customer service
 Comparison of outsourced cost versus in-sourcing
 Past performance

The Project Manager and team will select the best suitable vendor proposals by utilising
the above criteria. Once all contracts are complete, the Project Manager will begin the
vendor management phase of the procurement process.

Prepared By: Andre Warner/Albert Eversley Page 5

 Practicum
THE LODGE SCHOOL RENOVATIONS WITH INNOTECH SERVICES Project –
LTD COEM
6900

6.0 VENDOR MANAGEMENT

The construction project manager will be responsible for the management of all
suppliers and subcontractors and will be required to work with the procurement
department to oversee vendor performance throughout the construction of this project.
Included in each contract will be agreements specific to each product being procured by
Innotech Service Ltd. Meeting these guarantees will determine the level of performance
met by each vendor. Some of these guarantees may include:

 Delivery of item(s) on or before date as agreed upon in the contract

 Delivery of item(s) at or below cost as agreed upon in the contract
 Acceptable performance/quality of item as agreed upon in the contract

Failure of a vendor to adhere to these guarantees will result in the procurement

department submitting a formal dispute as appropriate.

Prepared By: Andre Warner/Albert Eversley Page 6

 Practicum
THE LODGE SCHOOL RENOVATIONS WITH INNOTECH SERVICES Project –
LTD COEM
6900

7.0 PERFORMANCE METRICS FOR PROCUREMENT ACTIVITIES

While the purchasing and contracts department has their own internal metrics for
procurement, the following metrics are established for vendor performance for this
project’s procurement activities. Each metric is rated on a 1-3 scale as indicated below:

Vendor Product On Time Documentation Development Development Cost per Transactiona

Quality Delivery Quality Costs Time Unit l Efficiency

Vendor
#1

Vendor
#2

1 – Unsatisfactory, 2 – Acceptable, 3 - Exceptional

In addition to rating each vendor, actual values will be noted in order to build a past-
performance data base for selecting vendors for future procurement activities.

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