FINAL PROJECT

PROCUREMENT AND CONTRACT MANAGEMENT

GROUP MEMBERS

ALI HAFEEZ (161032)

M.ATIF HUSSAIN (160153)
FAWAD ZAHID (160135)
HUMAYUN KHAN (160161)
USAMA KHAN (160159)

SUBMITTED
SIR SHAHZAD ANJUM
 PROCUREMENT MANAGEMENT PLAN
Project Working Title: UNIVERSITY INDOOR SWIMMING POOL Version:1
Project Sponsor: SIR SHEHZAD
Date:12-12-19
Contact Tel: 0213562574 Plan Author: MR IDREES KHWAJA Organization: AIR UNIVERSITY
E-mail: team_alpha@gmail.com

PROCUREMENT MANAGEMENT PLAN APPROVAL

Printed Name & Job Title Project Role Signature

ALI HAFEEZ Project Manager

ATIF HUSSAIN Program Manager

HUMAYUN KHAN IT Expert

FAWAD ZAHID Project Subject Matter Expert

USAMA KHAN Agency Procurement Officer

AMJAD RAOOF Purchasing department:

ALICE PANNA Outsourcing Manager

Project Sponsor: SIR SHEHZAD

 CONTRACTUAL FORMAT:

This type of contract that will be used by the purchasing department for the project procurement is Fixed price contracts.

SPECIAL TERMS:
Right to inspect goods
This would give us the right to inspect the purchased goods prior to the payment and a common place of inspection will
be chosen where inspection will takes place.

COST DETERMINATION:

A Request for Proposal (RFP) is a formal method of receiving detailed and comparable proposals from different suppliers for a defined product or service. It is a comprehensive
document that should provide all the required information needed to make an informed purchasing decision.
Preparation of the RFP is important and time spent at this stage will ensure good responses. Often an information meeting is held to brief suppliers and answer any questions. An
RFI may be used prior to an RFP if needed.
It should include at least
• Table of contents
• Confidentiality or non-disclosure agreement
• Basic information about the client and the process
• Extent and scope of the project
• Proposed time frame
• Detailed design information and requirements
• Commercial requirements
• Budget
• Evaluation and award criteria
• Submission instructions
 PROCUREMENT RISKS:

• Special equipment and more time if we strike rock.

• Shortage of supplies
• Possibility of damages of raw material
• Shortage of investment
• Transfer of campus.
• Weak points/tears or punctures in pool.
• Structural air leaks.
• Temperature differences (caused indoor; over pressure)
• Delay in delivery time
• Raw material of not a good quality.
• Inflation/ deflation (related to economy)

PROCUREMENT RISK MANAGEMENT:

The project manager will ensure the delivery of all the required raw material, the Program Manager will organize all activities and manage portfolios
of project, IT expert will handle network management and database administration. Subject matter expert will ensure facts and details are aligned
with project deliverables. Agency procurement officer oversees supplier related activities, whereas the Purchasing Department procures necessary
materials and oversees all the vendors. Procurement officer supervises procurement from different suppliers and evaluate supply options. All the
necessary actions are to be taken by the appointed individual; in order to make sure that project is delivered on time and the swimming pool is fully
operational by the project delivery date.
STANDARDIZED PROCUREMENT DOCUMENTATION: all the different documentation formats that are required for procurement will be listed in this
section and how an individual can acquire the required form, template or agreement. Many organizations have their own version of the forms
commonly used as part of procurement process e.g. proposal templates, evaluation forms, Non-disclosure agreement, letter of intent etc.
Templates:

Forms:

Agreements:

Communication Documents:

Evaluations & Reviews:

 PROCUREMENT CONSTRAINTS: this section of the plan describes the constraints as they relate to the procurement management process from the
initial planning through to closure.

Scope: Students will be able to have relax minds with good body health and increased interaction with other students, teachers and university
fellows. Also, healthy competitive behavior among students will be developed, and the university will eventually be able to generate a good amount
of revenue out of the student’s membership fees.

Schedule: The construction of the swimming pool will begin in January 2020; it is expected to be completed by October 2020. According to
the schedule the hole for the swimming pool is to be dug by the end of May 2020, to further move towards the Installation of thermostats which
is to be delivered in June 2020. Hence the rest of the completion of the swimming pool will take place until October.

Cost:
Planning and Design= 75000
Managerial cost= 500000
Mechanical and Electrical cost = 400000
Building cost = 1000000
Engineering cost =450000
Safety regulation cost = 200000

Resources:
-Project team -Land -Investment -Tiles -PVC -Sanitary Material -Chemicals -Swimming accessories -Inspection team -Cement – Machinery -Steel
-Paint -Quality control team -Heating System

Technology / Systems:
-Installation of Insulation system -Machinery for Digging -Special Roofing and Cladding Machines
 CONTRACT APPROVAL PROCESS:

Each contract will be approved on the basis of quality, the time being taken to deliver and most importantly the price they offer. The Project Manager
and the Program manger have the authority to grant approval after evaluation has been done by the Agency procurement officer. A board is not set
to evaluate decisions instead only two individuals have complete authority to grant the approval.

DECISION CRITERIA:

The Decision mostly relies on several factors, like provision of premium quality which fulfill all the safety requirements. Moreover, the awarded
contractor needs to ensure delivery according to the schedule of the project as delays are not acceptable at all.

VENDOR/SUPPLIER MANAGEMENT: outlines the individuals who are responsible for managing the day-to-day operations of the project contracts.
They will ensure that quality, timeliness and costings adhere to that stated in the agreement. This section of t he plan will also defines how any
changes will be communicated to these third parties and by whom.
Agency procurement officer is appointed to keep check on all the vendors and that they deliver the raw material timely and effectively, with no margin of error in
quality. The Program Manager ensures functional day to day operation with no lag in the schedule. The IT expert manages the stock listing software, making sure
the right amount is coming and is being written down in the data base which directly linked with the contracts and agreements made with the vendors. The
purchasing department evaluate all the changes that occur if they occur in the first place. While the job of the Project Manager is to supervise and make sure that
all the contracts and agreement are in place and that no contract becomes void.
PROCUREMENT PERFORMANCE METRICS: this section of the management plan defines what metrics will be sued throughout the duration of the
project to measure the activity performance of the third parties. These figures feed into the schedule management process and play a key role in
post project reviews ensuring lessons learnt are retained for future projects.

Contract Delivery Quality of Quality of

Supplier/Vendor Product/Service Actual Timeframe
Status Documentation Relationship
VENDOR 1 TILES 250000 220000 1 MONTH DELIVERED GOOD GOOD

VENDOR 2 PVC 90000 120000 20 DAYS PENDING AVERAGE GOOD

VENDOR 3 SANITORY 150000 170000 1.5 MONTHS PENDING AVERAGE GOOD

SUPPLIER 1 CHEMICALS 50000 650000 15 DAYS PENDING GOOD GOOD

SUPPLIER 2 SWIMMING 85000 80000 10 DAYS DELIVERED GOOD GOOD

ACCESSORIES
VENDOR 4 INSPECTION 30000 28000 2 MONTHS PENDING GOOD BAD

VENDOR 5 CEMENT 350000 400000 1.5 MONTHS DELIVERED GOOD GOOD

VENDOR 6 RAILING 250000 245000 2 MONTHS PENDING BAD BAD