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    Khalidah Khalid
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    The procurement team at the University of Stewartson presented their project to expand the computing facilities by building a new High Performance Computing Cluster. The project will cost £816,084 and take 182 days to complete. Key milestones include tendering the contract, installing and testing the new cluster, and providing training to ensure staff acquire the necessary skills. Risks include potential delays during the tendering process, hardware delivery and installation, and training. The presentation covered the project definition, scope of work, procurement approach, evaluation criteria, timeline, milestones, risks, and concluded with noting an item clarification clause in the bid documents.

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    The procurement team at the University of Stewartson presented their project to expand the computing facilities by building a new High Performance Computing Cluster. The project will cost £816,084 and take 182 days to complete. Key milestones include tendering the contract, installing and testing the new cluster, and providing training to ensure staff acquire the necessary skills. Risks include potential delays during the tendering process, hardware delivery and installation, and training. The presentation covered the project definition, scope of work, procurement approach, evaluation criteria, timeline, milestones, risks, and concluded with noting an item clarification clause in the bid documents.

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    16 views14 pages

    University of Stewartson Procurement Team

    Uploaded by

    Khalidah Khalid
    The procurement team at the University of Stewartson presented their project to expand the computing facilities by building a new High Performance Computing Cluster. The project will cost £816,084 and take 182 days to complete. Key milestones include tendering the contract, installing and testing the new cluster, and providing training to ensure staff acquire the necessary skills. Risks include potential delays during the tendering process, hardware delivery and installation, and training. The presentation covered the project definition, scope of work, procurement approach, evaluation criteria, timeline, milestones, risks, and concluded with noting an item clarification clause in the bid documents.

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    of 14

    UNIVERSITY OF

    STEWARTSON
    PROCUREMENT
    TEAM

    Team 9

    Procurement project
    Meet
    the
    team

    Shannon Neller Patricia Fernandes Monica Lazo Manu De Roeck Sharifah Nur Khalidah
    Retired US Business Management Business
    Commercial
    Marine Corps Development Consulting Analyst
    Manager
    officer Manager Professional Professional
    AGENDA
    01 PROJECT DEFINITION

    02 SCOPE OF WORK (SOW)

    03 PROCUREMENT MANAGEMENT APPROACH

    04 CONTRACT & PAYMENT TYPE

    05 BID EVALUATION

    06 PROJECT TIMELINE & MILESTONES

    07 PROJECT RISKS

    08 CONCLUSION
    01 PROJECT
    DEFINITION

    Project overview:

    Expansion of the computing facilities


    to include a High
    Performance Computing Cluster to be
    used in a wide range of computing
    applications
    02 SCOPE OF
    WORK

    Planning, execution, training, final checks,


    and closing for the new HPC and five high
    performance  PC-based workstation

    LOCATION OF WORK:
    Room 7 of Savannah building, on North
    campus of the University

    PERIOD OF PERFORMANCE &


    TOTAL BUDGET:
    182 days, starting March 04, 2017
    £816,084.00
    02 SCOPE OF
    WORK

    CONSTRAINTS & ASSUMPTIONS

    Public procurement policy


    Contingency budget for crisis situation or
    approved project changes
    HPC cluster running before January 2018
    Cluster acceptance conditional to testing
    successful performance 

    OPEN TENDERING
    Public sector project
    No discrimination against businesses
    Transparent process
    PROCUREMENT
    03 MANAGEMENT
    APPROACH
    MAKING & BUYING
    Room refurbished internally (close
    coordination required)
    HPC, workstations, training /
    maintenance
    5 PILLARS OF PROCUREMENT
    Plan and manage for
    great results
    Be fair to all vendors

    Get the right vendors


    Get the best deal for
    everyone
    Play by the rules
    04 CONTRACT &
    PAYMENT TYPE

    CONTRACT TYPE:
    Fixed-price contract

    PAYMENT TERMS:
    Pay within 30 days of issued invoice
    05 BID
    EVALUATION

    DOWNSELECTING BIDDERS
    Award criteria
    Weighing and scoring system

    OUR AWARD CRITERIA


    Reputation of bidders
    Acceptance of our terms
    Price of goods
    After sales services
    Financial performances
    PROJECT
    06 TIMELINE &
    MILESTONES

    PROJECT TIMELINE
    PROJECT
    06 TIMELINE &
    MILESTONES
    PROJECT MILESTONES
    07 PROJECT RISKS

    TIMELINE PRESSURE
    Delays on the tendering process (internal
    bureaucracy)
    Delays on the fabrication, delivery and
    installation at UoS – supply side
    Christmas holidays 

    HARDWARE
    Delays on the second stage testing -
    Quality checks

    TRAINING
    Trainees don’t acquire the required skills
    on time
    08 CONCLUSION

    ITEM SPOTTING CLAUSE

    From the IFB/RFP:

    “Should a bidder find discrepancies in the plans and/or


    specifications or be in doubt as to the meaning or intent of
    any part thereof, the bidder shall request clarification
    from the University in writing, no later than (10) working
    days prior to the bid opening.  

    Any changes to the IFB/RFP that result from such a


    clarification request, will be communicated through a
    written addendum and posted on the Procurement
    homepage at www.stewartson.edu/projectprocurement.  

    Failure to request such a clarification is a waiver of any


    claim by the bidder for additional expenses because its
    interpretation was different than the university’s.”
    Thank you
    for
    listening!

    Q&A

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