Executive Summary

Justin Trudeau, the Prime Minister of Canada will be hosting a 3-day meeting in summer 2020 with
Premiers from all of the provinces and territories, and business leaders in Canada. This First Minsters
Meeting will take place in downtown Vancouver at BC Trade & Convention Center. The meeting
schedule will be July 21st to July 23rd, 2020, and their spouses or partners will also accompany to the
event. Therefore, we are not only required to prepare and set-up main and secondary meeting, but also
social event, gathering and activities for all of them. Our firm was chosen to arrange and organize the
whole event from the point of Prime Minister’s arrival to the YVR airport until his departure.

Our major roles are as follows:

 Prepare, set-up and organize for main meeting and secondary meeting.
 Prepare and organize evening and social events, and some activities for spouses and
partners.
 Media access, control and security
 Transportation arrangement
 Put in place very-high security measures
Since this is our second time to arrange First Ministers Meeting in Vancouver, I have strong confidence
to make the event success.

Since Prime Minister and Premiers of all the provinces and territories are gathering at the same time, they
require very-high security measures to protect from any incidents. We are expecting some protest
activities in downtown Vancouver, and we also need to consider for terrorist thread and gun violence
considering recent crime cases. This security issues could be the biggest challenge for us, but it would be
the greatest opportunity allowing potential clients in the world who is considering have a large event in
Vancouver know we are capable to handle such a big event.
For solutions for this challenge, I would like to suggest hiring the third-party security consultant in
Vancouver to find out potential danger blind spot and thread with cooperation of RCMP and Vancouver
Police Department.

OPMT 2505 Assignment Two 1.0

1. Project Customer

Name: Jeremy Broadhurst

Title: Deputy Chief of Staff
Organization: Office of the Prime Minister (Canada)

Jeremy Broadhurst is a key staff of Canada’s Prime Minister’s office focusing on day-to-day operations
and organization. He was Chrystina Freeland chief of staff when she was a Foreign Affairs Minister back
in 2015, and he was promoted as deputy chief of staff at Liberal Head Quarter after he brought Justin
Trudeau victory in 2019 election as Mr. Trudeau’s national campaign director. Mr. Broadhurst essentially
serves as Chief of Staff, Mr. Telford’s second-in-command. As a veteran pollical staffer and deputy Chief
of Staff, Mr. Broadhurst now is leading First Ministers’ Meeting arrangement, and his goal is to end Mr.
Trudeau’s 4th First Ministers’ Meeting a meaningful outcome for all of the event attendees and
Canadians. Due to recent status of the world, such as global warming terrorism, refugees, infectious
disease pandemic, this First Minister’s Meeting is not only necessary, but also indispensable to find out
what need to be done. As one of the top Project Management firm in British Columbia, we have
obligation to help Mr. Broadhurst to make this event successfully.

Since most of the cost for the event would be paid by tax money, Office of the Prime Minister could be
very sensitive to cost over-runs. Considering the size of the event, amount of staff to participate, making
precise cost management plan is crucial. Finding local event sponsor would be necessary, and it would be
work for to get attract media and people as well.

OPMT 2505 Assignment Two 1.0

 PROJECT CONSULTING CONTRACT

THIS CONTRACT (the “CONTRACT”) is made January 16, 2020

BETWEEN:
VEZURA PROJECT CONSULTING INC.
(hereinafter called the “VPC”)
AND:
GOVERNMENT OF CANADA
(hereinafter called the “CLIENT”)

WHEREAS CLIENT wishes to engage VPC to provide, and VPC wishes to provide to CLIENT
services as outlined 4.1 to 4.7 below.

NOW THEREFORE in consideration of the mutual promises contained herein and for other
valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties
hereto agree as follows:

1. Event Name.
First Minister’s conference 2020 Vancouver

2. CLIENT identification
Name: Jeremy Broadhurst
Title: Deputy Chief of Staff
Organization: Government of Canada, Office of the Prime Minister

3. Event Date & Description of the project. On July 10th, 2020 Client intends to host the
below described event (the “Event”):
Event Date: July 21 – 23, 2020
Description: Prime Minister Justin Trudeau will be hosting a three days meeting in
summer 2020 in Vancouver, British Columbia with the Premiers from all
the Provinces and Territories in Canada. The meeting will take place in
downtown Vancouver at the BC Trade & Convention Center. VPC will
provide consulting service for the EVENT.
4. Description of deliverables:

VPC WILL, provide to CLIENT the following services (collectively, the “Services”)

4.1 Determine and prepare/ set-up for main meetings and secondary meetings
Main meeting will be held at BC Trade & Convention Center located in
downtown Vancouver. Second meeting will be held at Hotel Vancouver, also
located in downtown Vancouver.

OPMT 2505 Assignment Two 1.0

 4.2 Determine and prepare evening and social events, including activities for spouses
Prime Minister and the Premiers attend dinner party hosted by Vancouver mayor,
Kennedy Stewart.
Prime Minister will hold several social events inviting local students to discuss
opioid crisis at 3 schools in Vancouver.
4.3 Put in place very-high security measures
Due to large and high scale of EVENT, VPC will organize putting high security
measure working with, Vancouver Police Department, Royal Canadian Mounted
Police Protective Policing, and private security firm Securitas Canada.
4.4 Set up media access/control/security
VPC will manage to put protocol regarding media access, control and security.
4.5 Prepare for the large entourage that will accompany: government ministers, aides,
business leaders, locally and from across Canada invited to participate in this
event.
Large entourage who will accompany with Prime Minister require transportation,
accommodation and security.
4.6 Determine Transportation considerations – routes, restricted roadways and
parking, helicopters, planes, etc.
VPC will determine and coordinate all of Transportation issues related to the
EVENT.
4.7 Project Management Activities
Without altering, limiting or impairing any other obligation in this CONTRACT,
the Project Manager shall have the obligation to cause the EVENT to be
completed in a good and fair manner.
5. Responsibilities of the Project Team
The Project Manager shall have the duties and perform the services set out in outlined 4.1
to 4.7. The Project Manager, in addition to providing general executive leadership, shall
provide or retain all the necessary personnel to the Project in order to coordinate and
administer the prosecution of the work and to determine in general with the EVENT is
being carried out in accordance with the Contract Documents, the Project Schedule and
the requirement of this CONTRACT.
6. CLIENT’s Responsibilities
The CLIENT shall at its own expense comply with and perform its obligations under this
CONTRACT and, without limiting the generality of the foregoing, shall:
(a) Provide full information regarding its requirements for the Project;
(b) Make payment to the Project Manager of the Project Management Fee and
pay the Expenses and Reimbursable Amounts in accordance with the
provisions of this CONTRACT.
(c) Provide for the payment of the General Contractor and/or service provider in
accordance with their respective contracts.

7. Contract Duration

OPMT 2505 Assignment Two 1.0

 This CONTRACT will commence on January 16, 2020 and terminate on July 31, 2020,
unless terminated earlier by either of the parties hereto, as provided for herein. The
CONTRACT period may be extended by mutual agreement in writing.
8. Contract Price
The CLIENT agrees to pay VPC for the full and faithful performance of the work,
including all applicable taxes, and the VPC agrees to accept such payment as full and just
compensation therefor. Total estimated cost for the work is one hundred thousand
Canadian Dollars (CND$100,000) (the “Contract Price”) in current funds subject to
additions and deductions for changes and/or charges as may be agreed upon in writing
pursuant to this CONTRACT.
9. Payment Schedule
VPC, within thirty (30) days following the end of each calendar month, shall submit a
statement of services rendered and reimbursable expenditures incurred for work done in
that calendar month.
10. Performance

11. Penalties

12. Term and Condition

13. Legal and Binding Agreement. This Agreement is legal and binding between the
Parties as stated above. This Agreement may be entered into and is legal and binding in
Canada. The Parties each represent that they have the authority to enter into this
Agreement.
14. Governing Law and Jurisdiction. The Parties agree that this Agreement shall be
governed by the Province and/or Country in which both Parties do business. In the event
that the Parties do business in different Province and/or Countries, this Agreement shall
be governed by _________ law.
15. Entire Agreement. The Parties acknowledge and agree that this Agreement represents
the entire agreement between the Parties. In the event that the Parties desire to change,
add, or otherwise modify any terms, they shall do so in writing to be signed by both
parties.

The Parties agree to the terms and conditions set forth above as demonstrated by their signatures
as follows:

“CLIENT”
Signed: _____________________________________
Date: _______________________________________

“PROJECT MANAGER”
Signed: _____________________________________

OPMT 2505 Assignment Two 1.0

By: ________________________________________
Date: ______________________________________

4. Project Sponsor

Name: Kim Stuart

Title: Executive Director of Vezura Project Consulting Inc. and
The Founder and President of Key Group

As our firm’s Executive Director and the Founder and President of Key Group, Kim will be leading this
4th First Minister’s Meeting of Trudeau administration. As entrepreneur herself, she is passionate about
making a positive impact for the client. Key Group is located in the US, and she is working with us now
in Canada found her more positive step. Especially now we have chance to please our government client.

One of the key responsibilities of Kim is to arrange funding of the project and to monitor spending. She
will preside over all review meetings to measure the progress achieved, receive feedback information and
seek explanation for lapses, reevaluate the original operational strategies, keep the team members focused
on the project objectives and to apply necessary correctives in areas that are lagging behind. She will be
the person who gets financial resources, and she is the one who will get us any resources we need to
complete this project successfully. When we are talking about government project, it is not always easy

OPMT 2505 Assignment Two 1.0

in term of funding since their funding resource is our tax money. Therefore, she and we all have
obligation to work all the steps accurately and precisely.

OPMT 2505 Assignment Two 1.0

5. Stakeholders
First Minister's Meeting Vancouver 2020: Stakeholder Register

Contact Internal/Externa How Impact interms of

Name Position Role Expectations Influence
details l Poject Cost

Moderate project Sign off on major project

Kim Stuart Executive Director Project Sponsor 555-555-5555 Internal High
involvement decisions

Jeremy Deputy Chief of High project

Project Customer 555-555-5555 External High Final decision maker of
Broadhurst Staff of OPM involvement
Project Deliverbles
Director,
Conference
Services of Provide
Rodrigue Moderate project
Canadian conference set- 555-555-5555 External Moderate
Hurtubise involvement They are the vendor
Intergovernmenta up
l Conference who will set-up proper
Secretariat conference
Director of
In charge of Moderate project
Christina Chan Financial 555-555-5555 Internal High Review project's cost
finance involvement
department management plan
Arrange fleets landing
Provide airport Moderate project and departure securly,
YVR Airport Airport 555-555-5555 External Moderate
service involvement and provide secure
route to the public road.
VIP who attend the
Main Attendee Attend the High project meeting. His security
Justin Trudeau 555-555-5555 External High
Prime Minister meeting involvement detail will impact to the
cost plan.
VIP who attend the
Attend the High project meeting. Their security
Minister's Atttendee 555-555-5555 External High
meeting involvement detail will impact to the
cost plan.
Vancouver Provide security
High project
Police Law Enforcement and organize 555-555-5555 External High Security detail, secure
involvement
Department traffic escort VIP the traffic, prevent
OPMT 2505 Assignment Two 1.0
 traffic confusion. Their
cars labour will impact to the
cost plan.
Provide
Vancouver Emergency emergency and Moderate project
555-555-5555 External Moderate Mainly provide medical
Rescue Service Service rescue medical involvement
service emergency. Low impact
Security detail, secure
Provide security
the traffic, prevent
and organize High project
RCMP Law Enforcement 555-555-5555 External High traffic confusion. Their
traffic escort VIP involvement
cars labour will impact to the
cost plan.
Provide
Richmond Fire Emergency emergency and Moderate project
555-555-5555 External Moderate Mainly provide medical
Rescue Service Service rescue medical involvement
service emergency. Low impact
Arrange Need their cooperation
Moderate project
Translink Local Business alternative bus 555-555-5555 External Moderate to secure the sefty traffic
involvement
route escort. Low impact
Due to necessity of high
Resident of security measure, their
High project
Greater Citizen Group Resident 555-555-5555 External Moderate transportation and some
involvement
Vancouver access will be restricted
and limited. Low impact.
Arrange
accommodations for
attendees, business
Provide leaders and meeting
Fairmont Hotel Moderate project
Local Business accommodation 555-555-5555 External High related staffs. Their
and Resort involvement
service accommodation fee will
be paid by their own
jurisdiction and
businesses. Low Impact
Provide food and drink
at convention center for
Culinary Capers Provide food at Moderate project
Local Business 555-555-5555 External Moderate attendees and meeting
Catering meeting involvement
related staffs. High
Impact
Vancouver Local Business Provide meeting 555-555-5555 External Moderate project High Provide their facility for
OPMT 2505 Assignment Two 1.0
 Convention whole event. High
rooms involvement
Center Impact
Kennedy Mayor , City of Moderate project Host city mayor. Low
  555-555-5555 External Moderate
Stewaart Vancouver involvement impact
In charge of all the guest
and attendees related
Guest and services. She will be the
Project Team High project
Midori Ishino Accommodation 555-555-5555 Internal Moderate one who get best
Member involvement
arrangement accommodation deal for
the attendees and
guests. Low Impact
In charge of media
related issues. She will
Project Team High project be arrange press
Noriko O'Shea Press Secretary 555-555-5555 Internal Moderate
Member involvement comference and
advertisement. Low
impact.

Liaison between firm

Project Team High project and law enforcement.
Claude Vezina Security Advisor 555-555-5555 Internal Moderate
Member involvement High impact due to
importance of security
measure.
In charge of organize
and observe main and
Project Team Organize High project secondary meeting
Lindsay Hong 555-555-5555 Internal Moderate
Member Meeting involvement arrangement incude
scheduling and
arranging support staffs.
In charge of coordinate
evening social event,
and activities for
Project Team Event High project attendees spouses and
Helen Zizian 555-555-5555 Internal Moderate
Member Coordinator involvement partners. These events
are expected to be more
comples to set-up. High
Impact.

OPMT 2505 Assignment Two 1.0

 Incharge of all IT
technology devises to be
used at project. The
IT and
Project Team High project project require high
Edwin Lee Communication 555-555-5555 Internal Moderate
Member involvement standard security
coordinator
devised sue to level of
security measure. High
Impact
High project Observe and plan whole
Yusuke Ogura Project Manager Project Manager 555-555-5555 Internal Moderate
involvement project. High impact
Atendee's
BC Childen's spouses will visit Moderate project
Local Business 555-555-5555 External Moderate
Hospital and meet the involvement
patients Low Impact
Atendee's
spouses will visit
NUU-CHAH- Moderate project
Citizen Group the premises and 555-555-5555 External High
NULTH Tribe involvement
learn their
culture Low Impact
Cover the
High project
Media Local Business meeting and its 555-555-5555 External Moderate
involvement
related event Low Impact

OPMT 2505 Assignment Two 1.0

6. Project Scope Statement

Project Scope Description

Prime Minister decided to hold First Ministers Meeting in Vancouver this summer. It requires us to put
very high security measure on every movements and events in order to secure Prime Minister, Premiers
and business leaders’ safety as well as citizens reside in the greater Vancouver area. This project will be
starting once Prime Minister arrived at YVR airport. With law enforcement and cooperation, we will
secure safety route for Prime Ministers vehicle to downtown Vancouver. RCMP Protective Policing will
take care of Prime Minister’s safety, and our job is to let them their job smoothly removing any obstacle
on their way. A lot of communication will be required between law enforcement. There would be the
main and secondary meeting at BC Trade & Convention center as well as evening social events after the
meeting. Again, we must put very high security measure at convention center trying not to disturb their
meeting agenda. Prime Minister and Premiers’ spouses and partners will have some visit to local
facilities. Once all the meeting agenda had been done, we will again secure route for Prime Minister to go
back to YVR for his departure. We need to take care of not only VIP attendees, but also the large
entourage include cabinet members, aides and press who will be accompanying Prime Minister. They do
not require high security measure, but they are the object needs to be taken care of for project success.
Also, some protest activities are expected to happen at multiple locations in the city of Vancouver.

Project Limits and Exclusion

Limitations:
1. We are not be able to involve high-level security decision making process due to classified
information involves.
2. The event schedule cannot be changed to the other dates or extended.
3. All of the tools, conference furniture and everything will be used at the meeting must be provided by
BC Trade and Convention center.
4. Public access to surround convention center will be limited while the meeting being held.
5. Public transportation route and the schedule will be changed or limited on specific day and time.
6. Social event and gathering would be invitation only event.
7. Spouses and partners’ visit detail will be confidential until their visit.
8. To avoid traffic congestion in the city, all of the participant of this project and the event are not
allowed to use their own vehicle unless they are not granted.

OPMT 2505 Assignment Two 1.0

Exclusions:
1. Convention center catering service would not serve dinner.
2. We do not arrange non-provincial, non-territorial or non-federal government employees’
accommodation unless it’s requested.
3. We are not required to arrange anyone’s flight.
4. Any children would not be involving the event.

Technical Requirement
1. Project team should understand jurisdiction system.
2. Communication skill. Due to high profile event, all the project team members are required to
communicate to their own contact when its necessary.
3. Knowledge of national security
4. Knowledge of geographical location and information
5. Official and personal connection to the government of Canada

7. Statement of Work
Project Deliverables
1. High Security Measure
This is the one of the key deliverables for this project to complete successfully. Due to Prime
Minister’s involvement, the project requires putting the highest level of security measure.
Vancouver Police Department, Richmond RCMP Main Detachment and RCMP Protective Policing
will lead us to establish special security measure. One of our project team members will join them to
support and also act as liaison between them and project team to allow us applying security detail to
each deliverable.

2. PM Arrival, Departure and Traffic arrangement

This deliverable will cover Prime Minister’s and other attendees include their spouses and partners
while the event term. The project team closely work with security measure liaison to secure
attendees’ safety.
Also, due to scale of the event and traffic restriction, there would be expected huge traffic confusion
in many locations. The project team will work with VPD, RCMP and Tran slink, and will provide
alternative traffic and transportation plan to mitigate the impact to residents of greater Vancouver
area.

OPMT 2505 Assignment Two 1.0

3. Main Meeting & Secondary Meeting
The meeting will take place at BC Trade and Convention center located in Coal Harbor. We will
provide from selecting appropriate meeting room, and food beverage service arrangement for
attendees and staffs.
Canadian Intergovernmental Conference Secretariat will take care of actual setting for the meeting,
but the project team is required to cover everything else related to the meeting.

4. Evening social Event

There would be some social events every evening after the meeting. Attendees can use this
opportunity to deepen their relationship. These social events would be formal and invitation only.
Local business leaders will be chosen and invited.
The Project Team will provide venue planning, include location and food and beverage menu, and
closely work with security measure liaison and transportation in charge to secure enjoyable evening.

5. Spouses and Partners Social Event

While the meeting is taking place, we are planning their spouses and partners have some visits to
local facility to develop an understanding Vancouver society.
The Project Team will provide appropriate visiting location and secure safety transportation. We will
be allowing some media accompanying with them; therefore, it requires us to organize detail
planning due to large amount of people will be joining.

6. Accommodation
The Project Team will arrange accommodation for all of the attendees. We will conduct geographical
and security research to find appropriate accommodation facility. Since high security measure will be
applied to secure everyone’s safety, detailed background check will be conducted as same as other
deliverables.
Large number of people require accommodation, therefore collecting attendees and involving staff
members information is crucial.

7. Media Relations
The correspondents of many major media will be accompanying with Prime Minister, and local
media will be joining with them additionally. Setting up press conference in multiple occasion will

OPMT 2505 Assignment Two 1.0

 be important work for the Project Team. We will handle from location selection to successful press
conference.
The First Ministers Meeting is one of the most important events in Canadian politics. To inform
Canadian citizens regarding the event up to date is also one of our work need to provide. Recent
social media activity would be the best source of announcement what is happening at the meeting up
to date. We will launch some social media account and special webpage to inform the meeting
agenda and itinerary.

8. Project Management
Practice of initiating, planning, executing, controlling and closing the work of a team to achieve
success criteria at the specific time. Coordinating all the different events, scheduling and security
would be the big issue in this project.
Successful criteria of this project would be collecting as much as information possible and
communicating with proper personnel and organization as much as possible to prevent
miscommunication.

8. Work Breakdown Structure

1.       High Security Measure

1.1 Collect First Premiers Meeting Agenda

1.2 Plan Very High Security Measure
1.3 Set-up Escort Route
1.4 Conduct Secure Threat Investigation
1.5 Establish Secure Communication Protocol
1.6 Plan 3-day Security Plan
1.7 Establish Emergency Evacuation Protocol
1.8 Establish Medical Emergency Protocol

2.       PM Arrival, Departure, and Traffic Arrangement

2.1 Collect Arrival and Departure Detailed Schedule

2.2 Conduct Traffic Research
2.3 Establish Public Transportation Alternative Plan
2.4 Conduct Traffic Research for Escort Route Setting
2.5 Obtain City Permit for Traffic Blocking
2.6 Prepare Transportation Vehicles
2.7 Establish Event Transportation Plan
2.8 Arrival

OPMT 2505 Assignment Two 1.0

 2.9 Departure

3.       Main and Secondary Meeting

3.1 Collect Meeting Detail
3.2 Plan Main Meeting Schedule
3.3 Plan Secondary Meeting Schedule
3.4 Plan Meeting Security
3.5 Select Meeting Rooms
3.6 Select Catering Menu
3.7 Preparing Meeting
3.8 Meeting
4.       Accommodation
4.1 Getting Information Accommodation Requirement
4.2 Collect Guest Information for Booking
4.3 Book Accommodation
4.4 Conduct Back-Ground Check
4.5 Make Special Meal & Drink Room Service Menu
4.6 Hiring Additional Security
4.7 Apply Security Measure for Accommodation
4.8 Set-up for Check-in and Check-out

5.       Social Event

5.1 Collect Information from Project Customer

5.2 Create Guest List
5.3 Select and Book Venue
5.4 Plan Venue Program
5.5 Choose Food & Beverage Menu
5.6 Back-Ground Check
5.7 Plan Security
5.8 Setting
5.9 Social Event

6.       Spouses and Partners Activities

6.1 Conduct Survey for Public Interest

6.2 Interview Prime Minister’s Wife
6.3 Select Visit Location Facility
6.4 Plan Visiting Program
6.5 Plan Activity Security
6.6 Back-Ground Check

OPMT 2505 Assignment Two 1.0

 6.7 Prepare for Media Relations
6.8 Activity Day

7.       Media Relations

7.1 Collect Information

7.2 Plan Media & Publicity Strategy
7.3 Launch and Update Website and Social Media
7.4 Create Signage, Poster and Brochure
7.5 Press Conference
7.6 Select Media Correspondence
7.7 Conduct Survey for Strategy Review
7.8 Set-up Press Conference

8.       Project Management

8.1 Project Management

OPMT 2505 Assignment Two 1.0

9. Gantt Chart
ID Task Task Name Duration Start Finish
Mode Feb '20 Mar '20 Apr '20 May '20 Jun '20 Jul '20 Aug '20
02 09 16 23 01 08 15 22 29 05 12 19 26 03 10 17 24 31 07 14 21 28 05 12 19 26 02
1 First Premiers Meeting 2020 Vancouver 121 daysMon 2/03/20Fri 7/24/20
2 1. High Security Measure 115 days?
Mon 2/03/20Thu 7/16/20
3 1.1 Collect First Premiers Meeting Agenda 5 days Mon 2/03/20Fri 2/07/20
4 1.2 Plan Very High Security Measure 75 days?Mon 2/10/20Wed 5/27/20
5 1.3 Set-up Escort route 10 days Wed 5/27/20Tue 6/09/20
6 1.4 Conduct Security Threat Investigation 45 days?Thu 4/30/20Fri 7/03/20
7 1.5 Establish Secure Communication Protocol 10 days?Fri 5/08/20 Fri 5/22/20
8 1.6 Plan 3 day security 15 days?Thu 5/28/20Wed 6/17/20
9 1.7 Establish Emergency Evacuation Protocol 10 days?Thu 6/18/20Thu 7/02/20
10 1.8 Establish Medical Emergency Protocol 10 days?Fri 7/03/20 Thu 7/16/20
11 2. PM Arrival, Departure, and traffic 121 days?
Mon 2/03/20Fri 7/24/20
12 2.1 Collect Arrival and Departure detailed schedule
14 days?Mon 2/03/20Fri 2/21/20
13 2.2 Conduct traffi c Research 20 days?Mon 2/24/20Fri 3/20/20
14 2.3 Establish Transportation Plan 40 days?Mon 3/23/20Tue 5/19/20
15 2.4 Conduct traffi c reseacrch for route setting 5 days? Wed 5/20/20Tue 5/26/20
16 2.5 Establish Public Transportation Alternative10 Plan
days?Wed 5/27/20Tue 6/09/20
17 2.6 Obtain city permit for traffi c blocking 10 days?Wed 6/10/20Tue 6/23/20
18 2.7 Prepare Transportation Vehicles 35 days?Fri 6/05/20 Fri 7/24/20
19 2.8 Establish Activity Transportation Plan 10 days?Mon 6/15/20Fri 6/26/20
20 3. Main Meeting and Secondary Meeting 75 days?Tue 4/07/20Thu 7/23/20
21 3.1 Collect meeting detail 5 days? Tue 4/07/20Tue 4/14/20
22 3.2 Plan Main Meeting Schedule 10 days?Wed 4/15/20Tue 4/28/20
23 3.3 Plan Secondary Meeting Schedule 10 days?Wed 4/29/20Tue 5/12/20
24 3.4 Plan Meeting Security 15 days Thu 6/18/20Thu 7/09/20
25 3.5 Select and book Meeting Room 5 days Wed 5/13/20Wed 5/20/20
26 3.6 Select Catering Menu 5 days Fri 6/26/20 Fri 7/03/20
27 3.7 Preparing Meeting 9 days Mon 7/13/20Thu 7/23/20
28 3.8 Meeting 4 days? Mon 7/20/20Thu 7/23/20
29 4. Accommodation 116 days?
Mon 2/10/20Fri 7/24/20
30 4.1 Getting Information Accommodation Requirement5 days? Mon 2/10/20Fri 2/14/20
31 4.2 Collect Guest Information for booking 10 days?Tue 2/18/20Mon 3/02/20
32 4.3 Book Accommodation 5 days? Tue 3/03/20Mon 3/09/20
33 4.4 Conduct Back Groud Check 60 days?Tue 3/10/20Wed 6/03/20
34 4.5 Make special Meal & Drink room service menu 8 days? Tue 3/31/20Fri 4/10/20
35 4.6 Hiring Additional Security 10 days?Thu 6/04/20Wed 6/17/20
36 4.7 Apply Security Measure 12 days?Thu 6/18/20Mon 7/06/20
37 4.8 Set-up for check-in and check-out 8 days? Wed 7/15/20Fri 7/24/20

OPMT 2505 Assignment Two 1.0

ID Task Task Name Duration Start Finish
Mode Feb '20 Mar '20 Apr '20 May '20 Jun '20 Jul '20 Aug '20
02 09 16 23 01 08 15 22 29 05 12 19 26 03 10 17 24 31 07 14 21 28 05 12 19 26 02
38 5. Social Event 105 days?
Mon 2/24/20Wed 7/22/20
39 5.1 Collect Information from Project Customer2 days? Mon 2/24/20Tue 2/25/20
40 5.2 Create guest list 54 days?Mon 3/02/20Fri 5/15/20
45 5.3 Select and Book Venue 25 days?Mon 3/02/20Fri 4/03/20
49 5.4 Plan Venue Program 30 days Fri 4/03/20 Fri 5/15/20
50 5.5 Choose Food & Beverage Menu 10 days Tue 5/19/20Mon 6/01/20
51 5.6 Plan Social Event Security 20 days?Thu 6/18/20Thu 7/16/20
52 5.7 Setting 2 days? Tue 7/21/20Wed 7/22/20
53 5.8 Rehearsal 1 day? Wed 7/22/20Wed 7/22/20
54 6. Spouses and Partners Activities 120 days?
Mon 2/03/20Thu 7/23/20
55 6.1 Conduct Servey for Public Interest 15 days Mon 2/03/20Mon 2/24/20
56 6.2 Interview Prime Minister's Wife 2 days Tue 2/25/20Wed 2/26/20
57 6.3 Select Visit Facility 40 days?Mon 3/02/20Mon 4/27/20
62 6.4 Plan Visit Program 11 days?Fri 5/01/20 Fri 5/15/20
63 6.5 Plan Activity Security 15 days?Thu 6/18/20Thu 7/09/20
64 6.6 Back-Ground Check 10 days?Tue 4/28/20Mon 5/11/20
65 6.7 Prepair for media Relations 5 days? Fri 7/10/20 Thu 7/16/20
66 6.8 Conduct Schedule Adjustment 5 days Fri 7/17/20 Thu 7/23/20
67 7. Media Relations 121 days?
Mon 2/03/20Fri 7/24/20
68 7.1 Collect Information 10 days?Mon 2/03/20Fri 2/14/20
69 7.2 Plan Media & Publicity Strategy 10 days?Mon 2/24/20Fri 3/06/20
70 7.3 Launch and update Website and Social Media
39 days?Mon
Page 3/09/20Fri 5/01/20
71 7.4 Create Signage, Poster and Brochuer 43 days?Mon 5/04/20Fri 7/03/20
72 7.5 Press Conference 38 days Mon 6/01/20Thu 7/23/20
76 7.6 Select Media Correspondence 54 days Mon 2/03/20Mon 4/20/20
80 7.7 Conduct Servey for Strategy Review 11 days?Fri 5/01/20 Fri 5/15/20
81 7.8 Set-up Press Conference 5 days? Mon 7/20/20Fri 7/24/20
82 8. Project Management 121 days?
Mon 2/03/20Fri 7/24/20
83 8.1 Project Management 121 days?
Mon 2/03/20Fri 7/24/20

OPMT 2505 Assignment Two 1.0

10. Project Budget

1.       High Security Measure $533,200

1.
Collect First Premiers Meeting Agenda $3,200
1
1.
Plan Very High Security Measure $200,000
2
1.
Set-up Escort Route $100,000
3
1.
Conduct Secure Threat Investigation $100,000
4
1.
Establish Secure Communication Protocol $50,000
5
1.
Plan 3-day Security Plan $30,000
6
1.
Establish Emergency Evacuation Protocol $30,000
7
1.
Establish Medical Emergency Protocol $20,000
8
2.       PM Arrival, Departure, and Traffic Arrangement $294,200
2.
Collect Arrival and Departure Detailed Schedule $6,400
1
2.
Conduct Traffic Research $10,000
2
2.
Establish Public Transportation Alternative Plan $3,200
3
2.
Conduct Traffic Research for Escort Route Setting $6,400
4
2.
Obtain City Permit for Traffic Blocking $5,000
5
2.
Prepare Transportation Vehicles $60,000
6
2.
Establish Event Transportation Plan $3,200
7
2.
Arrival $100,000
8
2.
Departure $100,000
9
3.       Main and Secondary Meeting $392,400
3.
Collect Meeting Detail $3,200
1
3.
Plan Main Meeting Schedule $6,400
2
3. Plan Secondary Meeting Schedule $6,400

OPMT 2505 Assignment Two 1.0

 3
3.
Plan Meeting Security $50,000
4
3.
Select Meeting Rooms $6,400
5
3.
Select Catering Menu $50,000
6
3.
Preparing Meeting $60,000
7
3.
Meeting $210,000
8
4.       Accommodation $198,000
4.
Getting Information Accommodation Requirement $3,200
1
4.
Collect Guest Information for Booking $6,400
2
4.
Book Accommodation $140,000
3
4.
Conduct Back-Ground Check $20,000
4
4.
Make Special Meal & Drink Room Service Menu $4,000
5
4.
Hiring Additional Security $6,400
6
4.
Apply Security Measure for Accommodation $10,000
7
4.
Set-up for Check-in and Check-out $8,000
8

5.       Social Event $173,900

5.
Collect Information from Project Customer $1,000
1
5.
Create Guest List $75,000
2
5.
Select and Book Venue $22,500
3
5.
Plan Venue Program $10,000
4
5.
Choose Food & Beverage Menu $6,400
5
5.
Back-Ground Check $20,000
6
5.
Plan Security $8,000
7
5.
Setting $1,000
8
5.
Social Event $30,000
9

OPMT 2505 Assignment Two 1.0

 6.       Spouses and Partners Activities $160,000
6.
Conduct Survey for Public Interest $10,000
1
6.
Interview Prime Minister’s Wife $800
2
6.
Select Visit Location Facility $20,000
3
6.
Plan Visiting Program $6,400
4
6.
Plan Activity Security $9,600
5
6.
Back-Ground Check $20,000
6
6.
Prepare for Media Relations $3,200
7
6.
Activity Day $90,000
8

7.       Media Relations $170,600

7.
Collect Information $6,400
1
7.
Plan Media & Publicity Strategy $6,400
2
7.
Launch and Update Website and Social Media $40,000
3
7.
Create Signage, Poster and Brochure $55,000
4
7.
Press Conference $9,600
5
7.
Select Media Correspondence $26,400
6
7.
Conduct Survey for Strategy Review $10,000
7
7.
Set-up Press Conference $16,800
8

8.       Project Management $200,000

8.
Project Management $200,000
1

11. Project Cost Drivers

1.2 Plan Very High Security Measure
Based on the information provided by RCMP, VPD regarding recent security issue
on great Vancouver area, RCMP Richmond detachment, VPD chief constable, Project Team

OPMT 2505 Assignment Two 1.0

member in charge of security and RCMP Protective Policing determines security measure. Once
broad security measure has been determined, have meeting include RCMP and VPD reviewing
the security measure cover all the location and schedule of the whole agenda. In order to avoid
any jurisdiction issue, Project Team member in charge of security will lead decision making
process.
1.3 Set Up Escort Route
Once high security measure established, and traffic research result came out, RCMP and VPD
will set up 3 different escort routes. Each party cover their own jurisdiction. We do not consider
public transportation at this point.
1.4 Plan 3-days Security Plan
Since high security measure has been established already, 3-days detail security plan need to be
determined based on the security measure and location include accommodation and schedule
need to be consider as high priority. VPD and RCMP will create public safety security plan, and
RCMP (PP) will plan VIP security plan and security detail as well.
2.8 Arrival

2.9 Departure

3.4 Plan Meeting Security

This plan is for specifically meeting security plan. Since all of the premiers and Prime Minister,
some cabinet members gather in one location, detailed security plan is required. Security
consultant and RCMP (PP), VPD security team and 3rd party security firm join make security
plan for the meeting.
4.3 Book Accommodation
Due to high security, meeting’s guest accommodation needs to be prepared by project team
member who is aware confidential security measure. This process needs to be done early stage of
the project execution stage due to high demand of the accommodation in Vancouver. Several
hotels and floors need to be booked considering security.
5.2 Select and Book Venue
Venue needs to be chosen base on amount of the guest and guest list. Based on the information
project team member gathered, venue location must be the place does not create any conflict to
any members of the guest, and also the public interest.
5.3 Create Guest List
Member who attend the social event will be high profile business leaders. The project team
member in charge needs to collect information as much as possible regarding to recent business
topic and scenes and invite them as a guest allowing attract public interest.
6.3 Select Visit Location Facility
Visiting location need to be chosen by public interest. Prime minister and Premiers spouses will
interact with general public; therefore, location and facility need to be chosen carefully. Multiple

OPMT 2505 Assignment Two 1.0

times of interview of potential location and petronels are required.
7.2 Plan Media & Publicity Strategy
In order to attract general public to the FPM, media and publicity strategy needs to be generated.
Based on the strategy, the web site and social media account will be created. In this work
activity, some survey will be conducted in order to collect information of public interest. The
project team member in charge needs to monitor all the social media regarding political
movement allowing the project team to create strategy.

OPMT 2505 Assignment Two 1.0

12. Cost Spend Plan
  Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20
TOTAL
  Budget Budget Budget Budget Budget Budget
1. High Security Measure
20,266.67 29,333.33 29,111.11 88,222.22 85,944.44 13,722.23 266,600.00
2. PM Arrival, Departure, Traffic
Arrangement 4,450.00 4,310.00 1,680.00 4,910.00 35,350.00 16,400.00 67,100.00
3. Main and Secondary Meeting
- - 10,880.00 26,120.00 36,920.00 56,800.00 130,720.00
4. Accommodation
8,960.00 50,500.00 3,500.00 - 23,900.00 111,140.00 198,000.00
5. Social Event
1,000.00 42,755.56 45,466.67 25,037.78 4,240.00 6,900.00 125,400.00
6. Spouses & Partners Activity
12,000.00 11,000.00 19,000.00 16,400.00 5,760.00 10,240.00 74,400.00
7. Media Relations
19,377.78 33,955.56 5,866.67 50,000.00 5,557.89 35,842.11 150,600.00
8. Project Management
33,333.00 33,333.00 33,333.00 33,333.00 33,333.00 33,335.00 200,000.00
TOTAL
99,387.45 205,187.44 148,837.44 244,023.00 231,005.33 284,379.34 1,212,820.00

OPMT 2505 Assignment Two 1.0

13. Resource Management Plan

OPMT 2505 Assignment Two 1.0

 1.       High Security Measure 4. RCMP

1.1 Collect First Premiers Meeting Agenda 1.6 Plan 3-day Security Plan
Internal External
1. Project Team Member (PTM) 1. SME (VPD, RCMP, RCMP-PP)
2. Project Management Office (PMO)
3. Computer 1.7 Establish Emergency Evacuation Protocol
4. Phone External
OTM will be assigned by Project Manager from the 1. SME (VPD, RCMP)
beginning till the end of the project. They are managed
by Project Manager.
1.8 Establish Medical Emergency Protocol
External
1.2 Plan Very High Security Measure
1. SME (Vancouver Fire Rescue Service)
Internal 2. SME (Richmond Fire Rescue Department)
5. Project Team Member (PTM) 2.       PM Arrival, Departure, and Traffic
6. PMO Arrangement
7. Computer
2.1 Collect Arrival and Departure Detailed Schedule
8. Phone
External Internal
1. RCMP 1. PTM
2. VPD 2.
3. RCMP-PP 2.2 Conduct Traffic Research
1.3 Set-up Escort Route Internal
Internal 1. PTM
1. Project Team Member (PTM)
2. PMO External
3. Computer 1. SME (VPD, RCMP)
4. Phone 2. Traffic Data from BC Ministry of Transportation
External 2.3 Establish Transportation Plan
1. RCMP
2. VPD Internal
3. RCMP-PP 1. PTM
1.4 Conduct Secure Threat Investigation External
External 1. SME (VPD, RCMP)
1. VPD 2.4 Conduct Traffic Research for Escort Route Setting
2. RCMP
3. VPD Head Quarter
4. RCMP Richmond Detachment Office
2.5 Establish Public Transportation Alternative Plan
Internal
1.5 Establish Secure Communication Protocol 1. PTM
External
Internal
1. SME (Translink Advisor)
1. PTM
2. SME (VPD, RCMP)
2. PMO
3. 2.6 Obtain City Permit for Traffic Blocking
External Internal
1. Headset 1. PTM
2. RCMP-PP
3. VPD

OPMT 2505 Assignment Two 1.0

 2.7 Prepare Transportation Vehicles External
1. Canadian Intergovernmental Conference Secretariat
Internal
1. PTM 3.8 Meeting
External External
1. Prime Ministerial Car 1. Prime Minister and Government Officials
2. Buses 2. Premiers
3. Limousines
4.       Accommodation
2.8 Establish Activity Transportation Plan
Getting Information Accommodation
4.1
Internal Requirement
1. PTM Internal
External 1. PTM
1. SME (VPD, RCMP-PP)
4.2 Collect Guest Information for Booking
3.       Main and Secondary Meeting
Internal
3.1 Collect Meeting Detail 1. PTM
External
Internal 1. Information from Chief of Staff of Prime Minister
1. PTM and Premiers
4.3 Book Accommodation
3.2 Plan Main Meeting Schedule
Internal
Internal 1. PTM
1. PTM 2. Telephone
External 3. PC
1. Prime Minister Chief of Staff External
2. Prime Minister’s aide 1. Hotel Rooms
3.3 Plan Secondary Meeting Schedule 2.
Internal 4.4 Conduct Back-Ground Check
1. PTM Internal
External 1. PTM
1. Prime Minister Chief of Staff External
2. Premiers’ Chief of Staffs 1. Online Industrial Security Services
3.4 Plan Meeting Security 2. VPD, RCMP
3. Commissionaires BC
External
4. Investigator (HRscreening.ca)
1. SME (VPD, RCMP-PP)
2. Vancouver Convention Center Security Team 4.5 Make Special Meal & Drink Room Service Menu
3.5 Select and Book Meeting Rooms Internal
1. PTM
Internal
External
1. PTM
1. Fairmont Hotel Head Chef and Sou Chef
External
1. Vancouver Convention Center Security Team 4.6 Hiring Additional Security
2. Meeting Room External
3.6 Select Catering Menu 1. 20 Security Guard (Optimum Security)
Internal 4.7 Apply Security Measure for Accommodation
1. PTM Internal
External 1. PTM
1. Catering Company External
3.7 Preparing Meeting 1. SME (VPD, RCMP, RCMP-PP)

OPMT 2505 Assignment Two 1.0

 4.8 Set-up for Check-in and Check-out 6.       Spouses and Partners Activities
Internal 6.1 Conduct Survey for Public Interest
1. PTM
Internal
5.       Social Event 1. PTM
5.1 Collect Information from Project Customer External
1. Survey Company (Reichert & Associates)
Internal 2. Project Customer
1. PTM
6.2 Interview Prime Minister’s Wife
5.2 Create Guest List
Internal
Internal 1. PTM
1. PTM External
External 1. Prime Minister’s wife (Sophie Gregoire Trudeau)
1. Prime Minister Chief of Staff
2. BC Premier 6.3 Select Visit Location Facility

5.3 Select and Book Venue Internal

1. PTM
Internal External
1. PTM 2. Project Customer
External 3. Prime Minister’s wife (Sophie Gregoire)
1. Hotel Venue 4. Survey Company (Reichert & Associates)
5.4 Plan Venue Program 6.4 Plan Visiting Program
Internal Internal
1. PTM 1. PTM
External External
1. Prime Minister Chief of Staff 1. Director of Vancouver Children Hospital
2. Hotel Advisor 2. Project Customer
5.5 Choose Food & Beverage Menu 6.5 Plan Activity Security
Internal Internal
1. PTM 1. PTM
External External
1. Hotel Event Manager and Chef 3. SME (VPD, RCMP-PP)
5.7 Plan Social Event Security 6.6 Back-Ground Check
Internal Internal
1. PTM 1. PTM
External External
2. SME (VPD, RCMP, RCMP-PP) 1. Online Industrial Security Services
5.8 Setting 2. VPD, RCMP
3. Commissionaires BC
Internal 4. Investigator (HRscreening.ca)
1. PTM
External 6.7 Prepare for Media Interviews
1. Hotel Vancouver Banquet Team Internal
5.9 Social Event Rehearsal 1. PTM
External
Internal 1. Media Correspondence
1. PTM 2. Spouses and Partners security details
External 3. VPD, RCMP-PP
1. Hotel Vancouver Banquet Team
2. VPD, RCMP-PP 6.8 Schedule Adjustment

OPMT 2505 Assignment Two 1.0

 Internal External
1. PTM 1. Media Correspondents
External 2. Vancouver Convention Center
1. Spouses and Partners 3. Project Customer
2. VPD, RCMP-PP 7.6 Select Media Correspondent
7.       Media Relations Internal
7.1 Collect Information 1. PTM
External
Internal 1. Project Customer
1. PTM 2. Online Industrial Security Services
7.2 Plan Media & Publicity Strategy 3. VPD, RCMP
4. Media Companies
Internal
Conduct Survey for Media Relation Strategy
1. PTM 7.7
Review
External
Internal
1. Project Customer
1. PTM
7.3 Launch and Update Website and Social Media External
Internal 1. Project Customer
1. PTM 2. Survey Company (Reichert & Associates)
2. Web Developer 7.8 Set-up Press Conference
External
Internal
1. Project Customer
1. PTM
7.4 Create Signage, Poster and Brochure External
Internal 1. Camera Crew
1. PTM 2. Vancouver Convention Center
2. Designer 3. VPD, RCMP-PP
External 4. Canada Intergovernmental Conference Secretariat
1. Printing Company (Vanprint) 8.       Project Management
2. Project Customer
8.1 Project Management
7.5 Press Conference
Internal
Internal
1. Project Management Team
1. PTM

OPMT 2505 Assignment Two 1.0

14. Resource Breakdown Structure
1.

2.

OPMT 2505 Assignment Two 1.0

15. Cost, Resources and Procurement Risk Plan
Risk Event
Could not precure enough law
enforcement officers before
First Premiers Meeting
Could not precure enough law
enforcement officers while First
Premiers Meeting
Transportation vehicles
OPMT 2505 Assignment Two 1.0
Risk Response (Firm’s Contingency Plan)
Our firm need tremendous amount of support from law
enforcement making plan to protect all the meeting attendees
and participants. In case if we are not able to precure enough
law enforcement personals at Meeting planning stage, the firm
have planned 20% additional time to process each law
enforcement related work package.
First priority for this Meeting is everybody’s safety. However,
there is a possibility that we cannot get enough men power
from law enforcement if big accident, incident or anything
happened. In that case, we secure minimum amount of
officers who will be assigned at core of the security team of
the meeting, and we will precure security personals from
private security firm. The management have been granted to
work with private security firm on the assumption of those
kind of public emergency case.
We will be dealing with 4 different private transportation
vehicle provider companies to decentralize the risk which we
won’t be able to precure vehicles. Prime Minister’s vehicle
will be transported from Ottawa by the Royal Canadian Air
Force VIP aircraft. This contingency plan will apply to
transportation plan for premiers, cabinet members, media and
meeting attendees’ aides.
Social Event Venue location
First Premiers Meeting Signage,
brochure and poster
OPMT 2505 Assignment Two 1.0
In case if we are not able to use venue, location which is Hotel
Vancouver due to some circumstances, we will do arrange
secondary location among one of the Fairmont hotel & resort
facilities.
To prevent delay of the production, we will have contingency
fund to put the production back to fast track. Advertisement
and notifying the FPM to general public is crucial. In order to
get understanding having meeting must come to our priority
as well.
16. Project Cost Performance Monitoring
Project First Minister’s Conference 2020 Vancouver
Earned Value Analysis Report

Prepared By: Yusuke Ogura

$1,400,000
Planned Value (PV)
[4 2 ]
$1,200,000 Earned Value (EV)
$1,000,000 Actual Cost (AC)
Summary:
Actual project cost will be monitored each work package day by day bases by $800,000
the project team member in charge. Once CPI threhold value reached to 1.5,
$600,000
the Project Manager will review all the work in the deliverable which have been
done at that point and the rest of the work. Project Manager will predict how $400,000
the rest of the work package need to be done within the budget. All the
deliverable which reached 1.1 will be reported to the Project Sponsor $200,000
Period
immediately by the Project Manager, and discuss the possibility of usage of $0
the reserve. Feb Mar Apr May Jun July

Planned Value (PV) or Budgeted Cost of Work Scheduled (BCWS)

WBS Task Name TBC Feb Mar Apr May Jun July
1 High Security Measure 266,600.00 20,266.67 29,333.33 29,111.11 88,222.22 85,944.44 13,722.23
2 PM Arrival & Departure, Traffic 67,100.00 4,450.00 4,310.00 1,680.00 4,910.00 35,350.00 16,400.00
3 Main & Secondary Meeting 130,720.00 0.00 0.00 10,880.00 26,120.00 36,920.00 56,800.00
4 Accommodation 198,000.00 8,960.00 50,500.00 3,500.00 0.00 23,900.00 111,140.00
5 Social Event 125,400.00 1,000.00 42,755.56 45,466.67 25,037.78 4,240.00 6,900.00
6 Spouses and Partners Activities 74,400.00 12,000.00 11,000.00 19,000.00 16,400.00 5,760.00 10,240.00
7 Media Relations 150,600.00 19,377.78 33,955.56 5,866.67 50,000.00 5,557.89 35,842.11
8 Project Management 200,000.00 33,333.00 33,333.00 33,333.00 33,333.00 33,333.00 33,335.00
0
0
0
0
Insert new rows above this one
Total Budgeted Cost 1,212,820 99,387.45 205,187.44 148,837.44 244,023.00 231,005.33 284,379.34
Cumulative Planned Value (PV) 99,387.45 304,574.89 453,412.33 697,435.33 928,440.66 1,212,820.00

Actual Cost and Earned Value

Allowable Actual Cost Max 30,000.00 155,000.00 333,000.00 370,000.00 450,000.00 660,000.00
Cumulative Earned Value (EV) 39,990.00 150,075.00 319,410.00 359,148.00 431,785.00 647,460.00
Allowable Cost Variance -9,990.00 4,925.00 13,590.00 10,852.00 18,215.00 12,540.00

Project Performance Metrics

Cost Variance (CV = EV - AC) 9,990.00 -4,925.00 -13,590.00 -10,852.00 -18,215.00 -12,540.00
Schedule Variance (SV = EV - PV) -59,397.45 -154,499.89 -134,002.33 -338,287.33 -496,655.66 -565,360.00
Cost Performance Index (CPI = EV/AC) 1.33 0.97 0.96 0.97 0.96 0.98
Schedule Performance Index (SPI = EV/PV) 0.40 0.49 0.70 0.51 0.47 0.53
Estimated Cost at Completion (EAC) 909,842.46 1,252,621.02 1,264,422.09 1,249,466.52 1,263,983.23 1,236,309.89

OPMT 2505 Assignment Two 1.0

17. Project Procurement Strategy
Resources procure Externally
1. Law Enforcement Officers (VPD, RCMP, RCMP-PP)
Due to security issue, Project Management Team must procure law enforcement officers externally. Project
Management Team needs to rely on the law enforcement often for this project since security is the most important.
Procurement Method: Technically they are procured by government officials.
2. Headset
Project Team and law enforcement are requires secure communication channel to communicate while First Premiers
Meeting. Because those 3 law enforcement officers share different jurisdiction, Project Management Team need
procure Headset externally.
Procurement Method: Get reference from RCMP and VPD for security item vendors.
3. Traffic Data
The traffic data which allow us predict traffic patterns needs to be procured externally due to data contains highly
technical information.
Procurement Method: The data will be provided by BC Ministry of Transportation website.
4. Vehicles
Prime Minister and premiers needs vehicle for their move. Project Team Member needs to procure 13 cars for
premiers, and 3 cars for Prime Ministers and cabinets members.
Procurement Method: Simply rent cars, go through security screening.
5. Buses
2 busses need to be procured for cabinet’s members aides and media entourage.
Procurement Method: Simply rent busses with drivers, going through security screening.
6. Meeting Attendees (Prime Ministers, Premiers, their spouses, government officials, aides)
As they are attendees, they are one of the most important resources for some of the work package which needs to be
procured externally.
Procurement Method: Project Management Team will work with them closely with their schedules.
7. Vancouver Convention center Security Team
As part of the security team, they are one of the resources the Project Management Team can rely on for covering
some part of convention center security.
Procurement Method: When we book the whole Convention Center for the meeting, we will ask them to include their
security team as package deal.
8. Catering Company
Since we are not catering company, we need to procure catering company externally. Vancouver convention center
catering team has not enough capacity, therefore our catering team will be working with them to satisfy all the
attendees, staff members and everyone who is participating First Premiers Meeting.
Procurement Method: This catering company is our firms contract catering company for the event. Once we got
meeting agenda, we will book their service.
OPMT 2505 Assignment Two 1.0
9. Canadian Intergovernmental Conference Secretariat
Canadian government own their own professional conference and meeting support services. Their skills, expertise
and reputation for excellence and innovation have been forged through the thousands of meetings successfully served.
Project Team requires their expertise for success.
Procurement Method: Once we got meeting schedule, Project Management Team member will contact to them to
book their service.

10. Hotel Rooms

Procurement Method: We need to book many hotel room for all the meeting participants. Once we got all the
participants detail information, Hotel’s sales manager will arrange for all of them based on their security level.

11. Online Industrial Security Service

Back-Ground Check service provided by government of Canada.
Procurement Method: Service is available online

12. Investigator (HR screening.ca)

Back-Ground check service provided by third party.
Procurement Method: Every time when we need back-Ground check, we submit their personal information to verify
their security check.

13. Fairmont Hotel Head Chef

Fairmont Hotel provides venue service. Head Chef will create venue food menu and drink service for the event.
Procurement Method: Involvement of the Head Chef will be included the agreement

14. 20 Security Guard (Optimum Security)

Since we need more pan power, Project Team needs to procure more security guard who have been already checked their back-
ground.
Procurement Method: Once we have all the schedule for the meeting, we will book the security guard based on the
conclusion of the meeting with VPD and RCMP-PP.

15. Hotel Venue

Hotel Venue will be require for one of the event. For security reason, we would suggest to hold the event inside or
close by hotel of attendees’ accommodation.
Procurement Method: This venue will be the package deal with accommodation. Once we book the attendees’
accommodation, the venue deal will be included in the agreement.

16. Hotel Advisor

Using their facility, it is better to have advisor from the supplier.
Procurement Method: Advisor will be assigned once we select the venue for the program.

17. Hotel Event Manager and Chef

Procurement Method: Once we select the venue, Event Manager and Chef will be assigned for the project.

18. Hotel Vancouver Banquet Team

Procurement Method: Hotel Banquet Team will be assigned by the hotel once we book the venue

OPMT 2505 Assignment Two 1.0

19. Survey Company (Reichert & Associates)
It is important to get non-bias information from third party.
Procurement Method: We will sign the project contract to allow us to use their service flexibly.

20. Prime Minister’s wife (Sophie Gregoire Trudeau)

Procurement Method: We will ask Project Customer to make an appointment to see for the interview.

21. Director of Vancouver Children Hospital

Third Party Activity Participant
Procurement Method: Once we got activity schedule, Project Management Team will book his schedule or the
activity event.

22. Media Correspondence

For non-bias fair broad casting.
Procurement Method: Media company will send us list of their correspondents’ candidate. We will hand pick and
verify their qualification.

23. Spouses and Partners security details

RCMP-PP will protect while their activity.
Procurement Method: RCMP will assign security detail once Project Team Member confirm their activity schedule.

24. Camera Crew

For Press Conference
Procurement Method: Media Company will assign their own camera crew for press conference.

18. Potential Suppliers

19. Supplier Performance

20.

OPMT 2505 Assignment Two 1.0