Procurement & Stakeholder Engagement Strategy Report

Introduction
This is a procurement plan/road map for the project of developing a new student housing
building in Leicester city. It is a project permitted by the Leicester city council and the education
department. This project needs a well-planned procurement and supply plan, to make sure the
project becomes successful.
The projects require the involvement of various materials, skills, knowledge, and experts in all
different fields of specialization. The client will require a quality procurement report that can
convince the team to accept and follow the proposed plan.
The project demands working closely with available contractors till the entire project completion.
The contractor is also needed to offer a timely project completion report along with the budget
along with providing facilities of high first class.

Some of the major requirements in this project are the involvement of project management
experts like construction contractors and consultants who can make the project successful.
However, it's important to first maintain the architecture. Exactly, this is what the purpose of this
report is.
The purpose of this report is to get quality and reliable services and products from the selected
team, thus, maximizing the value of every product in all stages.
This report will give a strategic procurement process that can be used, the client requirements
will be mentioned and taken care of along with all the responsibilities of the consultants that are
employed.

This project is expected to complete by September 2024 and it will enhance the students and
the management to relocate and carry out their operations from the new premises.

Project Context
Since it is a procurement report, it intends to outline all properties of the project along with who
is needed to be employed in the project. The construction of the school building will start from
scratch as the local architecture hasn’t completed everything. The reason behind it was that the
design was not approved by the school principal. As per the plan, the traffic island in Leicester’s
waterside area will be regenerated into a block of flats consisting of 205 bedrooms.

The proposed plan is an eight-story building for students with a management suite and 24-hour
security. The other elements involved in the proposed plan are:
● Studios (four accessible)- 12
● Two-bedroom apartments- 15
● Three-bedroom apartments – 8
● Four-bedroom accessible apartments – 1
● Five-bedroom apartments – 15
● Six Bedroom apartments – 10
This above list is what made the school principal and promoters initiate the project with a need
to complete it as soon as possible. For the project, there was a need for a procurement
committee. The procurement committee includes a caretaker, chairperson, and some other
members that were selected by the promoters along with the admission manager and principal.

However, in the committee there is no person with the technical knowledge or anyone who has
knowledge about the know-how of the construction process, therefore that team became
responsible to build another team of experts who can run the project until its completion.

The required team members will be:

● Full-time project manager
● Construction contractor
● An architect
● And some other members to deliver useful information.

The Procurement Strategy

Procurement accompanies the possession of the materials, services, supplies and other stuff
that can be used in the targeted project to make it successful. Therefore, with procurement
strategy, it is clear that there is a defined methodology for making a cost-effective purchase of
construction materials.
The factors that should be considered while making out procurement strategies are the timeline,
the budget, and the funding opportunities. The procurement strategies are made to explain the
goals and objectives of a project that is to be achieved in a given time.
The team selected for the project should plan an effective strategy that can assist them in
getting economical materials for the project.
In the entire decision-making process, the cost factor plays the most important part that should
be taken into consideration along with the material quality.

In addition to this, it's crucial to consider the time duration that the project will take for the timely
delivery of the materials.

Thus, the major steps to develop a strong and effective procurement strategy are:

1. Be cognizant of the mission of the organization. It is crucial for the entire team to
acknowledge the organization's mission while building a procurement strategy. Thus, the team
should be able to understand the procurement sector, and its current accumulating value and
should be conscious of how to operate effectively. This also includes the payment terms and
conditions, procurement lifecycle, investment in procurement returns and others.

2. Identifying and gauging what is important to procure in the project. Once the project mission
is clear to the team, it gets easy to identify the opportunity. This way it gets easy to identify what
should be procured first as it will motivate the achievement of the organizational and
procurement strategies effectively.
3. Define the success of the product that is to be procured. The procurement strategy should be
able to identify the product quality. This is needed to measure the procurement ability of the
products.

4. Develop a target that defines success. It is done once the procurement is determined, it is
where the quality of the product is measurable only. This thing will cooperate with different
objectives in procurement and will also allow prominence in quality, cost, and services.

5. Implement and measure the strategy. The strategy that's being developed now is required to
be implemented in the project system. After implementation, the team has to ensure the
progress that can be monitored across all the project activities.

Once the procurement strategies are achieved, the organization and project objectives will also
be successfully attained.

The Procedure
A report should always have a procurement procedure that tells how the project should be
carried out. Like in this project of school hostel construction, the team should have come up with
an effective procurement process. The selected team has to come up with a detailed
investigation into various sectors that are going to be involved in the school construction.

The areas that need to be investigated before designing the procurement process- are the
transportation of items needed for the construction, site survey, structural design and analysis of
the materials. Plus, the needed methodology in the entire process of the project construction is
also needed to be investigated.

A precise procurement framework must be implemented in the project. The framework should
depend on the terminologies of the procurement like time, quality, and cost. The success of the
project will also depend on the procurement process that is needed for the construction. It will
also help the team to meet the client's demands and the user's requirements while designing
the project.
The expert team should develop, implement, and control the selected procurement process.
The qualities that must be included in the school building development project are:
● The cost of construction material
● The estimated time for the project completion
● Competition of the price
● The quality of the material, and ideas.
● The experts in the team should be assigned different roles to ensure the successful
completion of the project.
● Complications should be avoided at the highest rate.

Using these above-mentioned qualities will allow the team to select an effective procurement
process and implement the process as per the project requirement.
A successful project is based on the perfect and effective selection of the procurement process.
The parties like buyers and sellers are most important to be involved in the procurement
processes. The entire team of experts, contractors, suppliers and other members involved in
this project should work under a specific contract of agreement. The sign-up of the contract of
the parties will help the project to run effectively.
The management which is selected by the organization of the school should supervise the
project until it's over according to the legal requirement that they agreed together. There will be
many contracts the agreement involved in this project like management construction contracts,
design and implementation contracts, employee management contracts and many more that will
help and encourage the procurement framework to get well implemented.

The advantages that they include are:

- The selected committee will encourage everyone to coordinate and combine all efforts
for the project.
- The plan will be implemented accordingly since each party will have to focus on work as
per the contract.
- The set of responsibilities, roles, and areas of specialization must be well-defined in the
contract.
- Terms and conditions of the project should be elaborated for any kind of changes. It will
help maintain a good relationship among the team.
- Use of a quality contract to improve the quality and timely delivery of the materials.
-

Project Team
The project team and participants are considered a group of people involved in developing a
successful project. This includes the team of architects, contractors, and consultants. The
project owner and the management team are also considered participants.
The outside participants involved are the suppliers and the local government. For the local
government, the organisation has provided 60 million pounds towards school development.

The Procurement Systems

The system is the same as the procurement framework required for project development. The
procurement system is essential to lay out the duties and responsibilities that are to be
undertaken by the selected experts.
Thus, effective implementations of the framework are required and it will encompass activities
like scheduling and planning cost-saving for all project operations and will also put a
commitment on the procurement team.
This will help in reducing the project cost and will accordingly increase the profitability level.
The procurement system is classified into the following four categories:
- Administrative support
- Design and construction
- Insurance
- Information technology
There are multiple orders for the project available in the market because of the high demand of
the material. The development of a suitable procurement system will depend on the type of
project for instance the school hostel building project and the procurement techniques used in
acquiring materials.
Risk is one of the important factors that are to be considered in the project along with the
involvement of the client in general. The selected system that is implemented in the project will
facilitate contract strategy, methodology and team-selected knowledge on how to process and
finish the project within the time limit.

Management Contract
There are several parties involved in the procurement process like the buyers and sellers. The
school's term of experts, contractors, and suppliers are also involved in this project and they all
must work under a certain contract of agreement.
The existence of these many parties should sign up the contract as it will help in running the
project effectively.
The general workers will also be present in the project and they need to be managed by the
experts, thus, requiring a management contract between the casual employees in the building
project. The management team chosen by the school promoters must supervise the project until
it's completed as per the legal requirements. There are many contract agreements involved in
these kinds of managing construction projects and all these contracts help and encourage the
technical frameworks to implement and manage thus achieving procurement and organizational
objective.
All kinds of management contracts have advantages towards the procurement processes.
These advantages include:
- A team of experts and a school team that can encourage each other to coordinate
properly and to combine all efforts among the contractors, consultants, and designers of
the project.
- The plan developed will be implemented accordingly since each party focuses to work
according to the agreed contract.
- The set of responsibilities, roles and areas of specialization are also well-defined in the
contract.
- Terms and conditions to govern the project and the participants are well elaborated in
case of any changes. This will help to maintain a good relationship among all the parties
involved in the management.
- The use of quality contracts will enhance the use of quality and timely delivery materials.
The contact between a supplier and the contractor is crucial for successful project
development.

The Team and Participants

The project team and participants are considered as the group of people and individuals who
are involved in building a successful project. This team includes experts like architects,
contractors and consulters that are needed in the project development processes. The project
owner and the management team are also included.
There will also be outsider participants like the suppliers, local government and competitors for
the tender in one way or the other that motivates the success of the development of the project.
The local government has also provided a considerable amount to mandate this project. Below
is the structure of the project team.

Roles and Responsibilities

When it comes to executing a successful construction project, the roles and responsibilities of
all members must be clearly understood. From the project manager to the subcontractors, each
individual has a unique part to play in ensuring that the project runs smoothly and that the end
result meets all expectations. In this blog post, we will discuss the roles and responsibilities of
the different members involved in a construction project and how they all work together to bring
the project to completion.
A project manager is an individual who is responsible for all the failures and achievements in the
progress of the project. Construction projects are complex and require a lot of coordination and
management. A project manager is responsible for overseeing the entire project from start to
finish, ensuring that all tasks are completed on time and within budget. They manage the
resources, personnel, and materials needed for the job and make sure that everything runs
smoothly. The project manager also has to deal with any issues or problems that arise during
the course of the project. With their experience in construction, they can provide valuable
insights into how best to approach a particular task or challenge. As such, they play an
important role in ensuring that construction projects are completed on time and within budget.

The prime responsibilities of a project manager are:

- Incorporation management
- Scope supervision
- Management quality service
- Risk taker
- Manage all procurement processes
- Ensure clear and frequent communication

Construction managers play an essential role in the construction process. They are responsible
for overseeing all aspects of the project from start to finish, including budgeting, scheduling,
safety, and quality control. They also work with subcontractors and suppliers to ensure that the
project is completed on time and within budget. Construction managers must have strong
communication skills in order to effectively coordinate with all parties involved in the project.
They must be knowledgeable about various building codes and regulations as well as
understand how to read blueprints and other construction documents. Construction managers
must be able to think quickly on their feet in order to solve any problems that may arise during a
project.

Architects play an essential role in the construction process. They are responsible for designing
and developing the plans for a building, ensuring that it meets all safety and regulatory
requirements. Additionally, they work with other professionals such as engineers and
contractors to ensure that the project is completed on time and within budget. Architects also
provide guidance on materials selection, cost estimates, and timelines for construction projects.
Their expertise helps to ensure that the finished product is of high quality and meets the needs
of their clients.

The role of the procurement team in construction is critical to ensure the successful completion
of projects. Procurement teams are responsible for identifying, evaluating and selecting
suppliers and contractors who can provide quality materials, equipment and services at
competitive prices. This includes researching market trends, negotiating contracts, managing
supplier relationships and ensuring compliance with regulations. The procurement team also
has a crucial role in risk management by assessing potential risks associated with the purchase
of materials and services. By utilizing their expertise in sourcing, they can help ensure that
projects are completed on time and within budget while meeting all safety requirements. The
success of any construction project depends on the procurement team's ability to make sound
decisions that balance cost and quality. With their expertise in supply chain management, they
can help ensure that a project is completed on time and within budget. By having a well-trained
procurement team in place, companies can maximize their resources and minimize risks
associated with construction projects.

Relevance of Supply Chain Management

Supply chain management is becoming increasingly important in today's business landscape.
As companies become more global, they need to manage their supply chains more efficiently.
This is where supply chain management comes in. It helps businesses coordinate the various
aspects of the supply chain, from procurement and storage to distribution and logistics. By doing
so, businesses can reduce costs and improve efficiency, ultimately leading to better customer
service and higher profits. Additionally, supply chain management can help companies manage
risks associated with their operations by monitoring activities in the supply chain and taking
corrective measures when necessary. For these reasons, it is essential that companies
understand the importance of supply chain management and its relevance for their current
operations as well as future growth.

Good supply chain management also helps businesses maximize profits by ensuring that they
are able to quickly respond to changes in demand and keep up with the ever-changing trends in
the marketplace.

Supply chain management is an integral part of the construction industry. It involves the
coordination of multiple parties, such as suppliers, contractors, subcontractors and architects, to
ensure that the necessary materials arrive on site in time and at the right cost. Without proper
supply chain management in place, projects can suffer from delays or quality issues. As
construction projects become more complex and global in scope, it is essential for companies to
have a solid supply chain management system in place to avoid any delays or unexpected
costs. With advancements in technology, it is now easier than ever before to optimize supply
chains for maximum efficiency and cost-effectiveness. Moreover, supply chain management
also helps in improving customer service as well as reducing inventory costs. With better
planning and coordination between different stakeholders within a supply chain, firms can
ensure smoother operations with less disruption to their workflow.

In conclusion, due to its importance in ensuring efficient construction projects, supply chain
management has become an integral part of modern construction operations.
Ethical Conduct
Ethical conduct is seen as the responsibility of every member and party included in the project
to maintain high standards in carrying out activities in the project and to maintain good
behaviour towards each member. Professional ethics are the roles and conditions that are
needed to be followed in every part of the project to ensure a professional and reliable solution
is offered.
Below are some codes of ethics in the project development:
- All parties should cooperate and respect each other, failed to do that action will be taken
if necessary.
- Every project team should adhere to the agreed contract.
- The procurement should follow the open and clear purchase of materials. These
materials are supposed to meet the required standards of the project.
- In case of failure in the specific sector, the responsible team will bear the risk personally
or at the group level until it is recovered.

Importance of Maintaining Relationships With Stakeholders

The importance of maintaining relationships with your stakeholders is something that's been
discussed by many people. The idea is that, if you're going to keep your company alive and
thriving, it's important to keep in touch with the people who are helping you do it.

While this may seem like a simple enough concept, it's often one that gets overlooked in
business. It's easy enough to forget all about the people who helped make your company
successful—but they're still there! They're still doing their jobs, still working hard every day to
help keep things running smoothly.

If you want your company to grow and succeed, you need to be aware of what they're doing and
how they feel about what they do. You need to know how much they care about the work they
do—and how much that means to them personally.

In order for everyone at [company name] to feel supported and heard, we've put together this
list of ways we can maintain relationships with our stakeholders.
Either way, it's good to know who your stakeholders are—and why they matter so much.
The people who will ultimately be affected by your decisions as a business owner or manager.
This is different from stakeholders who only have an indirect relationship with your company
(such as customers). It means those who have been directly affected by your actions—those
who have worked for years with little pay raises or benefits packages, or even those who have
been laid off because they couldn't keep up with the demands of their job in these tough
economic times.

A stakeholder is any person or group that has a vested interest in your business's success or
failure. You might think of your employees as stakeholders, or maybe customers or vendors. In
fact, any party that has the incentive to see you succeed is a potential stakeholder.
Stakeholders can affect you in many ways—they can help you grow and thrive, or they can hold
you back from growing and thriving at full capacity. They can contribute to your success by
funding new products or services, but they can also hold you back by withholding funding that
could be used for more productive purposes.

To maintain a healthy relationship with all of your stakeholders, it's important to understand
what makes a good relationship between an individual company and its stakeholders: it's not
just about sharing resources with each other; it's also about understanding each other's needs
and providing value first as well as last.

Conclusion
To end with, this is a procurement and supply chain management report describing all the
procurement strategies, processes, client requirements in the project and the personal skills that
are needed to complete the construction of the school project.
Also, the procurement team should cooperate with other teams of experts to make up the
procurement process and strategies. Quality, time, and cost are the factors that are also needed
to be considered in the procurement process for the entire project.

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