PRJM6004 - Assessment 1: Planning,

Scope of Works and Performance

Measures
Submitted by: Karma Choden

Student ID:

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Contents
Procurement Plan for Catering Services at Mines Are Us - Perth Headquarters.......................................3

Introduction............................................................................................................................................3

1. Purpose, Objectives, and Overall Procurement Process................................................................3

1.1. Purpose...................................................................................................................................3

1.2. Objective.................................................................................................................................3

1.3. Overall Procurement process..................................................................................................3

2. Flow chart of procurement plan.....................................................................................................5

2.1. Preparation phase...................................................................................................................6

2.2. Market research phase............................................................................................................6

2.3. Request for Quotation (RFQ) or Request for Tender (RFT) preparation phase......................6

2.4. Contract evaluation.................................................................................................................6

2.5. Contract award........................................................................................................................6

2.6. Contract execution..................................................................................................................6

2.7. Review and continuous improvement....................................................................................6

3. Scope of work..................................................................................................................................7

3.1. Staff kitchen............................................................................................................................7

3.2. Business meetings...................................................................................................................8

4. Performance Requirements and Measurement Criteria................................................................8

Table 1: Performance Requirements and Measurement Criteria.........................................................10

Conclusion.................................................................................................................................................12

References.................................................................................................................................................13

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Procurement Plan for Catering Services at Mines Are Us - Perth
Headquarters

Introduction
The success of the project is greatly influenced by selecting the best supplier for the task and keeping an
eye on their performance while the contract is being carried out (Borges de Araújo, Alencar and de
Miranda Mota 2017). This document details the process for hiring an outside catering firm to supply
food, drinks, and wait personnel at Mines Are Us' Perth headquarters flagship location and gives the
procurement plan for doing so. It contains the goals, purpose, method of procurement, range of tasks,
and standards of performance for the catering services.

1. Purpose, Objectives, and Overall Procurement Process

1.1. Purpose
This procurement plan's goal is to hire an outside catering firm to supply food, drinks, and wait
personnel for corporate events and the staff kitchen at Mines Are Us' Perth headquarters. The aim is to
provide superior catering services that satisfy the various requirements of internal workers, clients, and
guests.

1.2. Objective
• To seek for a dependable caterer who can offer a range of food and beverage substitutes.
• To offer catering for the staff kitchen, feeding around 100 workers a daily lunch, drinks, and
snack.
• To provide catering services, which range from simple tea and coffee to hot meals and platters,
for internal business meetings involving clients.
• To uphold consistent service standards and quality for the duration of the contract.

1.3. Overall Procurement process

According to the description, the procurement process is a comprehensive trip that starts with planning
and concludes with the execution of a successful contract. This process has been meticulously designed
to ensure that each step is in line with the objectives and core values of the business. Building a firm
foundation via efficient team communication and alignment with stakeholders is the focus of the

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planning phase. The basis of the whole procurement process is laid at this step. The framework is
developed for a simplified method of choosing a caterer through open communication and a common
understanding of goals.

A rigorous approach to market analysis, evaluation, and selection distinguishes subsequent processes in
the procurement process. A full understanding of your alternatives, industry trends, and upcoming
developments is ensured by conducting rigorous market research. Decision-makers may use this
information to gain the insights they need to compare catering service providers based on standards that
reflect the expectations and fundamental values of their organization. These detailed assessment criteria
serve as a set of guiding principles that make sure the selected supplier not only satisfies operational
needs but also adheres to the company's values. A careful balance between objectivity and the
company's unique objectives defines each stage of the process, leading to the choice of a catering
service provider who not only satisfies the operational requirements but also resonates with the
company's ultimate goals.

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2. Flow chart of procurement plan

Preparation Phase

Market research phase

Request for Quotation (RFQ) or Request

for Tender (RFT) preparation phase

Contract evaluation

Contract award

Contract execution

Review and continuous improvement

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 2.1. Preparation phase
 Form a cross-functional procurement team comprised of Project Management, Facilities, and
Finance personnel.
 Figure out the needs and expectations of key stakeholders for catering services.
 Establish evaluation criteria that prioritize service quality, timeliness, menu variety, presentation,
customer service, financial accountability, and compliance.

2.2. Market research phase

• Conduct research and shortlist caterers based on their reputation, expertise, and capabilities.
• Assess possible providers based on preset evaluation criteria.
• Request that selected suppliers provide RFQ/RFT responses.

2.3. Request for Quotation (RFQ) or Request for Tender (RFT) preparation phase
• Make a thorough RFQ/RFT document outlining the demands, expectations, and standards of
Mines Are Us.
• Provide contact information for questions, submission dates, and clear response instructions.
• Be sure to mention public holidays and business shutdowns in the RFQ/RFT.

2.4. Contract evaluation

Evaluate incoming offers or tenders based on predetermined criteria, then choose the best supplier.

2.5. Contract award

Award the contract to the chosen catering service provider.

2.6. Contract execution

• Agree on the terms, conditions, and scope of a contract for catering services.
• Designate a Project Management Office liaison to oversee contract execution and performance
evaluation.
• Implement frequent reporting and performance evaluation processes.
• Take prompt action to correct any performance standards deviations.

2.7. Review and continuous improvement

• Continuously look for areas for improvement with the food service provider.

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 • Encourage employees, clients, and meeting attendees to offer input to aid in the advancement
of changes.
• Compare service delivery against performance benchmarks and implement necessary
improvements.

3. Scope of work
The "Scope of Works" part of the procurement process is essential for precisely defining the range of
services that the chosen caterer will be accountable for providing. This section functions as a thorough
strategy covering the whole variety of services necessary to satisfy the company's culinary needs. In this
context, the scope covers both the specifics of catering for various business meetings as well as the
fundamental provision of breakfast, lunch, snacks, and drinks to employees.

One key aspect of the scope is the description of meal variations. The wide variety of dishes and cuisines
that the catering service is intended to offer is described, ensuring that the employee has a varied and
engaging gastronomic experience. Additionally, dietary adjustments are carefully explained, stressing the
need of accommodating a wide range of dietary requirements, such as allergies, preferences, and limits.
This ensures that all employees are catered to and have access to the meals that are offered.

The "Scope of Works" section also takes worker meal arrangements into account. It outlines the manner
in which meals will be served, the location where they will be served, and what to anticipate from their
entire dining experience. This focus on detail contributes to the creation of a welcoming and cozy dining
environment, which raises employee happiness. Quick service delivery must be prioritized as well. The
expectation of timeliness is stated clearly in the scope, ensuring that meals are regularly and on time
supplied. This is crucial in a professional atmosphere because prompt service ensures that work routines
and schedules are not disturbed.

It may be said that the "Scope of Works" clause leaves no room for interpretation. It serves as a
comprehensive guide that not only enumerates the services necessary but also exemplifies the
company's commitment to providing its employees with top-notch culinary options. By describing meal
options, dietary restrictions, staff dining arrangements, and service timeliness, this section makes sure
that the selected catering provider is aware of the company's expectations and can seamlessly integrate
their services into the corporate environment, fostering a nourishing and productive environment.

3.1. Staff kitchen

• Take into account dietary preferences and limits; 

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 • Provide meals for about 100 staff members on average, including breakfast, lunch, snacks, and
drinks.
• Oversee the commercial kitchen of the business's food preparation, cooking, and presentation
departments.
• Ensure prompt and effective service Monday through Friday between noon and 1:30 p.m. for
lunch.

3.2. Business meetings

 Cater to approximately 250 business meetings annually in various conference rooms.
 Provide tea, coffee, and biscuits for 70% of meetings.
 Offer light lunches of sandwiches, wraps, and fresh fruit for 20% of meetings.
 Supply hot meals for 5% of meetings, particularly in the Board Room for up to 12 people.
 Arrange platters of sushi, wraps, and fresh fruit for 5% of meetings, which require self-serve tea
and filter coffee.

4. Performance Requirements and Measurement Criteria

The procurement process's "Performance Requirements" section demonstrates the company's
unwavering dedication to excellence and its resolve to uphold high standards in all facets of the catering
services offered. This part serves as a manual for the caterer, outlining the precise standards that must
be adhered to in order to be consistent with the goals and values of the business.

The expected standards for many aspects of catering services are defined in this section using a variety
of approaches. The company's concentration on delivering excellent customer service sets the standard
for immaculate culinary offerings that showcase its commitment to giving its staff the best. To ensure
that every customer is happy, the criteria for judging service quality may include elements like flavor,
freshness, and presentation. Timeliness is another important aspect mentioned in the "Performance
Requirements" section. The organization's expectations for prompt and reliable service delivery are
indicated by clear criteria. Whether it be the fast setup for business meetings or the regular distribution
of meals, punctuality is stressed as a crucial component of the catering provider's success.

The need of menu diversity is also emphasized in this section, along with the need for a complete and
enjoyable culinary experience. By offering a wide variety of alternatives, this includes a variety of
cuisines that appeal to different tastes and preferences, boosting employee happiness.In terms of the

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dish itself and its aesthetically pleasing arrangement, presentation is equally significant. This makes sure
that meals are not only delicious but also aesthetically pleasing, resulting in a satisfactory eating
experience overall.Additionally, the "Performance Requirements" section is intertwined with excellence
in customer service. The customer service policies guarantee that all interactions between staff
members and the caterer are respectful, timely, and customer-focused.The catering service provider
must manage financial problems transparently and responsibly, which requires financial accountability.

The "Performance Requirements" section, which emphasizes conformity with the contract's terms and
conditions, concludes the document. This provides a win-win arrangement and holds the supplier
responsible for upholding their commitments. By associating each performance need with a set of
measurement criteria, this section enables a quantifiable way to assess the performance of the catering
service provider. This results in a catering service that continually reflects the company's goal of
excellence since it not only establishes defined standards but also offers a systematic framework for
ongoing assessment and development.

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 Table 1: Performance Requirements and Measurement Criteria
Performance Requirements Measurement Criteria

Service Quality Catering services must be of good quality and represent Client satisfaction surveys, input from staff and meeting attendees, and the
Mines Are Us' professional image. absence of repeated complaints

Timeliness Timely delivery of food and beverages during lunch hours and Records of on-time service, feedback on meeting punctuality, and
business meetings. adherence to lunch break schedules.

Menu Diversity Menus should offer a variety of options catering to different Menu diversity assessment based on available choices, feedback, and
tastes and dietary needs. requests for special dietary options.

Presentation and Hygiene Food presentation and kitchen hygiene must meet high Regular inspections of food presentation, kitchen cleanliness, and
standards. adherence to food safety regulations.

Customer Service Catering staff should exhibit professional and courteous Feedback from clients, staff, and meeting attendees regarding staff
behavior. interactions and responsiveness.

Financial Accountability Billing that is transparent and precise, while staying within the Financial reports that indicate cost breakdowns, budget conformance, and
agreed-upon budget. the absence of billing errors.
Contract Compliance Contract terms, such as menu specifications, service Audits of service delivery against contract terms on a regular basis.
frequency, and special requirements, must be followed.
Inclusion of Holidays and Catering schedules are adjusted during industry shutdowns Schedule adherence, no disruptions, and prompt communication of
Shutdown Periods

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 and public holidays. schedule modifications.

Financial accountability Billing that is clear and precise while remaining within the Financial reports demonstrating budget adherence and correct billing.
agreed-upon budget.

Contract Compliance Contract obligations, such as menu parameters and service Service delivery audits against contract terms.
frequency, must be followed.

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Conclusion
The Procurement Plan presented serves as a strategic roadmap, incorporating a thoughtful design to
engage an external catering business for Mines Are Us' Perth offices. beverages, and catering for
business meetings. These services are supplemented by extensive expectations for meal varieties,
dietary accommodations, staff dining arrangements, and on-time service delivery. The performance
requirements section, in particular, highlights the business' constant commitment to excellence by
outlining expectations for service quality, promptness, menu variety, presentation, and customer service.
Each need is meticulously paired with quantifiable evaluation standards, such as financial responsibility
and contract observance. In conclusion, this Procurement Plan not only establishes the groundwork for
RFQ/RFT documentation, but it also lays the groundwork for a solid Catering Services Contract,
culminating in the assurance of exceptional catering provisions that meet Mines Are Us' exacting
standards and operational requirements.

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References
Borges de Araújo, Maria Creuza, Luciana Hazin Alencar, and Caroline Maria de Miranda Mota. "Project
procurement management: A structured literature review." 2017, 353-377.

Johnson, Andrew, and Richard Smith. "Enhancing Project Scheduling through Critical Path
MethodImplementation." Journal of Project management, March 2020: 45-59.

Meegahapola, Pubuduni Anuradha , and R.A. Ranga Prabodanie. "Impact of environmental conditions on
workers’ productivity and health." International Journal of Workplace Health Management,
2019: 74-84.

Smith, and Brown. "Enhancing Effort-Driven Task Execution: Insights from the Construction Industry.
Construction Management." 2017. https://www.google.com/search?q=enhancing+effort-
driven+task+execution+industry.

Smith, Daneil, and Michael Johnson. "Worker Productivity Management in Project Management."
Project Management Quaterly, 2018: 12-27.

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