r BSBPMG416_AE_Pro_2of2 – Submit this assessment document with your name on page

1.

r Part 1 Task 2: Contract management plan

r Part 2.4: Procurement plan

Part 1 Procurement planning
Task 1 Assist and contribute to procurement planning and supplier
selection
You will participate in group work in Part 1 Task 2 assessment tasks in the workshop and/or
in the connected class on MS Teams, as advised by your teacher. In your group interactive
activities you will role play project team members and be observed by your
teacher/assessor. You must demonstrate:

1. Participation in verbal exchanges using clear language and appropriate non-verbal

features to provide and seek information.
2. Using questioning and listening skills to check and confirm understanding.
3. Using accepted communication practices and protocols to share or provide
information.
4. Collaborating with others to achieve project outcomes.

Refer to the observation feedback checklist.

Task 2 Assist with procurement planning

The objective of the assessment task is to document procurement requirements for a
workplace project and apply procurement-management procedures.

Case study: Office relocation project: Plan2go

You are a member of the Plan2go Relocation project team. You team has been delegated by
the project manager, Natalia to contribute to establishing procurement requirements for a
large office printer/photocopier in an email (see Appendix A).

1. Establish procurement requirements

Read and interpret the Plan2go procurement policy (located on the Moodle).

Identify at least four probity and governance constraints such as ethical behaviours, limits of
authority, organisational policy and procedures, prescribed decision escalation, conflicts of
interest. Your response should be approximately 150-200 words.

i. Not allowing enough time to evaluate

ii. Not considering how respondents will interpret and reply to an EOI/RFT

iii. document.

iv. Setting mandatory criteria which are not really mandatory.

 v. Not briefing evaluation panel members fully and adequately prior to

vi. commencing evaluation.

vii. Inadvertently changing the basis of selection or introducing new criteria.

viii. Reading into tender responses attributes that are not evident.

ix. Not considering the ‘reasonable persons’ view of circumstances and

x. relationships and potential conflicts of interest.

xi. Not taking the opportunity to fully debrief unsuccessful bidders.

2. Determine the best vendor supply option for the printer/photocopier available from
the following options:

r formal tender contract

r heads of agreement

r preferred supplier agreement

r request for proposal

r request for quotation

r simple quotation and purchase.

Justify your decision to the project manager.

Since one printer is to be purchased, you just present the qualities you are looking for your preferred
printer to the vendor and the vendor gives you a quotation. The vendor must be the preferred
supplier with the best deals according to the requirements needed to be fulfilled for the new printer.
The vendor should have the best deal of warranties.

3. Rate your criteria for selecting between potential suppliers from 1-11.

r adherence to specification

r availability

r experience

r financial stability

r industry and professional certifications

r membership of a pre-qualified panel of suppliers

r skill levels

r environmental sustainability

r value for money

 r work health and safety (WHS)

r location of supplier

4. Make recommendations to Natalia, the Project Manager for two additional selection
criteria to assist in the selection of preferred suppliers.

Value for money

If you are a start-up, a key consideration in choosing a supplier may be affordability. However, cheap
suppliers don't always represent the best value for money. If you want reliability and quality from
your suppliers, you'll have to decide how much you're willing to pay for your supplies. It is important
to strike a balance between cost, reliability, quality and service.

Quality and reliability

The quality of your supplies needs to be consistent - your customers associate poor quality with you,
not your suppliers. Equally, if your supplier lets you down with a late delivery or faulty supplies, you
may let your customer down.

5. The project manager has read your recommendations and now wants you to
contribute to establishing terms and conditions for buying the printer compared to
leasing the printer in the table below:

Table 1 Comparison of terms and conditions - buying v leasing

Terms and conditions Purchasing printer Leasing printer

Calculation of cost of
More expensive
goods over 5 year Less expensive
No Depreciation Schedule
period

Depreciate with time

Quality of goods Avoiding obsolescence

Loss or damage of Incurred by the buyer

Incurred by the Leaser
goods

No contracts
Legalities/contracts Locked into a contract

lessee is not contractually

Flexibility Flexibility to make changes allowed to perform any type of
maintenance.
 Done by the buyer anytime, at offer maintenance plans, which
Repairs and
their convenience can be included in the lease
maintenance
itself or paid for separately

6. Natalia, the project manager has now decided to buy 6 printers. Write a contract
management document which is consistent with the Plan2go probity and governance
requirements in the Plan2go Procurement Policy you reviewed in Task 1.1, using the
BSBPMG416_Contract Management Plan template on the Moodle.

Submit
r Contract Management Plan

7. Describe processes Plan2go must implement to monitor the supplier, according to

contractual supply documentation. Your response should be approximately 100-150
words.

Gathering factual, and therefore objective, information about their performance such as

lead-times from order, quality standards being met, pricing compliance and whatever else

is laid out in the contract.

- Obtaining the experiences of the customers (for example, in respect of service, attitude

and response rates). This should be as objective as possible, although in some cases it

may, inevitably, be subjective. One way to collect information on performance is by individual

interview against a defined set of questions. This can be face-to-face or on the

phone but needs to be interactive so that the interviewer can explore the background

when necessary.

. The supplier's experience of working with the buying organisation must be considered in

the evaluation, as it might be the case that they are facing unnecessary obstacles or dealing with
difficult people.

8. Research consumer guarantees under Australian Consumer law,

https://www.fairtrading.nsw.gov.au/buying-products-and-services/repairs,-
replacements-and-refunds.

Write an additional clause in the printer supply contract about Plan2go’s

entitlements for repairs, replacement or refund.

When the product or service you purchased does not meet one or more of the consumer guarantees.
 i. Products must:

ii. be of acceptable quality

iii. match descriptions made by the salesperson, on packaging and labels, and in
promotions or advertising

iv. match any demonstration model or sample you asked for

v. be fit for the purpose the business told you it would be fit for

vi. come with full title and ownership

vii. not carry any hidden debts or extra charges

viii. meet any extra promises made about performance, condition and quality, such as
lifetime guarantees, and money back offers

ix. have spare parts and repair facilities available for a reasonable time after purchase
unless you were told otherwise.
Part 2 Conduct procurement activities
The objective of this part is to develop a procurement management plan for your project
you initiated in BSBPMG409.

A procurement management plan documents procurement requirements for a project,

including clear descriptions of product and service, quality specifications, resource
identification, supply and delivery requirements and supply and engagement metrics.

For own project:

1. Restate your project objectives.

OBJECTIVE 1: Support Operational Requirements

OBJECTIVE 2: Manage the Procurement Process and the Supply Base Efficiently and Effectively

OBJECTIVE 3: Develop strong relationships with other groups within the organization

OBJECTIVE 4: Support organizational Goals and Objective

2. Establish and describe the procurement requirements for both products and services
to achieve your project objectives. Your response should be approximately 50-100
words.

Initial clean-up/repairs, fit-out, insurance,

communication system relocation, cabling and expansion,

new IT equipment, new security system,

new furniture and office equipment, signage and

installation, office supplies and groceries

3. Explain your procurement responsibilities for the project and boundaries or

limitations associated with procurement. Your response should be approximately 50-
100 words.

Risk mitigation. Supply risk is always a major challenge in the procurement process. ...

Dark purchasing

Lack of transparency

Inaccurate data

Failure to adopt technology

Supplier-related issues
 4. Download and complete the BSBMGT416_AE_Pro_Procurement_Plan_template (on
the Moodle) for your procurement requirements. The plan includes:

Page 1 Procurement requirements

a. Clear description of product/s and/or services / resource identification

b. Quality specifications

c. Supply and delivery requirements

d. Supply and engagement metrics.

Page 2: Implementation plan

Plan and organise tasks required to achieve outcomes according to project plan.

Submit
r Procurement plan

5. For one product or service required for your project, gather information on at least
three potential suppliers and present the information in the table.

Table 2 Supplier comparison

Details Supplier 1 Supplier 2 Supplier 3

Name
Landmark computers HP at Officeworks Stocking Fillers

ROG Strix G15 15.6-

HP ProBook 450 G8 inch
Specifications of HP Pavilion x360 14-
15.6" Laptop i7-10750H/16GB/512
goods or service dw1514TU
[71569530-CTO] GB SSD/GTX1660Ti
6GB Laptop

Price
$1,699.00 $997.00 $2298

Additional 11th Generation 2-in-1 Laptop Core i5 Laptop is an ideal

information Intel® Core™ i3 8GB/256GB companion for the
processor dedicated gamer.
Boasting a slim
16 GB memory; 512
design coupled with
GB NV Me SSD
 a powerful NVIDIA
graphics card, this
15.6" diagonal HD
laptop lets you take
display
high-performance
Intel® UHD Graphics
gaming with you in
different settings.

6. Evaluate the information you have gathered, apply your selection criteria and make a
recommendation on preferred supplier/s. Your response should be approximately
50-100 words.

HP at Officeworks is my preferred supplier of the HP computers. Their computers are very reliable
and easy to use in the office. They offer value for money. Their offers in terms of discounts and the
one year warranties are good for the company. They are also near our office and their technicians are
very reliable as per the information gathered from their clients.

Reference list
Tom Rogers, 2021. Procurement Policies & Procedures: Best Practices to Get them Right.
https://vendorcentric.com/single-post/procurement-policies-procedures-best-practices-to-
get-them-right/

Diksha, 2020. 10 Must-Have Documents to Secure Your Procurement Process.

https://www.revv.so/blog/sales/10-must-have-documents-in-your-procurement-process/

BERNIE ROSEKE, 2021. Project Management Plan – The 12 Core Components.

https://www.projectengineer.net/project-management-plan-the-12-core-components/

Hemanth Aredath, 2020. An Analysis of Buying Vs Leasing a Copier. Al Reyami Technologies

L.L.C

Crown, 2009. The supplier selection process. GOV.UK/Business)

Appendix A Delegated procurement authority email
From: Inkle, Ros

Sent: Tuesday, 23 November 2020 1:36 PM

To: Simpson, Natalia

Subject: New printer requirements

Hi Natalia,

As discussed, I think it’s time we organised a new large format printer. Our current one has
certainly seen better days; the consumables are rapidly becoming difficult to source and are
more expensive than consumables for new printers.

Here is an outline of what we need:

 large format

 must be able to print on paper sizes ranging from A4 to A1

 full colour

 easy to use

 photocopy capability

 wireless printing so we can print easily from laptops.

You are authorised to plan procurement, select a supplier and develop contractual
documentation, in accordance with Plan2go’s Procurement Policy.

Let me know if you need any further clarification.

Regards,
Ros.

Ros Inkle, Project Office Leader

Save a tree. Please do not print this email unless you really need to.
Assessment feedback
This section is to be completed by the assessor. Once feedback has been provided by the
assessor you will be given the opportunity to respond. When the UOC’s are being assessed
by multiple assessment activities, each activity will be reported as Satisfactory (S) or Not
Satisfactory (NS). The final result will be reported as C (Competent) or NC (Not yet
competent).

Assessor observation checklist

This checklist will be used by your assessor to assess your performance. Use this checklist to
understand what skills you need to demonstrate in the project group discussion. All the
criteria must be met. Your discussion will be used as part of the overall evidence
requirements of the unit. The assessor may ask questions while the discussion is taking place
or, if appropriate, directly after the activity has been completed.
Table 3 – Student and assessor details

Student name Student number

Assessor name Date

Table 4 - Presentation details

Length of discussion

Individual or Group Individual ✘ Group

Table 5 Observation criteria

# Behaviour observed . . . S U/S P

Participates in a range of verbal exchanges using clear language and non-

1
verbal features to provide relevant information

Uses active listening and questioning techniques to elicit views and

2
opinions of others

Using accepted communication practices and protocols to share or

3
provide information

4 Collaborates and cooperates with others to achieve project outcomes

Assessor Comments
Specific task feedback
Table 6 Specific task feedback

Part # Instructions
S U/S P
S=Satisfactory; US=Unsatisfactory; P=Partial

1 Task 1 Assists and contributes to procurement planning and supplier

selection with others

Refer to Assessor observation checklist

1 Task 2.1 Identifies at least four probity and governance constraints in

a procurement policy

1 Task 2.1 Determines vendor supply options

Justifies decision

1 Task 2.3 Uses criteria to select between suppliers

1 Task 2.4 Recommends additional supplier selection criteria

1 Task 2.5 Contributes to establishing terms and conditions for supply

1 Task 2.6 Writes a contract management plan for supply of goods

1 Task 2.7 Monitors suppliers according to contractual documentation

1 Task 2.8 Controls suppliers according to law

2.1 Restates project objectives

2.2 Establishes procurement requirements for both products and

services to achieve project objectives

2.3 Explains own procurement responsibilities for the project and

boundaries or limitations associated with procurement

2.4 Completes a procurement plan including:

 Clear description of product/s and/or services /

Part # Instructions
S U/S P
S=Satisfactory; US=Unsatisfactory; P=Partial

resource identification

 Quality specifications

 Supply and delivery requirements

 Supply and engagement metrics

Plans and organises tasks required to achieve procurement

outcomes

2.5 Gathers information on suppliers

2.6 Evaluates information gathered, applies selection criteria and

makes a recommendation on preferred supplier/s

FS Interprets and constructs meaning from a variety of texts

FS Develops documentation using appropriate organisational

formats and vocabulary

Assessor Comments
Assessment Feedback
Assessment outcome
Satisfactory

Unsatisfactory

Resubmission

Assessor Feedback
Has the Assessment Declaration on Page 1 been completed?

☐ Are you assured that the evidence presented for assessment is the student’s own work?

Was the assessment event successfully completed?

If no, was the resubmission/re-assessment successfully completed?

Was reasonable adjustment in place for this assessment event?

If yes, ensure it is detailed on the assessment document.

Comments:

NOTE: This section must have the assessor signature and student signature to complete the
feedback except if the student submits acknowledgement of assessment outcome online.

Assessor name and date:

Student acknowledgement of assessment outcome

Please submit Receipt of Assessment Feedback declaration on the Moodle

NOTE: Make sure your name is on Page 1 before submitting to your assessor for marking.