Manage Project Procurement BSBPMG537

This article discusses managing project procurement, identifying criteria for selecting vendors, probity, project governance, conflict resolution, and legal obligations of supplier contracts. It also includes a case study and tasks related to plan procurement, implement project procurement process, and establish procurement process. The subject is BSBPMG537 and the course name is Manage Project Procurement. The article is relevant for students studying in colleges or universities.

Manage Project
Procurement
BSBPMG537

Contents
TASK 1............................................................................................................................................3
Identify criteria that could be used to select vendors or suppliers...............................................3
2. Explain the following in detail................................................................................................5
3. List and briefly explain the following when managing project procurement:.........................6
4. Describe the features of a procurement management plan......................................................7
5. Provide a summary of the procurement processes and procedures which are in place at John
Readings......................................................................................................................................8
6. Provide an overview of the project lifecycle and how it applied to project procurement.....10
TASK 2..........................................................................................................................................11
PART A (Plan Procurement).........................................................................................................11
1. Prepare a meeting agenda......................................................................................................11
2. Discuss the key points listed in the agenda...........................................................................13
a. The key procurement requirements for this project...................................................................13
b. How information will be sourced from suppliers to determine the appropriate suppliers........13
c. The supplier selection process &criteria which will be established..........................................13
d. The approval process for procurement activities.......................................................................13
e. The tender process which will be followed if tendering is required..........................................14
f. How procurement issues will be reported..................................................................................14
PART B (Implement project procurement process)......................................................................15
1. Create a request for proposal for landscaping requirements including a statement of work
for the procurement of landscaping around the external café and playground area..................15
2. Research two suitable providers and obtain information from them.....................................17
3. It is essential project manager to determine the right and accurate sources so Word
document titled: Project Procurement Management Plan.........................................................17
4. Email to the Procurement Director seeking approval for the procurement management plan
...................................................................................................................................................20
5. CEO has requested a report for all stakeholders addressing key project requirements which
need to be understood. Concise report outlining the following information:............................20
9. Case study..............................................................................................................................21
PART C.........................................................................................................................................21
Draft an email to the procurement director................................................................................21

Draft a procurement director.....................................................................................................23
PART D.........................................................................................................................................24
1. (a) Completing financial transactions....................................................................................24
1. (b) Consolidating and storing all project data........................................................................24
2. (a) How did you identify project procurement requirements?...............................................24
(b) How did you obtain information from suppliers capable of fulfilling procurement
requirements?.............................................................................................................................25
(c) What process did you use to determine or adopt established selection processes and
selection criteria, and communicate to vendors to ensure transparency?..................................25
(d) How did you obtain relevant approvals for procurement processes to be used?.................25
(e) Describe at least one problem that had to be solved during your project procurement
activities.....................................................................................................................................26
(f) Discuss how you identified and acted according to probity and project governance
constraints..................................................................................................................................26
(g) Discuss how you communicated agreed proposals and/or specifications to prospective
vendors.......................................................................................................................................26
(h) Discuss how you solicited vendor responses according to proposal requirements..............27
(i) Explain how you evaluated responses and selected preferred vendors................................27
(j) Negotiated with preferred contractors or suppliers...............................................................27
(k) Modifications to the procurement management plan...........................................................28
(L) Monitored and reviewed the procurement process..............................................................28
TASK 3..........................................................................................................................................29
PART A.........................................................................................................................................29
a. The key procurement requirements for this project...............................................................29
b. How information will be sourced from suppliers to determine the appropriate suppliers....29
c. The supplier selection process and criteria which will be established...................................30
d. The approval process for procurement activities...................................................................31
e. The tender process which will be followed if tendering is required......................................32
f. How procurement issues will be reported..............................................................................33
g. Using appropriate language and context for a procurement meeting with stakeholders.......34
h. Applying effective communication skills to confirm understanding of all parties as to the
procurement requirements.........................................................................................................35
PART B.........................................................................................................................................35
1. Create a request for proposal for the Knowledge..................................................................35

2. Research two suitable providers............................................................................................36
3. Procurement Management Plan.............................................................................................37
PART C.........................................................................................................................................39
1. email to the Procurement Director seeking approval for the procurement management plan
39
2. CEO has requested a report for all stakeholders addressing key project requirements
which need to be understood. Concise report outlining the following information:.................39
PART D.........................................................................................................................................40
2 Establish procurement process...............................................................................................40
a How did you identify project procurement requirements?.....................................................40
b How did you obtain information from suppliers capable of fulfilling procurement
requirements?.............................................................................................................................40
c What process did you use to determine or adopt established selection processes and selection
criteria, and communicate to vendors to ensure transparency?.................................................40
d How did you obtain relevant approvals for procurement processes to be used?....................40
e Describe at least one problem that had to be solved during your project procurement
activities.....................................................................................................................................41
f Discuss how you identified and acted according to probity and project governance
constraints..................................................................................................................................41
g Discuss how you communicated agreed proposals and/or specifications to prospective
vendors.......................................................................................................................................41
h Discuss how you solicited vendor responses according to proposal requirements................41
i Explain how you evaluated responses and selected preferred vendors...................................42
j Negotiated with preferred contractors or suppliers.................................................................42
k Modifications to the procurement management plan.............................................................42
l Monitored and reviewed the procurement process..................................................................43
REFERENCES..............................................................................................................................44

TASK 1
Identify criteria that could be used to select vendors or suppliers
A vendor or a supplier is a person who offers with the acquisition and distribution of
products from the producers to the consumer at the same time as a dealer is a person or entity
that makes items and offerings to be had to another entity. Vendor is responsible for selling
offerings to people, business establishments and stores. They also are responsible for maintaining
positive relationship with target audiences in order to strengthen client base. In a company,
vendor plays vital role that to drive new growth and ensure to attain revenue together with profit
goals. Some resources define a dealer as a commercial enterprise or character that make items to
be had to any other enterprise or carrier. By evaluation, a vendor is a business or character who
purchases merchandise from a employer, then sells them to a person else. Suppliers offer the
materials a employer makes use of to produce its personal goods and/or offerings. Suppliers offer
the transportation of those materials. For reducing suppliers’ risks, in terms of unforeseen cost
implications or operations or regulatory compliance, all organisation require increased visibility.
Management of vendor track suppliers and provide the data you need to identify supplier risks so
you can take the necessary steps to mitigate them, or choose an alternative vendor. They easily
track supplier’s information, that comprises of track performance, financials and others.
Without a strong courting with its providers, a corporation can't provide its personal customers
a always excessive nice service or product. A supplier is a company that contributes goods or
services. Generally, a supply chain vendor manufactures stock/inventory gadgets and sells them
to the following hyperlink inside the chain (Adeniyi and et.al, 2020). Today, these phrases confer
with a provider of any goods or service.The different criteria that the respective company, John
Readings could use to select vendors or suppliers are as follows –
Speed and flexibility -Being able to location common, small orders letsthe company
avoid tying up too much operating capital in stock. Flexible providers assist the company
respond quickly to converting consumer demands and unexpected emergencies. If the company
want to cut down the time it takes the company to serve the company customers, providers that
offer the company a quick delivery provider will fee better than people who compete on other
elements - for instance, on charge by myself.

Clear communication and strong service -Communication is crucial in making sure an
awesome operating courting together with the company supplier. From the initial briefing,
through chronic remarks and habitual conferences, the company supplier have to speak openly
and often. The company need the company suppliers to deliver on time, or to be honest and
provide the company with masses of caution if they cannot. It is essential that supplier must
clearly and effectively communicate as it assists in support long-term goals by building a strong
and trusting relationship wherein both parties are comfortable in sharing information as well as
working collaboratively to support business goals. It boils down the fact that with proper
communication among organisational and external suppliers, there are possibilities of bringing
more number of creative ideas on the table that leads to improving whole process.
Value for money –The lowest rate isn't always usually the high-quality value for money.
If the company want reliability and high-quality out of the company providers, the company will
need to determine how much the company willing to pay to the company materials and the
stability the company want to strike among fee, reliability, first-rate and carrier.
Financial Security –It's usually well worth making sure the company dealer has
sufficiently strong coins flow to deliver what you want, when you want it. A credit score check
will assist reassure you that they won't go out of business when you need them maximum. For a
company, assessing financial stability of supplier is significant. Through collecting key supplier
financial information such as revenue, financial references, continuity plans, and third-party
ratings ensures that threats introduced to the business are minimized when partnering with a
third-party firm. With this, business managers determines vendor making money and/or do they
have sufficient capital to support their ongoing operations.
Quality -The first-rate of the company substances needs to be regular the company
customers companion terrible great with you, not the company providers (Alhola and Nissinen,
2018). Less variation in vital process inputs when working with fewer suppliers. Reduced need
for constant monitoring of suppliers and products if the suppliers have proven to be effective at
controlling their output. With effective supplier quality management process allows companies
to effectively audit the supply chain and identify each specific risk. This helps businesses to
reduce risks and avoid potential costly fallout.

Thus, on the basis of the above discussion an analysis can be made that the Price, Quality
of Product or Service along with supporting the appropriate level of the Flexibility & Delivery
Time are tending to be vital while making selection of a vendor. Further, Check References as
well as the Customer Service and implication of the Professional Employees and Professional
Leader are also tend to be vital while the selection of suitable vendor.
2. Explain the following in detail
Probity –Probity is defined as evidence of moral behaviour in organisational strategies
adhering to standards of integrity, transparency and honesty. Probity objectives to keep the
integrity of establishments by way of warding off flawed practises and minimising warfare.
Probity in Governance is a essential want for executing the governance device and socio-
economic development. It is defined as adherence to ethical and moral values like honesty.
Integrity, rectitude, uprightness and many others. It is the presence of procedural integrity with
high standards of ethical behaviour.
Project Governance –Project governance is the control framework inside which
assignment choices are made. Therefore, the position of mission governance is to offer a choice
making framework that is logical, strong and repeatable to govern an agency's capital
investments. Project governance offers path and defines choice-making strategies and metrics for
validating influences to the mission. In a company, it provides direction and defines decision-
making procedures and metrics for validating impacts to the project. It also enables the project
team to deliver on requirements and creates a forum for issue resolution to occur in a timely
manner. Good governance reflects that that procedures and institutions harvest results that meet
the requirements of participants while assembly the best use of resources at their disposal.
It additionally enables the project crew to supply on necessities and creates a forum for
difficulty decision to arise in a timely way. Project governance is a vital element, mainly for
complicated and risky tasks. It carries a framework for making choices about the venture, defines
roles, duties, and liabilities for the accomplishment of the project, and governs the effectiveness
of the mission manager.
Conflict resolution and management -Conflict decision is the process by using which
two or greater parties attain a peaceful decision to a dispute. Conflict might also occur between
co-people, or among supervisors and subordinates, or between service carriers and their

customers or clients. Conflict also can arise among groups, such as management and the labor
force, or between complete departments. Conflict decision entails the discount, elimination, or
termination of all paperwork and kinds of warfare. Conflict control minimizes the bad effects of
conflict and promotes the nice results of conflict with the goal of enhancing studying in an
company.Conflict control is the manner of restricting the bad factors of conflict even as
increasing the positive aspects of conflict. The purpose of battle control is to enhance mastering
and organization effects, such as effectiveness or overall performance in an organizational
placing. Conflict control may be described because the manner of handling incompatibilities or
disagreements bobbing up from, as an example, diverging critiques, goals, and wishes. The war
control process has steps consisting of become aware of conflicts, analyse battle, identify
alternative solution, practice warfare resolution technique, pick the excellent alternative,
implement the answer and overview the impact. Rather than casting off or fending off
disagreements, the purpose of warfare control is to train businesses war decision skills, which
includes coping with battle, locating self-awareness about the kinds of struggle and correctly
communicating whilst in war with a group member. Conflict choice is the technique through the
use of which or more parties achieve a non-violent decision to a dispute (Bag and et.al, 2020).
Conflict may also occur between co-people, or amongst supervisors and subordinates, or
between provider vendors and their customers or customers. Conflict can also get up among
agencies, together with management and the exertions force, or among entire departments.
3. List and briefly explain the following when managing project procurement:
d. Two key legal obligations of general supplier contracts which must be met by all
parties
Legal obligations describes a legal bond in which one or more parties are bound to act or refrain
from acting. Legal obligations in supplier contracts describes the legal and moral duty which is
perform and not to perform an action by the suppliers, which is enforced by a court of law. The
John Readings want to re-design its book-store cafe by upgrading fresh new menu, new furniture
as well as layout design along with play area for children. For this they have to purchase raw
material by making general supplier contracts with them. In context with John Readings Ltd the
two key legal obligations which is need to be include in general suppliers contracts which must
be met by all its parties are described below:

• Right to have acceptance of goods- This act tend to reflect that the buyer is deemed to
have accepted the goods when he intimates to the seller that he has accepted them, or when the
goods have been delivered to him and he does any act in relation to them which is inconsistent
with the ownership of the seller, or when, after the lapse of a reasonable time, it retains the
goods. Thus, it describes the right of the supplier that the goods are supply by them under a
general supplier contracts must be accepted by the buyers. This makes John Readings Ltd to
accepts the goods which is supply by its suppliers in order to re-design their book-store cafe in
effective manner.
• Right to claim loss- It describes that if the buyer unlawfully refuses to take the supply of
goods, a supplier has right to assertion the buyer for the loss caused to him due to non-
acceptance of the goods as well as also reasonable charges for the care as well as detention of the
goods.
e. Two key legislations which need to be adhered to when managing project procurement.
The legislation in project procurement that makes company to follow and considered
while managing the project procurement. This will help company to conduct their project
procurement according to the law of the country. The important legislations which are need to be
adhered by the John Reading Ltd while managing project procurement are described below:
Health and security act- Health and security is primary objective of the company towards
their employees and customers in effective manner. This makes John Reading Ltd to focus on
this strategy that helps in managing project procurement related to re-design of their cafe. By
opening garden area for the children makes them to ensure all the things are placed in safe and
proper manner so, they does not harm children as well as use fresh material in order to provide
healthy products to their customers in effective manner(Boadu and et.al, 2022).
Discrimination act- Employment discrimination are generally exists in companies where
an employer treats their applicants or employees and even with customers in less favourably
manner due to their colour, religion, sex, gender identity, etc. Discrimination in between
customers affects the company sells as well as decrease their growth also. This makes company
to makes John Reading Ltd to avoid any kind of discrimination while managing project
procurement for re-designing their book-store cafe in better manner.

4. Describe the features of a procurement management plan
Procurement management plan refers to the process of documenting the project procurement
decisions, identification of potential sellers as well as specifying the approach. It describes how
items will be procured during the project and the approach that the company use to manage
vendors related to the project. In aspect of John Readings Ltd, the components which is need to
included in its procurement management plan for the re-designing the Book-store cafe are
described below:
• Procurement process- This is used to describes the brief overview of the process
requirements that are necessary to manage procurement of the analysed needs. The process
procurement of John Reading should include the initiating a request, development of
requirements, request approval, purchasing authority, Bid/proposal review, contract management
responsibility, contract closure requirements and procurement process flowchart.
• Roles and responsibility- This is used to describe the different roles related to the project
which consist certain connection with procurement. This will help John Reading Ltd to describe
who can request outside resources, who can approve the requests, any other approvers, etc. are
need for procurement management plan for their re-designing the book-store cafe.
• Identified procurement needs- This will used described material, products or service
identified for outside the procurement. In this each and every listed items includes their proper
justification statement that explain why this should be an outside purchase are conducted if there
is the possibility of the inside sourcing(Nugroho, Napianto and Adithama, 2021).
• Timing- This is used to describe the timing which is needed in particular resources. This
will provide better sense to the John Reading Ltd when the procurement process needs to start
for their certain item.
• Change review and approval process- This will help in analysing how the changes are
made to procurement documents to ensure the changes that are understandable, valid as well as
approved by the relevant people. This will helps John Reading Ltd to manage their procurement
management plan for re-designing their Book-store cafe in effective manner.
• Vendor Processes- It is used to describes the processes which is used by the vendors for
the time-sheet approval, contract renegotiation, scope change requests, invoice processing, etc.

This will help the vendors of John Reading Ltd to analyse this things in order to provide
effective products to them for their re-designing of their book-store cafe in proper way.
5. Provide a summary of the procurement processes and procedures which are in place at John
Readings
There are several processes involved in the supply chain. The corporation determines the
commodities and/or a service it requires, seeks out providers who can assist it in achieving its
goals, negotiates contracts conditions and pricing, and afterwards acquires and gets the things.
The majority of commercial activities would be difficult to run absent purchasing. Procurement
management should ensure that all commodities and commodities are procured correctly,
allowing initiatives and procedures to run smoothly.
First before contractual and procuring operation is terminated, one more step remains:
completing an evaluation of the contractual and evaluating procedure(Nyamah and et.al, 2022).
Three factors should be the emphasis of the evaluation:
Evaluating the company's productivity; The productivity of a company is a major priority of
every organsiation. It is essential to know the increasing of company's productivity in order to
develop competitive advantage. All major companies in the international and national
marketplace focus on increasing the productivity by adopting key tools and techniques. In the
recent times, due to increase in competition between companies it is also essential to focus on
major rules and regulations that are impacting on company performance. The key role of a
business is to detemine major factors that focus on development of key aspects of an organiation
in order to gain desired results.
Evaluating their task team's performance; The team management is a major approach whihc
helps a company to complete a given project. The evaluation of performance of the team is a key
measure which is helpful in determination of major goals and objectives. The team task and
functions of a team are essential to be determined by the top level and middle level management
in order to gain the desired results. Team management also helps a company to deliver focused
practices which are responsible for making a team ready. The business organisation should
develop a key approach in evaluation of team performance for the achievement of main
outcomes. Employee productivit is also a key aspect which needs to be covered by a company to

deliver focused practices. The company should also evaluate key outcomes related to main
results which are responsible for major development aspects.
Evaluating the contractual and procuring procedures' efficiency- The efficiency is considered as
major approach which is beneficial in increasing strength of the organsiation. In the
Development of a company, it is key role of management to evaluate key measures and
techniques which are responsible for managing key tasks and activities with focus on
responsibilities. The company should focus on increasing satisfaction of employees in order to
increase their efficiency. All major companies in the global and domestic marketplace focus on
increasing the efficiency to gain desired results. The focus of a company should be on delivering
best value addition based practices whihc are helpful in growth and development of the
organisation. In the corporate world, there is a need for every company to put a key emphasis on
major activities which are responsible for making it more competitive. The companies must
follow key steps and procedures which are required to increase the production efficiency in a
short period of time.
Each step of the contractual and procurement procedure should be considered in the evaluation.
The appraisal system should include all rest of the squad. While reviewing the contractual and
purchasing procedure, there are a few crucial things to keep in mind.
6. Provide an overview of the project lifecycle and how it applied to project procurement.
Project life cycle can be described as life cycle which includes different steps needs to be
taken by project managers in order to manage and implement a project successfully. There are
mainly five stages included in this project which is adopted by John Reading company including
initiating, planning, executing, monitoring and controlling. This stage allows managers of
company to successfully make changes in their organisation that is essential in order to attract
more customers. Project life cycle defines certain steps which is used by the project manager and
their team members that helps them to achieve the objectives and goals related to their project.
The steps include in project life cycle are conception or start, planning, execution or
implementation and closure.It will also allow company to execute project successfully that is
important for them to offer differentiation. Explanation of these stages of project life cycle in
context of John Reading company is mentioned below:

Initiation – This is the primary stage in the project life cycle which includes introduction to the
planning and strategic framework. The John Readings company will develop planning with help
of professional management. This will help the business entity to plan more precisely about
project tasks.
Planning- In this stage of project life cycle, there is a growth stage included which deals in
expansion of project activities by development of systematic planning. The growth stage is
considered as most crucial stage in project life cycle. The strategic planning framework is helpful
in creating and exploring future opportunities.
Execution- The execution stage includes implementation of a proper approach related to a
project in order to increase effectiveness of project. It is essential for a business to focus on this
project life cycle based approach by development of proper supervision and control. The
execution stage should include monitoring by professional management in order to lead the
marketplace.
Closing stage- This is the final stage in project life cycle which includes closure of the project in
order to finish the project. It is also main role of a project manager to wind up project with major
responsibility in order to develop a major approach (Owusu, Chan and Darko, 2019).
TASK 2
PART A (Plan Procurement)
1. Prepare a meeting agenda
Meeting Agenda
Date:
Location: xyz
Open meeting
The name of chairperson along with having the facilitator and taking the approval of the
attendees has been made during the open meeting.
Apologies

This section comprises of the apology from the members who are absent and would not
about to appear when the person is not able to attend the meeting on the time. It is good meeting
practice to recognize who isn’t in the room and to introduce their deputy if they have sent
someone to attend in their place. It helps focus the team if issues arise that need the input of
someone who isn’t there.
Minutes from the previous meeting
The minute of the previous meeting comprises of the idea about the coming up with the
café house with the book stores to attract and cater a larger number of customers. The current
project is based on John Readings which is an Australian book publisher, distributer and retail
business with stores located throughout Australia and New Zealand and a large online business.
It has been disused in the meeting that as the part of the company’s future development plans all
retail outlets will soon have Cafes located within them.
Agenda item 1
To ensure the better growth of company by the way of leading retail outlets will soon
have Cafes located within them.
Agenda item 2
The second agenda of current meeting includes the selecting of the suppliers for ensuring
better construction and development of the cafeswithinretail outlet.
Agenda item 3
the thirdagenda of the current meeting comprises and based on the e building contractor
to manage the process of tendering from local landscape companies for the external
landscapingrequirements of the cafes.
General business items
The general business itemtend to include and comprises of the Hobart – 8 square meters
2. Launceston – 18 square meters 3. Adelaide – 12 square meters 4. Collins Street Melbourne –
no external landscaping required 5. Geelong – 13 square meters 6. Ballarat – 15 square meters 7.

Sydney city – no external landscaping required 8. Parramatta – 7 square meters 9. Canberra – 10
square meters 10. Byron Bay – 21 square meters.
Close meeting
The next meeting would be conducted after 2 weeks to have discussion about the
selection of the suitable supplier.
2. Discuss the key points listed in the agenda
a. The key procurement requirements for this project
The main requirement of the project is to focus on construction work so that company
can effectively prepare a cafe in their book store. In order to prepare a cafe , it is necessary for
the manage of the company to full fill all the requirements including arrange raw material,
finished goods, supply chain management activities, construction equipments, labor&also many
other things(Moran, Odeh and Ashuri, 2022).
b. How information will be sourced from suppliers to determine the appropriate suppliers
Previous internal success, financial reports, catalogue libraries, newspapers, trade
directories, tradeshows, those certain buyers, procurement agents, distribution companies,
diplomats, trade specialists, existing vendors, buyers, &colleagues are all good places to seek
information on different suppliers. Some appropriate information, company need to considered
such as Newspaper advertisements, Trade directories, Catalogue, price lists, Trade journals,
Salesmen, Advertised tender, Telephone directories &also Exchange of information between
similar companies(Plantinga, Voordijk and Dorée, 2020).
c. The supplier selection process &criteria which will be established
There are some appropriate steps need to be considered by the book store owner in order
to maintain the suppliers selection process which are given below -
Step 1: Scorecard for Supplier Selection
Step 2: Locate Appropriate Vendors
The third step is to rank the scorecards.

Step 4 – Make a deal
Step 5: Make a Contract
d. The approval process for procurement activities
There are some specific steps are containing by the company which can useful to manage the
procurement activities such as -
 Needs to be acknowledged.
 : Examine the requisition.
 bidding process.
 : Assessment &contract.
 Organize your orders.
 Approvals &disputes on invoices.
 Keep a record of everything you've done
e. The tender process which will be followed if tendering is required
Tendering is the procedure by which governments request bids for significant projects
that must be completed within a specific time frame. Tendering is a term used to describe the
process of obtaining a contract. Tendering is the process of submitting an offer, bid, proposal, or
express interest in reaction to a tendering invitation . It is determined that Tenders normally go
through four stages: Prequalification; procurements are issued; proposals are received
&reviewed; &the contract is awarded.
f. How procurement issues will be reported.
Define your objectives &requirements.
Determine &compile all of your data sources.
Clean up your data.
Make a list of our suppliers &group them together.
Keep track of your spending.
Make use of automation &predictive analytics.
Analyze the information you've gathered.
Construct a story.

g. Using appropriate language &context for a procurement meeting with stakeholders
Procurement functions can obtain a better grasp of strategic concerns, cost-cutting goals,
value-add, conformity, &institutional input by collaborating with the appropriate internal
stakeholders. Conduct a stakeholder questionnaire., Select your consumers based on their level
of interest &power. Stakeholders should be mapped to determine the return on investment of key
stakeholders, &company activity should be shared on a regular basis. Keep track of meetings to
keep institutional knowledge up to date. Stakeholders should be surveyed &prioritized based on
their level of influence &interest(Ebekozien and et. al., 2022).
h. Applying effective communication skills to confirm understanding of all parties as to the
procurement requirements.
Clear communication between customers &suppliers aids in the achievement of long-
term objectives by fostering strong & also trusted relationships where both the parties are open to
sharing material &cooperating to achieve these objectives. Consider the following scenario:
you're about to launch a large campaign
PART B (Implement project procurement process)
1. Create a request for proposal for landscaping requirements including a statement of work for
the procurement of landscaping around the external café and playground area.
It has been seen that the landscape proposal tends to be a someone page line item invoice that
tend to a spot to sign and also need to have the approval at the bottom end and the after that sign
the proposal have become more professional and lead to better presentation(Boadu and et.al,
2022). Thus the landscape proposal tends to a simple sundown of the services as well as the
prising landscape of the proposal that give opportunity and higher strength to companies to
express effective quality. The request for proposal for landscaping requirements in context of
procurement of landscaping around the external café and playground area has been provided as
below:
 Cover letter- This section of the landscape proposal tends to present and provide the one
page warm introduction about the key prospect of the project. The current proposal for
landscaping is based on the building contractor to manage and effectively process of
tendering from local landscape companies for the external landscaping of the

requirements of the cafes (Ladeinde, 2022). The cover letter of the project procurement is
very significant documented that is submitted during the process of searching the job of
the project manager. This is considered as a brief letter to the employer that provide
assistance to it in outlining the most empressive as well as relevant qualifications along
witthe experience.
 Landscape Bid- it forms out the most important part of the landscape proposal that show
the line by line cost for materials, labour, equipment’s and other associated costs. The
specification of current project comprises of the Hobart – 8 square meters 2. Launceston
– 18 square meters 3. Adelaide – 12 square meters 4. Collins Street Melbourne – no
external landscaping required 5. Geelong – 13 square meters 6. Ballarat – 15 square
meters 7. Sydney city – no external landscaping required 8. Parramatta – 7 square meters
9. Canberra – 10 square meters 10. Byron Bay – 21 square meters. The procurement
landscape within the respective project covers only the transactional process of
purchasing or delivering the products or services but the process of investment starting
from its inception thropugh the process of client, engagement of the supply chain as well
as eventually to the operation.
 Visual representation of project- this section of the landscape proposal tend to includes
and comprises of the making use of the CAD drawing, enduring of the project landscape
that tend to increase the probability of attracting better suppliers.
Customers testimonials- this section of the landscape proposal tend to helps to persuade the
prospective client to effectively chose the best based on landscape proposal by the way of the
providing the best testimonials from the clients to have positive experiences. Positive customer
testimonials help to establish your credibility and reliability as a business. Negative reviews can
sway buyer choices away from your company, but may also provide you the opportunity to show
your target consumer how you work to make every situation right for every customer whenever
possible
 Insurance certificates- it tend to support the higher peace of mind for clientthrough
enhancing the security and safety level of the project, Beside this, it also show and
presents that the company us a legitimate and professional company and also helps to feel
comfortable and more protected(Shilov, 2022). This is a legal document and can be
produced in the form of evidence within the legal case. A COI includes all the essential

information or data details of the insured as well as the risk that is insured by the person
who is insurer. The details that are included in the certificate of insurance should not be
less favorable in comparison to what is written within the policy of insurance.
2. Research two suitable providers and obtain information from them
It has been seen and finds out that there are various sources from which information about
the suitable suppliers can be obtain in order to effectively to determine the appropriate suppliers.
It has been also seen and analyzed that it is vital for a project manager to effectively determine
and come up with the right and accurate sources of the information to selected and choice the
appropriate suppliers which comprises of the both primary as well as the secondary sources. To
collect information about the suitable provides use of the primary sources of data would be that
comprise of the undertaking of proper market research to review about the suitable suppliers that
are exiting in the market. Use of some interview or questionnaire would be made that comprise
of information about the project requirement thus, supports the selection of the suitable
providers. Further, use of the secondary source of information could also be made to selected and
choice a suitable providers based on the review and analysis of the previous recorded
performance along with the annual reports, information from sourcing agents, etc.
3. It is essential project manager to determine the right and accurate sources so Word document
titled: Project Procurement Management Plan
i. Summary of the project
The current project is tending to based on including the procurement of raw material for building
contractor in order to effectively manage and undertake the tendering of the local landscape
companies comprise of the forming the external landscaping as per the requirements of the cafes.
ii. Risk register
A risk register tends to comprise of a document which is used as a risk management by the
project manager to fulfill and meet the regulatory compliance of a project which tend to
comprise of the nature of the risk, reference and owner of the risk and mitigation measure to
ensure the smooth flow of the project(Ito, 2022). The risk register has its vital importance in the
process of project procurement and is considered as a key element of any successful risk
management process that also provide assistance in the process of mitigating the risk within the
potential project that delays could arise. A risk register is shared with project stakeholders to
ensure information is stored in one accessible place.

On the basis of the above risk register it has been seen and find outthat the risk of insures
during the construction of the building is tend to be a major Risk. Thus, proper security measures
would be taken to mitigate that risk. Along with this, lack of effective communication is also a
vital risk that is creating the issues related with the chaos and confusion thus effective channel of
communication needed to be adopted to mitigate this risk.
iii. Procurement process
The procurement process tends to comprises and include of the identifying the required
goods and services for the company along with submitting the timely purchase request. Further,
assessing and selecting a suitable vendor is also tend to be a vital and effective step of current
project along with properly negotiating the prices and terms of pret. Beside this, creating the
purchase order and receiving and inspecting the delivered goods is also a vital part of
procurement process. Finally, approval of the invoice and agreement of the payment is
made(Yevu and et. al., 2022).
iv. Procurement requirements including timing of requirements

The procurement requirement of current project comprises of the Hobart – 8 square
meters 2. Launceston – 18 square meters 3. Adelaide – 12 square meters 4. Collins Street
Melbourne – no external landscaping required 5. Geelong – 13 square meters 6. Ballarat – 15
square meters 7. Sydney city – no external landscaping required 8. Parramatta – 7 square meters
9. Canberra – 10 square meters 10. Byron Bay – 21 square meters. that is needed in a time span
of 6 months.
v. Change approval process
The change approval process tends to includes and comprises of the approval process
configuration along with selecting a process designer approval phase. Further, use of three way
matching system has been also made to review and analysis the suitable of the delivery product
before approving the invoice.
vi. Vendor processes
The vendor development process of the current project would be referred to an
organization's efforts which are made to develop and to provide a network or linkage of qualified
vendors who can meet short-term and also long-term needs (Najdovski, 2022).
vii. Review, monitor and evaluation strategies
Use of effective control measures and check would be made to have review and
monitoring of procurement process. Along with this, the application of the KPI (key performance
indicator) would be made to evaluate and have better review of current project
viii. Procurement roles and responsibilities
The procurement roles and responsibilities would be full filled and met by the
procurement manager of the firm that tend to comprises and includes of the Devise and use
fruitful sourcing strategies along with Discover profitable suppliers and initiate business and
organization partnerships. Beside this, negotiate with external vendors to secure advantageous
terms is also tend to a vital and key procurement roles and responsibilities (Bag and et.al, 2020).
ix. Information on the type of contract that will be entered into

The information about the type of contract comprises of the lump sum contract, Unite
price contract, cost plus contract and time and material contract would be made based on the
current project landscape.
x. Selection criteria and key performance indicators
The selection criteria would be based on the quality of product along with the charged
cost of the raw material. The key performance indicator are also tend to be based on the client
retention rate and on the basis of review generated per capital (Brogan and et. al., 2022).
xi. Entered into and the selection criteria and key performance indicatorswhich will be applied.
Use of specific and measurable set of the KPI would be entered and set in terms of
quality measures and cost of the product.
4. Email to the Procurement Director seeking approval for the procurement management plan
To, Procurement Director
Subject: seeking approval for the procurement management plan
Sir/ Madam
The current mail is subjected to seek your approval in the above stated procurement
management plan and other attached document to seek conformation on current project.
Thank you
5. CEO has requested a report for all stakeholders addressing key project requirements which
need to be understood. Concise report outlining the following information:
The key Ethical behaviour that has been categories and involved in current project are tend to
includes the honesty, fairness among people and equity within the that tend to give respect to
dignity, diversity and rights of individuals and groups of people. Beside this, the key Project
governance constraints that are focused and included in current project comprise of the analysing
of cost along with risk and benefit review together with emphasising on the quality and
efficiency level (Alhola and Nissinen, 2018). Along with this, the limit of authority in context to
current project tend to includes and comprise of the maximum value of the amount that can be

put and lead out by a single contract for current project that need to be approved by the
approving authority. Along with this, the limit of authority also tends to includes and comprises
of the procuring of the entity without having any proper approval that would not be allowed and
acceptable. Beside this, in context to current project, the organisational polices and procedure
tend to providing and supporting the proper guidelines about the decision making process along
with depicting the way in which activities and task are being carried out during the current
project. Further, the Prescribed decision escalation in context of the current project tend to
includes and comprises of the ways in the project management tend to communicate and transfer
the information about the certain changes that are being undertaken during current project along
with furcating the project. Beside this, the use of the hierarchical and functional escalation has
been made within current project.
9. Case study
a. Payment process
The construction process refers to the specific processes that must be followed in order to
accomplish your building project. Preparation, which was before, acquisition, build, &reply are
the 5 stages of this procedure. Each phase has its own set of obstacles, dependent on the project's
size & scope. There are various method procurement director can consider such as Timing of the
payment, Invoicing Process, Substantiating Documents &Holdbacks &also Interest Charges
(Adeniyi and et.al, 2020).
The services which are being provided by the businesses of construction industry mainly
delas with the mechanical and civil services. Hence, these services are found as the essential
services in this sector. Construction businesses primarily provide civil &mechanical services,
which often include Portland cement, earthwork, form fabrication, &readymade concrete for a
variety of projects. It is determined that Works contracts contained aspects of both goods &
services, making them taxable mostly under laws.
PART C
Draft an email to the procurement director
From :
To: Procurement Director

Subject: Manage project procurement process
Respected sir,
Requirement procurement process
Determine the offerings the organization requires.
Please submit a purchase requisition.
Vendor evaluation and selection
Pricing and conditions should be negotiated.
Make an order for something.
Accept and examine the things that have been brought.
Perform a three-way match
Accept the report and make payment arrangements.
Explain the remedial actions which need to be undertaken
Step 1: The first stage is to define and organize.
Step 2: Locating and Choosing Suppliers Step 3: Hiring and Pricing
Step 4: Submitting a Purchase Requisition
Step 5: Trying to speed up the Transaction
Step 6: Buying Certificate and Examination
Step 7: Purchase and Clearance of Invoices
Provide an action plan to remedy the issue
Creating an action plan may assist factor that affected in bringing their ideals to life while
also increasing productivity and responsibility inside a company. An action plan outlines
whether the business will achieve its goals by laying out comprehensive necessary actions
that define how to and when they'll be carried out.

Draft a procurement director
From : Department Manager
To: Procurement Director
Subject: Manage project procurement process
Respected sir,
As per analysing of playground installation conduct investigation and identified issues
Procurement procedure
Needs.
Choosing a vendor.
Negotiating and negotiating.
Provision of services and evaluation of performance.
Agreement renewal/termination.
Explain the remedial actions which need to be undertaken
Please take precautions by being cautious and courteous.
When approaching playground equipment, always rush about or tug on others.
Avoid approaching mobile machinery from the front or back; alternatively, use something
else.
Wear appropriate attire.
Ensure no one is in your way once you exit the apparatus.
Provide an action plan to remedy the issue
Keep Its Preventive Surfacing in Good Shape.
Surveillance of Children Using Playground Equipment
Examine the playground methods and equipment basis and make sure it's in good working
order.
Get to have a Professional Playground Safety Inspection
Keep a good distance amongst recreational devices.
Drawstrings should be avoided.

PART D
1. (a) Completing financial transactions
A fixed price contract is also defined as the lump sum contract which is consider as the
agreement among the vendor and the customer. The price provision in a fixed-price contract
states what the provider will be compensated despite the actual expense of fulfilling the deal's
responsibilities. A methodology is stated in a cost-plus agreement that governs how much the
provider will be compensated; for instance, underneath an expense agreement, the provider may
get a constant of proportionality (e.g.107 percent) of the entire cost spent, or merely collect fees
for labor and effort. Different reimbursements can also be made conditional on the provider
taking specific steps. A pay provided on only shipment or upon sustaining a predetermined target
stock quality of service, an achievement fee given for reaching budget objectives in a price
agreement, an award fee for accomplishing the work under a certain schedule, and so on are all
instances of honor fees (Rolas, ForalisaToyfur and Juliantina, 2019).
1. (b) Consolidating and storing all project data
In a planning situation, Excel might be used to gather budgetary information from numerous
divisions and afterwards combine it into a single group or business plan. Data convergence is an
Excel function that includes collecting information from many worksheets and combines it into a
single worksheet. The effective use of Excel can help the business organisation in preparing all
the important budgetary information which is found as essential componenet of the business
plan.
2. (a) How did you identify project procurement requirements?
It is critical for the project manager to evaluate major purchases for the project seeing as this will
have a significant influence on the progress of the project. A project can be done in an effective
and efficient manner, when the entire planning related to their resources are being already done.
For the same purpose, the management is required to analyse their needs and requirements,
which they can use in order to completing the project and result in the infuencing progress as
well. A project procurement department works with suppliers to purchase, rent, or lease items
and services that are required to meet project goals. The act of procuring commodities, materials,
and services is known as procuring. In simple words, procuring is defined as all the practices
related to the procurement materials and services as well. As a result, project procurement

entails getting all of the development's services and goods. The practises required to ensure that
procurement strategy is accomplished are referred to as project procurement planning. Numerous
procurements are required in this venture in order to perform project procedures correctly and
effectively. This contains all equipment and product parameters, including such minimal
performance standards. It's also crucial to figure out how modifications will be addressed once
an agreement is granted as during design phase. Various raw materials, manpower, innovative or
creative technologies, and so on are all important purchasing needs for this undertaking. Those
are required to carry out project procedures.
(b) How did you obtain information from suppliers capable of fulfilling procurement
requirements?
Preceding inner achievement, financial statements, cataloguing libraries, articles, barter folders,
expositions, both these purchasers, procurement representatives, distribution companies,
embassy staff, exchange professionals, established distributors, clients, and coworkers are all
good places to search for answers on some different suppliers. An RFI (request for information)
is a formalized method of acquiring data from possible providers of a product or service.
Consumers are supposed to write RFIs and send them to qualified suppliers.
(c) What process did you use to determine or adopt established selection processes and selection
criteria, and communicate to vendors to ensure transparency?
Step 1: Create a scorecard for supplier evaluation. The creation of a vendor selection evaluation
is the first stage in the supply chain process.
Step 2: Locate Appropriate Vendors.
Step 3: The next step is to rank the scorecards.
Step 4: Make a deal.
Step 5: Make an agreement.
(d) How did you obtain relevant approvals for procurement processes to be used?
It is an agency that monitors the acquisition operation - an explanation of the procedures from
demand to authorization to buy to receiving of products – in simple words.
Organize essential data in one place.

Make a procurement strategy that is uniform.
Determine which procedures are wasteful.
Create a System for Feedback
Purchasing in a Structured Manner
Make an investment in your career growth (Tripathi and Gupta, 2020).
Train the Employees
Set clear goals for yourself.
(e) Describe at least one problem that had to be solved during your project procurement activities
During the procurement activities face the problem of poor relationship with suppliers due to
lack of communication. For solve this problem apply effective communication tool that help to
understand the supplier requirements and fulfil it in effective manner.
(f) Discuss how you identified and acted according to probity and project governance constraints
After chosen supplier (now known as the "contractor"), the next step in negotiating and
purchasing is to administer the agreement. The relationship between construction contracts and
the full contractual and procuring procedure.
Contract management, also referred as construction contracts, guarantees that you and the
supplier fulfil your scope of work while also protecting your rights. Because of the serious
ramifications of construction contracts, you'll need access to advanced legal representation,
especially on bigger, more sophisticated projects. As a result, contract management is an
important part of the contractual and purchasing processes. To some extent, contracting can only
be as effective as the agreement's terms of service.
(g) Discuss how you communicated agreed proposals and/or specifications to prospective
vendors
Efficient contract administration, apart from establishing the well specified, well-written
agreement, is not the only aspect that ensures contracting operates successfully. Taking the effort
to outline how the relationship will be handled can go a long road ahead toward ensuring an
effective project procurement approach. Having checked that stipulated goods and services are

conveyed on goods in a timely amounts; verifying the company's achievement against every key
quality and productivity initiatives; tracking the scope of the projects; paying the supplier
according to the definitions and conditions of the agreement; disclosing any stability issues, and
to see that they are corrected; interacting with any changes or different versions to the agreement
that may be requisite; preserving the agreement
(h) Discuss how you solicited vendor responses according to proposal requirements
Suppliers that have met all of the qualifying standards and are available for work for a business
are known to as "which was before." If the customer uses small contracts and regularly re-orders
the same goods, it's usually a good idea to form a group of which was before providers who will
fight for those kind of agreements. Taking the effort to outline how the relationship will be
handled can go a long road ahead toward ensuring an effective project procurement approach.
Unless the purchaser employs long term deals for specific products (i.e., agreements for specific
elements are seldom re-bid), it may still be beneficial to have a which was before supplier
relationships: When individuals of the supplier network are capable of supplying a wide range of
things, they can seek to manufacture whatever product's long term deal comes up for renewal.
(i) Explain how you evaluated responses and selected preferred vendors
The purchaser and one or maybe more suppliers sign a contract at the end of the supply chain
process. While licensing can take place, the data obtained from providers through inquiries must
be converted into official terms of the contract. A agreement with such a provider outlines what
the provider must accomplish and how the customer will compensate them. Terms of the deal, at
their most basic level, refer either to financial transactions (payment conditions) or how the
contract will be carried out (non-payment terms). Treaties can include a variety of compensation
and non-payment options. It has been analysed that the contract management is an important part
of the contractual and purchasing processes. To some extent, contracting can only be as effective
as the agreement's terms of service. A few frequent ones are provided here to give the reader an
idea of the sorts of contract conditions the buyer could examine throughout discussions and when
deciding whether or not to grant the agreement.
(j) Negotiated with preferred contractors or suppliers
The goal of contract talks is to define the deal's contract terms so that the sellers and buyers may
come to a deal before accepting it. Whenever it comes to contract talks, your goal ought to be to

establish an arrangement that meets both personal and the seller's objectives. It was also found
that business leaders must truly succeed in determining and considering the correct and accurate
data sources to select and decide on the right suppliers, both required and optional. Gathering
data on the underlying sources of fair use information will include efforts to conduct legitimate
statistical investigations to audit appropriate suppliers that are on the lookout A contract
negotiation that achieves this result, sometimes described as a 'win-win' method, enables a highly
cooperative environment that will be critical in the post contract phase. Although the agreement
is on thierfavor, keeping to the law as written might backfire if your take a firm stance with the
supplier, who may grow resentful of you, causing your connection to suffer.
(k) Modifications to the procurement management plan
Not everyone agreements are simple to administer, especially when there is a difference as a
consequence of a change, complaint, disagreement, or appealing. Notwithstanding
meticulousness, the present is hard to foretell, and unexpected circumstances need contract
modifications. As a result, you need not only had a well version control and resolving conflicts
structures in order, however you should also be willing to be flexible in order to accept
legitimate modification demands and alter the framework programme. Although the agreement is
on thierfavor, keeping to the law as written might backfire if your take a firm stance with the
supplier, who may grow resentful of you, causing your connection to suffer. Lawsuit should only
be utilised a last option due to its high cost and time commitment.
(L) Monitored and reviewed the procurement process
A strategy must be devised for informing project stakeholders on the status of contractual and
purchasing operations. The strategy should include who should be consulted, how frequently
they should be briefed, and how they should be consulted. They are fully responsible for any
purchasing choices you have made as the project manager. The regulations and practices of your
organisation will aid you in determining the value of transactions you are authorised to make.
Throughout initiative, you will have to communicate with increasing project officials including a
program coordinator, former chairman, chief executive officer, or advisory board. Through
monitoring the entire procedure of procurement, the differences among the actual progress and
the desired progress can be analysed which is found as essential for the prupsoe of bringing the
improvement in the overall performance.

TASK 3
PART A
a. The key procurement requirements for this project
It is essential for project manager to analyse key procurement for the project as this will
lead to have crucial impact over performance of the project. Project procurement management is
the creation and maintenance of relationships with external resources needed to complete a
project. A project procurement manager communicates with vendors to buy, rent or contract
products and services needed to achieve project objectives. Procurement is the act of obtaining
goods, supplies, and services. There are different procurement needed for the successfully and
effectively conducting project activities. Therefore, project procurement is obtaining all of the
materials and services required for the project. Project procurement management encompasses
the processes used for making sure project procurement is successful. In this project there are
several procurement that is needed for successfully and effectively conducting project practices.
This includes all specifications of the materials and services, such as minimum quality
requirements. During the planning stage, it’s also important to determine how changes will be
handled once a contract is awarded. Key procurement requirements in this project consist of
different raw material, labours, new or innovative technology and so on. all of these are
necessary for conducting project practices.
b. How information will be sourced from suppliers to determine the appropriate suppliers
There are different sources from which suppliers to determine the appropriate suppliers. It is
essential project manager to determine the right and accurate sources so that right suppliers could
be determined. It has been identified that there are two crucial sources through which suppliers to
determine the appropriate suppliers such as primary and secondary sources. Also new suppliers
have to be found for newer materials required on ever expanding business. Sources of

information on certain potential suppliers can be collated from previous internal recorded
performance, annual reports, cataloguer library, publications, trade directories, exhibitions, other
buyers, sourcing agents, distributors, embassies, trade consultants, existing suppliers. All of these
are effective sources from suppliers as this will assist project manager to analyse and determine
the appropriate suppliers.
c. The supplier selection process and criteria which will be established
It is important for company to determine right and accurate suppliers in order to find the most
effective suppliers project manager needs to consider proper supplier selection process. There are
different steps that are needed in the selection of accurate suppliers. Supplier selection is the
process by which firms identify, evaluate, and contract with suppliers. The supplier selection
process deploys an enormous amount of a firm’s financial resources and plays crucial role for the
success of any organization. Different steps that are needed in order to find the most accurate
suppliers is mention below in detail -
• Step 1 – Supplier Selection Scorecard – This is the first step and in this company needs to
develop a accurate scorecard for determining suppliers. The supplier selection scorecard contains
all the important elements you require in a supplier. It has long been stated. At this step, make
sure you are prioritizing your needs. All of the above may be important but some are more
important than others.
• Step 2 – Identify Suitable Suppliers – In this step project manager needs to focus in
identifying the most suitable suppliers for conducting project activities. create the pool from
which you will select a supplier. During this part of the process. Starting with suppliers you have
experience with and established relationships is generally a good idea
• Step 3 – Scorecard Ranking – Project manager needs to develop a proper scorecard
ranking in order to successfully identify the most accurate suppliers. Gather information from the
identified suitable suppliers perhaps in the form of a Request for Quote (RFQ) or Request for
Proposal (RFP). This will help in finding right supplier for this project work.
• Step 4 – Negotiate – It is important for project manager to properly negotiate with the
suppliers in order to select the suppliers in cost effective manner. Depending on the critical good

or service, you may negotiate with just the top supplier on your scorecard, even if others remain
on the list of potentials.
• Step 5 – Create Contract – It is essential for project manager to create a proper contract
that will include each and every information about the project requirements. Once an agreement
is reached, a contract is created and signed. Creating the purchase order will include activating
your procurement system. This should be a standard operating procedure and include getting
your accounts payable process ready to process the supplier invoice.
d. The approval process for procurement activities
• Needs recognition – The requirements confirmation phase of the acquisition cycle
enables organizations to outline precise arrangements to secure labor and product quickly and at
a reasonable cost (Abduh and et.al., 2022).
• Purchase requisition – These are made up or electronically recorded by internal
clients/customers seeking assistance from the acquisition team to meet current needs. It contains
key data that is expected to obtain the correct product, management or work.
• Requisition review –The acquisition cycle will not officially start until the purchase order
is approved and the spend plan is cross-checked for accessibility. During the investigation phase,
the actual supervisor or the head of the office reviews the order bundle and double-checks,
assuming there are demonstrable requirements for the aforementioned product or management,
and further confirms whether the basic subsidy is available.
• Solicitation process –When the order is supported and a purchase order is generated, the
purchasing team develops a single purchasing plan and outlines the comparative sales process.
The scope of this single sales plan ultimately depends on the complexity of necessity.
• Evaluation and contract – When the request system is authoritatively shut down, the
procurement team associated with the evaluation team will investigate and evaluate supplier
references to determine which supplier is best suited to meet current needs. When the seller is
selected, the discussion and marking of the agreement is completed, and the purchase request is
sent to the merchant. After the merchant confirms and acknowledges the PO, the legal official
agreement takes effect immediately (Bag and et.al., 2020).

• Order management – The seller communicates the guaranteed merchandise/management
within the stated timeframe. After getting them, the buyer reviews the request and tells the seller
any questions about what they got.
• Invoice approvals and disputes –This is a key advancement in acquisition interaction, and
having acquisition programming like Kissflow Procurement Cloud can give you a strategic
advantage over others. With Kissflow, you can perform a three-way match between GRNs,
vendor invoices, and POs to check the assumption that you've got the request accurately and
there are no discrepancies. After the three-way match is complete, the receipt is endorsed and
sent to staging for processing (Breell, 2021).
• Record keeping –After the staging interaction is over, the buyer records it for accounting
and evaluation. All appropriate files from the purchase call to the support call are kept in a
pooled area.
e. The tender process which will be followed if tendering is required
1. Develop a checklist - Try not to simply accept that every business is right for your business. If
you're holding on to straws for a reasonable encounter, it might not be that much for you. Create
an agenda of 5 to 10 questions to ask yourself when choosing whether to offer venture capital.
Mark these queries as 10-20% based on the number of queries created.
2. Searching for suitable tenders - Finding the right tender takes time and responsibility. Did you
know that we are constantly crawling many sources to populate our refined entries with
reasonable public and private areas open? Not many organizations have the assets or time to do
this in-house. Finding a target is the foundation of business development and an extraordinary
source of new jobs. Make this part of the supply system as smooth as really intended.
3. Review against the checklist - Whenever you get an applicable bid, grade it against your
agenda. If you don't score 80% or above, don't be work sensitive and put your trading efforts into
different exercises.
4. Roles and Responsibilities - For those bids that score 80% or more, please agreebetween
outreach groups on work, obligations, and deadlines. Make sure you don't leave anything behind
until the last second (Ewah, 2020).

5. Research - Research is really the best when it comes to offerings. You do want to investigate
the business of publishing associations. See what they've done before. Read this polished report
from start to finish and gain insight into what they're trying to accomplish, who their key
buyers/crowds are, and who their competitors are.
6. Complete draft of one of the tender - Draft one is basic. It's about putting your every opinion
on paper. It's crucial to think of it as a primary draft, because you'll undoubtedly take into
account the additional information and experience you're writing. Make sure that at this stage of
the provisioning of the system, you are dealing with inquiries made to you. Guaranteed to be
100% applicable to the organization you provide to (Experis, 2020).
7. Amend, edit and review the tender - Auditing the delicate cycle should take some time. It's not
necessary to focus on editing at this stage, it's about making sure you're responding to the right
inquiries. Make sure the responses have been accurately matched to the sensitive scoring criteria
and that you are comfortable with the information the sensitive responses give about your
business.
8. Proofread–Really at that point, it's a good idea for you to edit your responses to spelling and
language errors. At this stage, you should also ensure that you retain any word count or text style
ideas in the tender record. Whenever you are happy with the response, let the other person
understand it. It is hard to see the blotchiness of your own content when you used to read it a lot.
9. Submit – The final stage of the supply system, from the supplier's perspective, is to
demonstrate your response. It pays to give yourself a lot of time in the short term. Consider how
long it may take to use during the provisioning phase of the network's public areas. They are
usually not as straightforward as they first appear. In many cases, bid management strategies
ignore this (Fattahi, Dasu and Ahmadi, 2021).
f. How procurement issues will be reported.
To differentiate what is gained, similar to services and product, I will investigate mission
objectives and exercises and examine the need to achieve those objectives and confront them
based on spending plans and time periods. Obtained by distinguishing something that must be
approached by identification to assess related gambling

g. Using appropriate language and context for a procurement meeting with stakeholders
Procurement reports allow an association to demonstrate how its acquisition activity
communicates cash incentives, increases recognition of its broader goals and objectives, and
fully describes the viability of its acquisition process (Iro, 2020).
By following the right acquisition KPIs, organizations gain the ability to upgrade their
procedures by preventing small shortcomings from becoming big problems and providing
unmistakable knowledge of what works and what doesn't work or vendor contacts.
For years these reports have been produced and overseen through traditional information
methods, executives prefer bookkeeping sheets or static presentations, but organisations need to
ditch these stone age practices and start using current internet reveal procedures that will change
the result, in the end, benefits are increased. Then we'll look at their meaning in more detail,
approaching most normal difficulties.
Purchases made outside the characteristic acquisition process are dull purchases. For
organizations, this uncontrolled spending can end up being costly. Whenever a purchase cannot
be backed up with capital costs or material inventory, the subsequent loss of revenue and control
is very intractable for the association, all being equal. An extraordinary way to reduce
unconventional or maverick spending is to keep your spending under management.
When building these types of reports, it's important to consider some of the main things that
should be kept in mind in order to request a productive interaction. It must be remembered here
that not everything should be added to a report, but they are an extraordinary beginning stage in
building an information-driven procurement office.
 Cost Control: This part is about cost. Here you can consolidate the year-to-date money
cost investment funds, the costs incurred since the last period, the cost of saving open
doors, and some potential dangers associated with costs that need to be further
understood.
 Supply Risk: Staying ahead of any issue is a remarkable advantage of current web-based
information surveys. The Inventory Hazards section will list all hazards that have been
approached with actual answers to mitigate the impact of each hazard(Lukabwe, 2022).

This should be possible with the help of cutting-edge innovations, such as prescient
investigations. Going in this direction to a greater extent in the future.
 Internal Customer Relationships: An important part of an effective acquisition process is
relationships with internal customers such as suppliers, investors, representatives from
different offices, etc. In this section, you can share all relevant data about the joint effort
that has been done with your internal clients to ensure that every angle is being observed.
h. Applying effective communication skills to confirm understanding of all parties as to the
procurement requirements.
Communication is important to the achievement of production networks, but, shockingly,
it may be the biggest area for improvement.
When it comes to helping employees in different offices, the multitude of procurement experts
just speaking out is certainly challenging. Also, exchanges can be subject to considerable
additional pressure when it comes to talking to people outside the association, such as suppliers.
 Focus on stakeholders. Investigate the stability of your partners and their importance to
the association. Providers; consider the impact it will have on your business if they drop
out of opportunities to provide services and how important they are(Miguel, 2019).
 Meet regularly with suppliers and Stakeholders - By being with them consistently (for
example, week after week), you can show and deal with their interests and pressures as
they happen. Try not to be afraid to over communicate, make sure they are updated
regularly, whether it's just a quick outline email or not. It's also important for providers to
consistently assess how you approach your relationship from both sides and provide
useful input to providers as well as requests from yourself.
 Constantly offering options - After the meeting, list the choices and important cases that
support each choice. Along these lines, you're giving your partner some leverage, not
deselecting from them and making them feel like they have status.
PART B
1. Create a request for proposal for the Knowledge
It has been seen that the scene proposition will in general be a somebody page detail
receipt that watch out for a spot to sign and furthermore need to have the endorsement at the base

end and the after that sign the proposition have become more expert and lead to better show.
Hence the scene proposition watches out for a straightforward dusk of the administrations as well
as the prising landscape of the recommendation that give a valuable open door and higher
solidarity to organizations to communicate powerful quality. The solicitation for proposition for
finishing prerequisites in setting of acquirement of arranging around the outside bistro and jungle
gym region has been given as beneath:
 Cover letter - this part of the scene proposition will more often than not present and give
the one-page warm presentation about the critical possibility of the task. The ongoing
proposition for finishing depends on the structure project worker to oversee and
successfully interaction of offering from nearby scene organizations for the outside
arranging of the prerequisites of the bistros(Mutai, 2019).
 Landscape Bid - It builds the main part of the scene recommendation, showing the cost of
materials, work, equipment and other related costs line by line.
 Visual depiction of tasks - This part of the scenario proposal tends to incorporate and
include the use of CAD drawings, sticking to the execution scenario, which tends to
increase the likelihood of drawing in a better supplier.
 Client testimonials - This part of the scenario proposal tends to help persuade the planned
client to successfully select the best scenario proposal for a positive encounter by giving
the client the best salute.
 Insurance Certificate - It generally provides a higher level of true peace to clients by
increasing the level of security and well-being of the business, in addition to this it shows
and demonstrates that our organisation is a true specialist organisation and contributes to
feel better and more secure
2. Research two suitable providers
a) Provide detailed information regarding the supplier and the services for landscaping you have
obtained
It has been seen and found that data on reasonable suppliers can be obtained from
different sources to actually decide on suitable suppliers. It was also found that business leaders
must truly succeed in determining and considering the correct and accurate data sources to select
and decide on the right suppliers, both required and optional. Gathering data on the underlying
sources of fair use information will include efforts to conduct legitimate statistical investigations

to audit appropriate suppliers that are on the lookout(Noor, 2019). A number of conferences or
surveys will be utilized that include data on the need for venture capital investment, thus
supporting the selection of reasonable suppliers. In addition, the selection and identification of
suitable suppliers can be determined using optional data sources based on surveys and reviews of
past recorded exhibitions as well as annual reports, data obtained from experts, etc.
3. Procurement Management Plan.
a. Summary of the project - Ongoing projects tend to include the purchase of unprocessed
substances for construction project workers to physically supervise and receive products
organized by the community on-site, including exterior renovations as required by the bistro.
b. Risk register – It usually contains a report which is used by the mandate holder as a risk to
satisfy and satisfy the administrative consistency of the business, which often includes the idea
of the risk, the reference and the owner of the risk and take appropriate steps to ensure the
smooth running of the business. The risk register refers to a document that help the company to
coordinate its various tasks and relative workings at the workplace enabling better course of
workings. There are several risks that can be taken into consideration that will help the firm to
define critical standards on the basis of which productivity of the corporate firm can be ensured.
Based on the risk register above, we have seen and found that a safety risk during
structure development can often be a significant risk. As such, appropriate security measures will
be in place to mitigate this gambling. In addition to this, the lack of robust communication is also
a key risk, making the problems associated with unrest and chaos so viable communication
channels should be taken to moderate the risk
c. Procurement process - Acquisition interactions often involve and incorporate identifying an
organization's prospective workforce and products, while presenting a convenient purchase need.
In addition, researching and selecting reasonable sellers is often a critical and powerful advance
in current tasks, while properly arranging costs and conditions. In addition to this, making a
purchase request and acquiring and investigating the delivered item is an essential part of the
acquisition process. Finally, endorse the receipts and arrangements for the instalment(Tabrizi,
Ghaderi and Haji-Yakhchali, 2019).
d. Procurement requirements including the timing of requirements–For this element of the
procurement plan, the requirements that include timings are being taken into consideration. In
the provided element of the plan timings for the provided project determines effective basis for

which coordinated basis of working in the business firm can be taken into consideration. The
plan requires productive basis of workings for which defined formats of working in the business
firm can be established. This helps in better considerations to use of resources that also enables
completion of the project tasks at the given period of time.
e. Change approval process - The change approval process tends to be consolidated and
includes an approval interaction arrangement as well as a selection cycle planner approval phase.
In addition, a three-way matching framework is additionally utilized to review and review the
reasonableness of shipping items prior to receipt of receipts.
f. Vendor processes – It is an Ongoing Missions will imply the efforts of the Association to
create and provide an organization or connection of qualified merchants capable of meeting
current and long-term needs.The processes includes defined formats of workings in which
process of vendor can be enabled and also allows productive workings of the project firm.
g. Review, monitor and evaluation strategies - The acquisition process will be audited and
observed using available controls and inspections. In addition to this, KPIs will be used to
evaluate and better investigate current tasks.
h. Procurement roles and responsibilities - Acquisition work and obligations will be
completed and fulfilled by the company's procurement executive who tends to incorporate and
integrate designing and utilizing productive acquisition procedures with the discovery of
beneficial providers and initiating businesses and associations. Adjacent to this, bargaining with
foreigners to obtain valuable terms is likewise focusing on key and critical acquisition work and
obligations.
i. Information on the type of contract that will be entered into - Data for agreement types
includes single-amount contracts, joint cost agreements, cost add-on agreements, and time and
material agreements based on ongoing mission scenarios (Torabi and et.al., 2018).It has been
seen and found that data on reasonable suppliers can be obtained from different sources to
actually decide on suitable suppliers. It was also found that business leaders must truly succeed
in determining and considering the correct and accurate data sources to select and decide on the
right suppliers, both required and optional. Gathering data on the underlying sources of fair use
information will include efforts to conduct legitimate statistical investigations to audit
appropriate suppliers that are on the lookout

j. Selection criteria and key performance indicators - Determination will be based on the
nature of the item and the charges for unrefined substances. Key Demonstration Indicators are
also typically based on client alignment and based on capital created audits.
PART C
1. email to the Procurement Director seeking approval for the procurement management
plan
To, Procurement Director
Subject: seeking approval for the procurement management plan
Sir/ Madam
The current mail is subjected to seek your approval in the above stated procurement
management plan and other attached document to seek conformation on current project.
Thank you
2. CEO has requested a report for all stakeholders addressing key project requirements
which need to be understood. Concise report outlining the following information:
The key Ethical behaviour that has been categories and involved in current project are tend to
includes the honesty, fairness among people and equity within the that tend to give respect to
dignity, diversity and rights of individuals and groups of people. Beside this, the key Project
governance constraints that are focused and included in current project comprise of the analysing
of cost along with risk and benefit review together with emphasising on the quality and
efficiency level

PART D
2 Establish procurement process
a How did you identify project procurement requirements?
It is vital for the project manager to examine big project acquisitions since they will have a
substantial impact on the project's development. When all of the planning for a project's
materials is completed, it may be completed in an efficient way. For the same reason,
management is essential to analyse their expectations and demands, which they may utilise to
complete the project and result in incremental advancement.
b How did you obtain information from suppliers capable of fulfilling procurement
requirements?
Buyers, procurement representatives, distribution firms, embassy employees, exchange
specialists, established distributors, clients, and coworkers are all ideal locations to look for
answers about various providers. An RFI (request for information) is a standardised means of
obtaining data from potential product or service suppliers. RFIs are meant to be written by
consumers and sent to qualified vendors.
c What process did you use to determine or adopt established selection processes and selection
criteria, and communicate to vendors to ensure transparency?
Tender proposals should be examined in accordance with the guidelines set throughout the
contract and purchasing design phase.
1. Entry requirements will often examine the organization's potential or capability to supply
the required products or services.
2. Capacity to fulfil budgets and timeframes due to appropriate personnel's technical
expertise, credentials, or experience
3. Insurance plans, including based assessment, are available for those who have given
similar products and services for a comparable specific project.
d How did you obtain relevant approvals for procurement processes to be used?
Once the ideal provider has been identified, the final phase of the selection procedure is to
execute a contract with a supplier. Agreements can be as basic as a purchase agreement or as
complicated as a lease. In certain cases, after a selection on which provider to utilise has been

made, the purchase is straightforward: The product is purchased; the product is delivered; the
product is recorded as receipt; and the transaction is approved.
e Describe at least one problem that had to be solved during your project procurement activities
During the procurement activities face the problem of poor relationship with suppliers due to
lack of communication. For solve this problem apply effective communication tool that help to
understand the supplier requirements and fulfil it in effective manner.
f Discuss how you identified and acted according to probity and project governance constraints
After chosen supplier (now known as the "contractor"), the next step in negotiating and
purchasing is to administer the agreement. The relationship between construction contracts and
the full contractual and procuring procedure.
Contract management, also referred as construction contracts, guarantees that you and the
supplier fulfil your scope of work while also protecting your rights. Because of the serious
ramifications of construction contracts, you'll need access to advanced legal representation,
especially on bigger, more sophisticated projects. As a result, contract management is an
important part of the contractual and purchasing processes. To some extent, contracting can only
be as effective as the agreement's terms of service.
g Discuss how you communicated agreed proposals and/or specifications to prospective vendors
Efficient contract administration, apart from establishing the well specified, well-written
agreement, is not the only aspect that ensures contracting operates successfully. Taking the effort
to outline how the relationship will be handled can go a long road ahead toward ensuring an
effective project procurement approach. Having checked that stipulated goods and services are
conveyed on goods in a timely amounts; verifying the company's achievement against every key
quality and productivity initiatives; tracking the scope of the projects; paying the supplier
according to the definitions and conditions of the agreement; disclosing any stability issues, and
to see that they are corrected; interacting with any changes or different versions to the agreement
that may be requisite; preserving the agreement
h Discuss how you solicited vendor responses according to proposal requirements
"Pre-qualified" suppliers were those who met the eligibility requirements and are ready to bid on
a project. Unless the purchaser utilises temporary jobs and re-produces a same product on a

frequent basis, forming a team of pre-qualified suppliers to battle for these kind of contracts is
typically a good idea. A pre-qualified supply chain network may sound good even though the
buyer uses new contracts for specific items: Unless the strategic supplier members can genuinely
offer a broad array of items, they can fight to produce whichever long term deal for an item is up
for renewal. Additionally, establishing a supplier relationships not only decreases verification
screen costs, but it also enables the formulation of consistent contracts, requirements, and
requirements, which was previously impossible to do.
i Explain how you evaluated responses and selected preferred vendors
At the completion of the supply chain system, the buyer and one or more providers enter
into a contract. Although licensing may actually occur, the information gathered via queries from
suppliers must be turned into legal contract conditions. A contract with such a service spells out
what the supplier must do and how the consumer will pay for it. Agreements might incorporate a
wide range of repayment and non-payment alternatives. Contract management is a crucial aspect
of the contracting and purchasing processes, according to research. Outsourcing can only be as
efficient as the agreement's terms and conditions to a certain degree.
j Negotiated with preferred contractors or suppliers
The purpose of contract negotiations is to clarify the contract conditions so that the sellers
and purchasers may reach an agreement before approving the deal. When something pertains to
collective bargaining, their goal should be to reach an agreement that fits both your individual
and the seller's goals. It was also discovered that, in order to pick and settle on the suitable
suppliers, both essential and optional, company executives must actually succeed in finding and
evaluating the accurate and reliable sources of data. Attempts to undertake reliable statistical
inquiries to check agrees to make will be part of collecting information on the value is small of
fair use information.
k Modifications to the procurement management plan
Not all contracts are easy to manage, particularly whenever there is a disagreement as a
result of a modification, complaint, dispute, or appealing. Regardless of attention to detail, the
current is difficult to predict, and unanticipated situations need contract revisions. Even though
the contract favours them, adhering to the legislation as stated may boomerang when users take a
strong stand with the provider, who may grow angry of you, leading their relationship to

deteriorate. Due to the enormous expense and time involved, a litigation should only be used as a
last resort.
l Monitored and reviewed the procurement process
A plan for alerting project participants on the progress of contracting and buying processes must
be developed. Who should've been contacted, how regularly they should be informed, and how
they're being contacted should all be included in the plan. They are totally liable for any purchase
decisions make as the project leader.

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