Project Procurement Management for National Archives of Australia

This article discusses the procurement management plan, market analysis, contract administration planning, establishing procurement processes, evaluation criteria and more for National Archives of Australia. It covers the policies and procedures, contract types, key performance indicators, and evaluation criteria for the website redevelopment project. The article also suggests improvements for the procurement processes and criteria.

Project Procurement Management
National Archives of Australia
Name of the Student:
Student ID:
Name of the University:
Author’s notes:

Table of Contents
1. Planning Procurement..................................................................................................................3
2. Market Analysis...........................................................................................................................5
3. Planning to procure......................................................................................................................7
4. Contract Administration Planning...............................................................................................8
5. Establishing Procurement Processes..........................................................................................10
6. Evaluation Criteria.....................................................................................................................12
7. Tender Selection Process...........................................................................................................13
8. Contracts....................................................................................................................................15
9. Reviewing contracting and procurement...................................................................................17
Bibliography..................................................................................................................................20

Procurement Management Plan
1. Planning Procurement
1.1 List the main policies and procedures that are relevant to planning procurement in your
organization
The main policies and procedures that are relevant to planning procurement in National
Archives of Australia for the project of website redevelopment are,
Internal Need Analysis: The project of website redevelopment by National Archives of
Australia would be procured by effective utilization of the need analysis. The internal needs of
the website redevelopment would be analyzed in this strategy.
Collection Supplier Information: The collection of supplier information would be done
in this approach so that the works aligned with the utilization of the procurement process of
website redevelopment would be effectively executed by website design procurement.
Development of Outsourcing Strategy: The National Archives of Australia would
require utilization and development of outsourcing strategies for their redevelopment of website.
The outsourcing of the website would be supported by the formation of the effective work
alignment.
1.2 Identify the policy gaps and suggest an action required to fill the gaps
The policy defined above lacks the communication proposition and negotiation strategy
to be used for the procurement of the website redevelopment. There is no explanation of the
methods of defining the management of the communication medium for the procurement

process. Moreover lack of effective negotiation strategy would also result in issues with the
formation of the effective work implication process.
The actions required for the filling of the gaps in policies are,
 Selection of effective communication medium for the project
 Development of communication plan for National Archives of Australia
 Identify the negotiation strategy required in the formation of the work
1.3 Explain the method to plan when to acquire the required products and services to complete
the project. Who decides to order them and when? List the documents required as reference.
Also, mention the consequences of the early or late arrival of the products or the services.
The method for planning when to acquire the required products and services for
completion of the project for National Archives of Australia of would comprise of,
Step 1: Analysis of the requirements of website redevelopment
Step 2: Estimation of Cost and schedule for the project
Step 3: Acquisition Plan is developed for the required products and services
Step 4: Analysis of the risk associated with the project execution
The planning of the time for the acquiring of the required products and services to
complete the project of National Archives of Australia would be initiated by analysis of the
requirements of the project. In this step the major requirement of the project would be analyzed
such as activities involved, expenses of the project, market analysis, legal taxation, and policies.
The cost and schedule estimation is done later for ensuring that the cost expenses and time used

must not exceed the desired time and cost. The acquisition plan would be developed for ensuring
the alignment of the works and the consideration for the effective work alignment.
The person responsible for the process is the Project Manager or any other individual
from the business organization depending on the organizational policies.
The documents like Tender Documents, Charter Documents, Budget Estimation Plan,
and Request for information would be used as references.
2. Market Analysis
2.1 You are required to delegate the responsibility of conducting a market analysis for a product
or service as required in the project to one of your project team members. Ask him/her to source
at least three potential suppliers and then conduct a critique of his/her performance.
In your explanation, please answer the following parts:
a. State the product or the service that was sourced.
The project of Website Redevelopment for National Archives of Australia would involve
the use of computer system with internet connectivity for developing the website. The
configuration required for the computer desktop/laptop would be,
Major Storage 250Gb or above (HDD or
SSD more preferably)
Display Resolution of 1920X1080
4k display
Processor I5 or I7

RAM 4GB of RAM of above
Minor Requirements Graphics Card Integrated graphics for
website of NAA
For example: Dell XPS 15 (Storage: 500GB SSD, Display: 3840 X 2160, Processor: I7-
6700HQ, RAM: 16GB RAM, Graphics Card: GTX 960M 2GB, Batter Life: 5hrs and 30 mins)
b. How well did the team member conduct the supplier analysis? Mention the gaps if any?
The supplier analysis was done based on local shops and laptop dealers in the locality.
The following data was observed,
Laptop Configuration Cost
Microsoft
Surface Pro 3
Storage: 250GB SSD, Display: 2160 X 1440, Processor: I7-
4650HQ, RAM: 8GB RAM, Batter Life: 8hrs and 30 mins
$700
Dell XPS9360-
1718SLV
Storage: 120GB SSD, Display: 3200 X 1800, Processor: I7-
7200HQ, RAM: 8GB RAM, Batter Life: 10hrs and 30 mins
$950
Dell XPS 15 Storage: 500GB SSD, Display: 3840 X 2160, Processor: I7-
6700HQ, RAM: 16GB RAM, Graphics Card: GTX 960M 2GB,
Batter Life: 5hrs and 30 mins
$1950
c. How could the project team members have performed the analysis better?
The project team members would have been assigned with the consideration of the
effective and smart management works. The analysis of the better work performance would be
effective with the formation of the evaluation of,

Successful completion of the projects would be defined with the inclusion of the probable
work completion.
The similar completion of the projects would be effectively managed with the alignment
information management.
The development of the conditions would be implied with the formation of the effective
work alignment.
The conditions of the purchase would be effectively deployed with the alignment of the
facilities and the development logistics. The
Reputation analysis would be done for ensuring that the procuring parties are defined
successfully
3. Planning to procure
3.1 Describe the methods adopted to procure the products and services for a project. List the
documents that were prepared to distribute to perspective sellers.
At the time of purchasing of the components for the website redevelopment at National
Archives of Australia it was required for making sure that all the required functionality would be
met. A definite methodology must be adopted for execution of the work. The redevelopment of
website would be supported by the use of the methodology for innovation and it would be
required for ensuring that the purchases of the resources have been done successfully. The
project development would align the management of the cost, quality, delivery date, and location
of delivery.

The required documents for the preparation to distribute to perspective sellers were
request for proposal, invoice, tender notice, negotiation document, and request for final
quotation.
3.2 Discuss the type and the need of the contract selected to procure the product or service for
the project
Fix Price with Incentive is the contract type to be used for the website redevelopment
project as it would help in forming the modification. The website redevelopment would involve
the designing and modifying the current procurement process for development of the effective
work management. The fix price with cost efficiency would be helpful for analyzing the work
and the formation of estimation of the cost based on the work. A fix price would be considered
for development of the website and an incentive program for the early completion of the project.
The contractor would be allowed a fix sum plus incentive if he/she can complete the project in
lesser duration that estimated.
4. Contract Administration Planning
4.1 Explain the steps involved in the progress of planning the contract administration process.
Name the person involved in the contract administration planning process from your team.
The contract administration process would be helpful for developing the effective
strategies for the formation of the contract and effectively signing it off. The procurement
development would be eased by the help of market analysis and the management of contract
planning. The ensuring of the seller obligations would be dependent on the utilization of the
duties and rights. The project owner would have to take ideas from project manager for

management of the contract development. The steps required for the planning of the contract
administration process to be followed by National Archives of Australia are,
Step 1: The first step of contact administration is reviewing the vendor on the
basis of cost efficiency, schedule estimation, and delivery of the products.
Step 2: The proper inspection of the operations would be aligned with the
formation of the audit and analysis of the effective work completion.
Step 3: This step involves the analysis of the works and the completion of the
effective work alignment for taking care of the work
Step 4: The decision of the payment system would be done for ensuring how the
payment would be done and on what dates they would be processed.
Step 5: The records would be kept by the manager for ensuring that the contract
and purchases are managed effectively.
The project procurement manager/officer would be the person in charge of the
administration of contracts.
4.2 Discuss the key performance indicators developed by the project team for the contract. Also,
explain the process of involved in determining the contractor’s performance throughout the
project. List the types of reports required in administering the contract.
The key performance indicators developed by the project team for the contract for the
website redevelopment project of National Archives of Australia are
a) Schedule: Project Checklist and Project Progress Plan
b) Cost: Resource Usage and Baseline Project Plan

c) Quality: Testing Results and Quality Baseline
The process to be followed for determining the contractor’s performance throughout the
project is,
Step 1: Evaluation of the Contract Progress
Step 2: Review of the Cost Budget Efficiency
Step 3: Analysis of the Project Progress
Step 4: Delivery of the products
Step 5: Analysis of the role of the contractor
The reports required in administering the contract are contract form, work performance,
delivery reports, records report, claim reports, and selection report. The selection reports
provides the information of the procurement contractor, method, payment, and delivery date that
has been selected. The claim reports help in identifying the work to be done for the completion
of the effective work analysis. The delivery reports would comprise of the information of the
delivery date and method for the delivery of the product.
5. Establishing Procurement Processes
5.1 What documented procedures do you normally follow in your organization for:
Going to the market with a request for tender:
The documents that are normally processed for going to the market with a request for tender
are request for proposal, tender invitation, negotiation documentation, contractor initial
response, and quotation request. These documents have separate roles and provides the

organization with better scope for the completion of the effective work alignment completion.
Evaluating Responses:
The evaluation of the responses would be done by using market analysis as it would consider
the current trends in the services. The market analysis would be based on the latest
likes/dislikes, information alignment, customer’s needs, and profit calculation. The document
that is normally processed for evaluating responses is Market Analysis Document.
Selecting preferred contractors:
The selection of the preferred contractors involves the activities of reviewing the vendor on the
basis of cost efficiency, schedule estimation, and delivery of the products, proper inspection of
the operations, analysis of the works for development of decision of the payment system, and
management of records of the contracts. The documents to be used for the Selecting preferred
contractors are selection report and proposal evaluation sheet.
Developing key performance indicators for a contract:
The documents that are normally processed for developing key performance indicators for a
contract are the KPI documents and Contract Progress Report. The objectives of the project is
considered for development of the KPI information for the contract.
Monitoring contractor performance:
The documents that are normally processed for monitoring contractor performance are work
performance report and seller performance evaluation.
Making changes to the procurement management plan:
The documents that are normally processed for making changes to the procurement
management plan are contract change control system.
Conducting reviews of the procurement activities:

The documents that are normally processed for conducting reviews of the procurement
activities are procurement performance review.
5.2 What will be the consequences (in relation to the case) if your organization does not have
these documents?
The lack of the documents like request for proposal, tender invitation, negotiation
documentation, contractor initial response, quotation request, market analysis document,
selection report, proposal evaluation sheet, KPI documents, contract progress report, work
performance report, seller performance evaluation, contract change control system, and
procurement performance review. It would result in forming issues in execution of the activities
of request for tender, evaluating responses, selecting preferred contractors, developing key
performance indicators, monitoring contractor performance, making changes to the procurement
management plan, and conducting reviews of the procurement activities. The risk factors would
result in forming the issues in the implication of the work and defining the work integrated with
the continuation of the factors.
6. Evaluation Criteria
Name of the Project acquired:
Redevelopment of the website for National
Archives of Australia
Description of the product:
The new website would be developed with the
contribution of the effective safety and
innovation using effective website design
development. The product would ensure that
the commonwealth data and information

would be effectively executed using the
management of the works.
Evaluation of Successful Contractor:
1. Website Functionality 45% Highly Important
2. Cost Effective processes 20 % Important
3. Completion of the project in the estimated time duration 15% Important
4. Utilization of the website development process 20% Important
Comment on the clarity and usefulness of the set criteria. Also, mention the improvements if
needed.
The website developed must be effectively deployed using the alignment of the information
and the listing of the probable work completion. The new website would secure the
information of the commonwealth due to the implication of the innovative work alignment.
Developed by:
1. Project manager
2. Procurement Officer
Documents Referred:
1. Work Package Information
2. Inspection of the work to be completed
Key Comments:
7. Tender Selection Process
7.1 While interviewing a senior project manager seek the answers for the following question:
1. What were the key stages of milestones and the timeframe for the tender? Who was on the
tender selection panel and why?

The key milestones and the timeframe for the tender is shown in the table below,
WBS Task Name Duration Start Finish
M1 Start of Project 0 days Mon 12/17/18 Mon 12/17/18
M2 Selecting a Contract 0 days Thu 1/3/19 Thu 1/3/19
M3 Collecting the Necessary
Information 0 days Tue 1/15/19 Tue 1/15/19
M4 Choosing a Negotiator 0 days Mon 1/28/19 Mon 1/28/19
M5 Contract Review Process 0 days Mon 3/4/19 Mon 3/4/19
M6 Contract Signing 0 days Fri 3/8/19 Fri 3/8/19
Project Manager and Procurement Officer would be responsible for the development of the
contract tender process as they are directly related with all the processes of the information
development.
2. What documentation was involved in the process from the organization seeking tenders and
the tenderers?
The documentations that were involved in the process from the organization seeking tenders
and the tenderers are request for proposal, tender invitation, negotiation documentation,
contractor initial response, quotation request, market analysis document, selection report,
proposal evaluation sheet, KPI documents, contract progress report, work performance report,
and seller performance evaluation.
3. What are the important things to consider while running a competitive tender? Mention the
pitfalls that need to be avoided.
The important things to consider while running a competitive tender are evaluation of the
product, ability for specific product information, successful alignment of the work, and valued
added services by the contractors.
The pitfalls that should be avoided in the project are fluctuation in the financial cost, lack of

specific state in terms of monetary value, and delay in delivery of the products and services.
8. Contracts
8.1 Outline the important characteristics of a good contract and mention about the assistance
required when writing contracts. What are the common problems that occur during the contract
writing process?
The important characteristics of a good contract are work completion, schedule, cost,
payment option, product support after sales, and dispute resolution. The work completion is the
most important feature of the contract as it would encompass the work agreed to be done by the
contractor. The schedule would show the timeline and the activities required for the completion
of the work. The cost would show the overall estimated cost expenditure for the activities agreed
in the project. The payment option comprise of the information for the method of paying to the
contractor and the method of paying in the given time.
The documentation process for the good contract would be highly assisted by the use of
the contract documentation structure and legal expertise.
The common problems that occur during the contract writing process are lack of proper
structure, missing information in contract, incomplete specification, and absence of control
processes.
8.2 Provide an example of a contract handled previously:

8.3 How was the contractor’s performance monitored? Also state the positivity and the negativity
in contract.
Dispute with the contractor
Reason for the dispute and the person involved:
The early delivery of the product requirement by the client was the reason behind the dispute
of client and contractor.

The client and contractor were involved in the contract. However, the transporters would also
be involved in this dispute.
Policies and procedures available for assistance in handling the dispute:
Deductive Negotiation in terms of schedule and Integrative Bargaining in terms of cost would
be helpful for assistance in handling the dispute
Actions taken by the project team members:
Agree on delivering the product with 2% hike
in overall contract payment
Outcome:
The product was delivered 2 weeks prior to
set date with an increased payment of 2%
9. Reviewing contracting and procurement
9.1 Describe the methods used to review the contracting and procurement activities. What was
the type of the project?
The methods used for the review of the contracting and procurement activities were,
Step 1: The first step of contact administration is reviewing the vendor on the
basis of cost efficiency, schedule estimation, and delivery of the products.
Step 2: The proper inspection of the operations would be aligned with the
formation of the audit and analysis of the effective work completion.
Step 3: This step involves the analysis of the works and the completion of the
effective work alignment for taking care of the work

Step 4: The decision of the payment system would be done for ensuring how the
payment would be done and on what dates they would be processed.
Step 5: The records would be kept by the manager for ensuring that the contract
and purchases are managed effectively.
The project was an IT project that involves utilization of the design build contract
procurement type.
9.2 What issues or difficulties were identified in the review process? How satisfactory was the
contractor’s performance? Who was involved from the project team in the review process?
The lack of review of the contracting and procurement activities would result in forming
issues in execution of the activities of request for tender, evaluating responses, selecting
preferred contractors, developing key performance indicators, monitoring contractor
performance, making changes to the procurement management plan, and conducting reviews of
the procurement activities.
The contractor followed all information and documentation resulting in forming the
effective completion of the project in the estimated time and duration.
Project manager and Procurement Officer were involved from the project team in the
review process.
9.3 Outline the recommendations made for future contracting and procurement activities
Some recommendations made for future contracting and procurement activities are,
 Cost Effective processes
 Completion of the project in the estimated time duration

 Utilization of the website development process

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