Project Procurement Management for National Archives of Australia

Project Procurement Management
National Archives of Australia
Name of the Student:
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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,