BSBPMG537 Manage Project Procurement: Detailed Task Solutions

This assignment provides comprehensive solutions for the BSBPMG537 Manage Project Procurement tasks. It covers key aspects of project procurement including identifying vendor selection criteria, explaining probity and project governance, and conflict resolution. The assignment includes a detailed procurement management plan, a request for proposal for landscaping, email communications with the procurement director, and a report for stakeholders addressing project requirements. It also discusses the project lifecycle and its application to procurement, addresses procurement issues, and explains the processes used for vendor selection, contract negotiation, and monitoring the procurement process. The document further includes meeting agendas, risk assessment, and modifications to the procurement plan, offering a complete guide to managing project procurement effectively. Desklib offers a wide range of solved assignments and past papers for students.

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