University Project Management: Cubby House Construction Case Study

This project management report presents a case study on the construction of a cubby house, acting as a practical application of project management principles. The report includes a project procurement plan, outlining the requirements and processes for acquiring materials and services. It then details a tender evaluation checklist, which would be used to assess potential contractors. A variation register is provided, documenting changes made during the project's lifecycle, such as design modifications and budget adjustments. Finally, the report concludes with a section on procurement lessons learned, emphasizing the importance of supplier relationships, network expansion, negotiation skills, and careful purchasing decisions. The report provides a comprehensive overview of managing a construction project, focusing on procurement and variation management.

Running head: PROJECT MANAGEMENT
Assessment task 3: Cubby case study
Name of the Student
Name of the University
Author’s Note

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PROJECT MANAGEMENT
Table of Contents
Task 1: Project procurement plan....................................................................................................2
1.1 Requirements of procurement process for building Cubby house.........................................2
1.2 Procurement processes for building Cubby house.................................................................3
Task 2: Tender evaluation checklist................................................................................................4
Task 3: Variation register................................................................................................................7
Task 4: Procurement lessons...........................................................................................................8
References........................................................................................................................................9

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Task 1: Project procurement plan
The procurement plan is defined as one of the annual documents that helps in defining
the different products as well as services which will be obtained from external suppliers in order
to build a cubby house. It is found that procurement planning is quite important as it generally
helps in allowing an individual to properly determine the expectations which are realistic.
1.1 Requirements of procurement process for building Cubby house
The various types of procurement process requirements for building the Cubby house are
listed below:
Identification of requirements: In order to build a cubby house, the various materials
which are needed are listed below:
 Bricks
 Sand
 Concrete
 Lumber
 Reinforced concrete
Need of cost benefit analysis: Proper cost benefit analysis is mainly undertaken in order to
determine whether the undertaken project will be economically feasible or not.
SOW: The statement of work mainly includes information about the budget as well as
procurement lead time (Thai 2017). In addition to this, it also includes details about the human
resources that are needed for the purpose of Cubby house construction.

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1.2 Procurement processes for building Cubby house
The procurement processes which are mainly needed for successfully building the Cubby
house are mainly elaborated below:
Planning procurement management: It is found that for building cubby house,
procurements are generally determined during the project planning phase. It is found that for
every external contractor, it is quite necessary to have SOW in order to serve as a document that
generally outlines the work which is generally contracted.
Conducting procurements: After successfully completing paperwork, it is necessary to
conduct procurement phase (Nzimande and Padayachee 2017). Before properly deciding, there
must be a criterion for the entire project which generally fits with the logistic management.
Furthermore, a number of analytical technical techniques can also be used.
Controlling procurements: After signing of the contract, the management of those
contractors must be successfully folded into the overall responsibilities of the management. It is
found that contractors generally have negative impact on the entire budget as well as schedules
which further cab lead to a project that goes off track.
Closing procurements: For closing procurement that is developed for the construction
of Cubby house will be closed by undertaking proper audit with the process (Rendon and
Rendon 2016). In addition to this, proper record management system is generally required for
managing different types of paperwork that are mainly involved in this particular stage of the
procurement process.

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Task 2: Tender evaluation checklist
The below table reflects on the tender evaluation matrix that is mainly needed for
building the Cubby house:
Overall
weightage
Category Category
weighting
Element Element
weighting
Price 35% Commercial 30% Cost Cost matrix
Quality 65% Service 20% Flexibility 5%
Innovation as
well as added
value
5%
Connection
to a space
10%
Technical 10% Resources 10%
Social value 15% Opportunities
for cubs
15%
Quality 10% Quality
service
10%
Continuous
improvement
5%
Environment 10% Commitment 7%
100% 100%

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The below table reflects on the tender evaluation checklist that is mainly needed for
building the Cubby house:
Pre-process of the tender
Selection of procurement method
Procedure which is mainly approved for the tender
 Process of selective tender
 Tender with the help of invitation
Documents which are checked and completed for tender
 Drawings
 Proper specifications
 Forms of tender
Cost plan that is approved
Contract documents:
 Compliant with proper statutory requirements includes:
 Cubby house certification
 Approval for planning that is done
Contract provisions while building Cubby house:

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 Safety of the workers
 Proper security
 OH&S
Tendering
Issue to tenders Tender Forms
Issued agenda
Post Tender
Clarifying the facts with the tenderers
Making a number of reference checks
Completion of negotiation
Evaluation and recommendation report for tender
Financial checks
Clarifications
Tender selection report
Award
Creating award letter

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Task 3: Variation register
The variation register that contains details of the changes which are done during the
construction of the Cubby house is reflected below with proper date:
Date Agreed variations in the project
17-04-19 Making changes in the list of identified tools
15-05-19 Changing the project plan for changing the
design of the Cubby house based on which
the entire house will be constructed
20-05-19 Increasing the time period for the project so
that the new changes which are incorporated
within the design of the cubby house will be
successfully constructed.
17-06-19 Delaying the date of delivery as delay occurs
in the project as design change of the Cubby
house is mainly done so that the Cubby house
can be designed in a more detailed and better
way.
17-06-19 Increasing the budget of the project. This is
mainly done as the total time that is mainly
needed for undertaking the entire project
mainly increases.

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Task 4: Procurement lessons
The procurement lessons that are identified for documenting as well as improving
procurement for future projects are mainly listed below:
Building virtuous relationship with the suppliers: One of the main components of
using procurement is mainly surrounded by a group of suppliers who are trustworthy. It is found
that building as well as maintaining good relationships generally helps in streamlining the entire
procedure of procurement.
Expanding network: Building proper relationships as well as expanding network
generally helps the organization to speed up the entire processes by building trust as well as by
increasing efficiency (Molavi and Barral 2016). It is needed by both the internal as well as
external parties to access the contract which are mainly created for orders.
Creating negotiation skills: Negotiation generally involve a contract and
implementation of contract management-based platform helps in implementing negotiation in a
very much simple way.
Thinking carefully before purchase: Procurement mainly minimizes cost while
obtaining different types of items which are mainly needed by the company (Rendon and Rendon
2016). It is quite necessary to undertake survey or communicate properly in order to know what
are needed for the project.

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References
Molavi, J. and Barral, D.L., 2016. A construction procurement method to achieve sustainability
in modular construction. Procedia engineering, 145, pp.1362-1369.
Mori, M., Kobayashi, R., Samejima, M. and Komoda, N., 2017. Risk-cost optimization for
procurement planning in multi-tier supply chain by Pareto Local Search with relaxed acceptance
criterion. European Journal of Operational Research, 261(1), pp.88-96.
Nzimande, N. and Padayachee, P., 2017. Evaluation of the current procurement planning process
in a district municipality. Internation
Nzimande, N. and Padayachee, P., 2017. Evaluation of the current procurement planning process
in a district municipality. International Journal of Public Policy and Administration
Research, 4(1), pp.19-34.
O'Rourke, R., 2016. Navy Virginia (SSN 774) Class Attack Submarine Procurement:
Background and Issues for Congress (No. CRS-7-5700, RL32418). Congressional Research
Service Washington United States.
Rendon, J.M. and Rendon, R.G., 2016. Procurement fraud in the US Department of Defense:
Implications for contracting processes and internal controls. Managerial Auditing
Journal, 31(6/7), pp.748-767.
Thai, K.V., 2017. International public procurement: Concepts and practices. In International
handbook of public procurement (pp. 33-56). Routledge.