PPMP20011: Contract and Procurement Management Report for TopEd Campus

This report provides a comprehensive analysis of contract and procurement management strategies for the TopEd campus refurbishment project. It begins with an introduction outlining the project's goals, which include transforming the campus into a smart campus and enhancing the student experience. The report then delves into the procurement strategy, mapping project factors such as cost, risk, time, management capability, service quality, responsibilities, and changing instructions. It explores the procurement routes and contract types best suited for the project's sub-projects, justifying the selections based on factors like deadlines, quality requirements, and cost efficiency. The report also addresses the risks associated with the chosen routes and contract types and provides a detailed budget breakdown. Furthermore, it discusses contract methodologies, negotiations, and procedures. The report concludes with a summary of the findings and recommendations for successful project execution. References are provided for further reading.

Contract and Procurement Management
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Table of Contents
Introduction.................................................................................................................................................3
Procurement strategy:..................................................................................................................................4
Procurement route.......................................................................................................................................7
Contract Type..............................................................................................................................................9
Risks associated with the proposed routes and contract types...................................................................11
Budget Breakdown....................................................................................................................................12
Contract methodology, negotiations and procedures.................................................................................13
Conclusion.................................................................................................................................................15
Reference...................................................................................................................................................16
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Introduction
The main goal of the project report is to make sure the improvement of the appropriate tactics
and directly associated with the procurement with reverence to the work procedure of the TopEd.
The assessment report’s main goal is to analyze different factors such as variation orders, quality,
schedule and cost, etc. The project report also elaborates the diverse factors of risk involved in
the job operations of the TopEd. Effective analysis and evaluation of diverse risk factors are
supported and have improved decision making. Appropriate commands can be used by the
institution for more flexible teaching can lead to gaining concerned objectives.
The objective of the project
 To provide the students of the organization with high eminence experience through the
application of the leading industry courses.
 To convert the concerned organization’s campus into a smart campus with the working
pattern.
 To provide the students with a stretchy and vibrant environment for their growth with the
incorporated personal professional development.
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Procurement strategy:
Map the factors and characteristics of the project with the factors to be considered for the
best procurement strategy.
Strategic procurement is a long term plan to provide the goods and services for the
organizational goals and objectives. The scheduled strategy is cost-effective purchasing where an
organization wants to supply the various components and variables such as cost, time, budget,
risk and budget possibilities. The procurement strategic strategy as the organizational structure
needs that the framework of the instructional institute is designed and developed (Ottosson,
2016). This is a significant owner of the institute to meet all the students’ requirements and their
study materials. It is an effective basic method that helps to determine how effective
rehabilitation project can help learners achieve future achievement. Different factors are regarded
primarily in the best procurement approach described as:
Cost: This is another significant factor regarded under the best acquisition approach as TopEd
institute requires cash to implement multiple association modifications. They want to create an
intelligent campus with the assistance of industry-leading classes that provide high-quality
student experience. They focus on the cost-effective factor that maintains and manages the needs
of their learners to develop efficient systems. The students’ demand for price certainty should be
made and it is primarily considered that the original projections have a time delay. If cost
certainty is essential, it is necessary to complete the design before learners take reviews and
opinions. The TopEd institute should focus on the transfusion of the campus into the smart
campus by spending some cost on it. They should provide students with cost-effective study
material which will help them in further studies which will be qualitative and quantitative.
Risk: In this, TopEd faces different risks as they begin building the campus to become intelligent
and provide high-quality student experience with the assistance of industry-leading classes. They
are also working to eliminate a danger that produces an environmental impact and develops the
problem on the students’ career development route. There are various risk variables in the
development of intelligent campuses, such as designing and building risks, building risk
management, financial risk, multi-prime contracting risks and other risk linked to funding for the
building of new campuses managed under this best procurement approach. The above-mentioned
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risks are a very important focus in the building of the intelligent campus. The designing and
building risks include the errors and problems that can occur in the designing of the new
campuses. The infrastructure problems are riskier. The financial risks are also vulnerable. The
financial risks are the risks which have an impact on the quality of the building of the
infrastructure of the intelligent campus. The funding risks are also important in the infrastructure
of the intelligent campus of TopEd Institution.
Time: It is one of the vital factors which need to hold time in a particular time frame. Along with
this, it is required to TopEd institute is to manipulate time as per their students’ wants and divide
complete work amongst them. The time component of the task administration of TopEd for the
development of the new campus is environment-friendly in this contract as this method enables
the contractor of the new builder to entire the development work before the students’ training
start. There are various problems associated to these factors includes satisfactory of the project,
finances of the campus and chance factors which create most important troubles that help in
finishing all the work on time for the academic institute. Time factor involves the risks of the
building of the smart campus in the appropriate time.
Management capacity: The leadership capability needed by TopEd Institute is a high degree of
leadership, control, selection of skilled managers and prime cost items, contract price schedule,
use of bill payments to support contractors in evaluating new campus in Sydney. Management
capability is the risk factor in which the capability of the management to handle the day to day
working of the TopEd Institute smart campus. The risks of the managing resources of the smart
campus include the students’ issues related to different problems such as studies,
accommodation, canteen, etc. These all factors combined as the management capability risks.
Service quality: This is another factor regarded as part of the best acquisition approach and is
primarily concentrated on correctly managed by Toped Institute. They need a build a campus
into an intelligent region with high-quality material for growth (Theodorakopoulos, Ram, and
Kakabadse, 2015). The quality work at the TopEd improves the building as this is the main path
that involves an analysis of the complete budget, calculates the demands for raw materials and
helpful products for the building of the campus that update the infrastructure and quality in line
with the contemporary trend.
Responsibilities: TopEd Institute needs to build the project management process and minimize
the danger of constructing the new campus, documenting staff working on this project,
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negotiating under project leadership, maintaining the TopEd’s project objectives. The project
advisor has to split the liability between the builders engaged in the renovation of the campus.
The TopEd Institute need to provide all the facilities to the students, staff working in the
Institute, and all the other workers of the institute are facing troubles because of the building of
the smart campus from the old campus. This factor is responsible for the risks factors in the
building of the new infrastructure of the TopEd Institute building.
Changing instructions: The TopEd Institute needs to concentrate on changing the order where it
wants to cover the general project requirement and analyze the project in complete detail before
building begins. Under the best procurement approach, these factors are regarded to enhance and
encourage the shift in an intelligent campus building that helps eliminate all disputes and delay
in the building job process. This factor includes all the instruction that should be changed before
the start of the building process. The procurement approach will improve the efforts that are
involved in the building of the new infrastructure of the TopEd institutional smart campus.
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Procurement route
Requirement of case study in constraints, givens, exclusions, assumptions and limitations.
TopEd has one of Sydney’s best 25-year instructional institutes with distinct courses. The
institute has never been under refurbishment and now it has become the need to refurbish as the
students’ flow has risen over the previous five years. The institute has chosen to undergo the
renovation and they have set the date for the renovation so that it does not impact the entry and
the student is not faced with any kind of process trouble. The deadline for renovation was
planned for 30 June 2023. Construction will start on all 16 floors by July 2020, which will boost
the room and make the campus intelligent in terms of technology that tends to boost student
engagement suitably (Chomchaiya, and Esichaikul, 2016). The campus will suitably operate their
activities and even research will be carried out as before following the decision of the institute to
refurbish the two floors at once. The Institute has ensured that they have given sufficient room to
handle the building and ownership stuff and other logistics needed in the process.
They were toping. Set up one floor to refurbish stuff they called the “building area.” They build
for each floor, but they are chances if students are increased in the future, which will become the
problem for TopEd as institutes cannot go under the refurbishment scenario from time to time.
The budget set has been created for the whole project as it also has exclusions of fresh lifts that
would not be substituted as they are in the situation of being like fresh and other specific
laboratory equipment that does not need to be changed. Few hypotheses have taken place in the
minds of officials in line with the renovated method, as they tend to believe that this will
generate issues when cultural changes take place and also generate issues with the ongoing
development of enrolments.
Appropriate route for each sub-project
Sub Project 1
The deadline and timeframe required for completion is always the highest priority, but at the
same time, it does not create disruptions in the teaching activities and also minimize the
difficulties in the process of rehabilitation. The contractor has concurrently started the sub-
projects that include 30% of the architectural drawings when all the designs are finished (Wang,
et. al., 2017). The refurbishment took place all the 16 hours, but they made the changes so that
the teaching process would not be affected and they decided to renovate two floors at once.
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According to that building, the timing can be changed in the evenings or courses can sometimes
plan for the evening which will provide the sufficient set of data to assist the renovation to take
place in the given quantity of moment. The procurement path for this project is the availability of
laboratories if they are accessible to finish the entire operating procedure within a specified
period.
Sub-Project 2
Quality is the highest limitation that tends to create a beneficial difference in other people’s lives
as it tends to determine the presentation for both learners and external visitors. The campus
refurbished will provide natural light throughout the daytime, which at the moment of
presentations will act as a cherry on the top. It also includes the renovation of the room of the
CEO, the reception area, the experience of learners in the library region, etc. It also includes
renovation zones at levels 1, 2, 3 and 15. The renovation will take place first at stage 1 and 2
which implies that level 3 should stay vacant for smooth functioning as it will not impact the
studies of the student. This project’s procurement path is technology through the ability to
readily create quality-based content that makes presentation space appealing where all learners
and external guests are present.
Factors
The sub-project timetable enables to make the TopEd work properly. Institute it has covered
level 4,5,6,14 and level 1,2,3 and 15 work, floor teaching floors requiring renovation at product
quality should also be efficient and provide the required quantity of yields. As far as costs are
concerned, they have chosen to make it efficient per the budget set, which will stay sufficient for
the entire moment and will assist to do the same (Steinfeld, Prier, and McCue, 2015). The
changes will take place in the form of flexible teaching and learning spaces where modular
furniture will be used properly. The renovated campus will create the differences in the form that
will provide an enormous chance in the form of an open work setting and help to maximize the
use of the fields.
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Contract Type
Propose the most appropriate contract type for each sub-project along with your
justification based on the procurement routes you have chosen above.
The sort of agreement is the word that can be used to indicate the variations in the contract
structure and process that involves compensation agreements and the number of hazards.
Fixed premium contract- It is the agreement where the quantity of payment is not dependent on
the funds used or time spent and is opposed to the agreement for additional costs (Burtonshaw-
Gunn, 2017). This is designed primarily to cover costs with extra revenue and profit. It sort of
agreement is linked to subproject 1 in which schedule time is essential where TopEd gives the
time top priority and the contractor is ordered to be a full project in time. They develop floor-to-
floor renovation to minimize disruptions in teaching operations and functions. In this, the
contractor charges cash on the grounds of time when they are working for 8 hours so they pay
cash for the whole day and they also decide on the complete period in which the project would
be finished.
Explanation: The aforementioned type of contract is best suited for the subproject where the
time is given the highest priority. In this, they schedule the time for floor-by-floor refurbishment
to be staged that helps to reduce the disruption of teaching activities during functions or events
(Willging, et. al., 2016). Besides, they are used procurement route in which labor availability is
required because this will help them to work and operate on time throughout the entire project
and create more space on the floor that will not in any way interfere with the teaching actions.
Time and Material Contract: This contract is where the contractor focuses primarily on
finishing the entire job on time and also providing quality-based and suitable. Work is gaining
more money in this because they work hard to maintain the quality of the floor and renovation
activities within the Toped Institute. This agreement relates to subproject 2 where quality is the
highest concern for the location where learners and external guests sit. This will make their
institute more popular among guests and in this organization they want to send their kids
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(Pongsuwan, 2016). The contractor is supplied with quality-based material that is used during the
restoration of the entire campus in an intelligent manner.
Explanation: This is the precise and appropriate agreement that helps to create an appealing way
to maintain floor quality and presentation space. For this, they can measure the quality of the
material by using the technology used in this refurbishment of the TopEd Institute. In this they
use quality of service path is best suited to assist them to analyze the quality of the equipment
supplied to the institute by the contractor to meet and meet all demands. This will assist in
completing the job of the presentation space where all learners and external visitors are working
properly.
Figure: Contractual accord 2019
Source: Contractual accord 2019
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Risks associated with the proposed routes and contract types
Identify, analyze and assess the risks associated with your proposed route(s) and contract
type(s) for both the owner (TopEd) and the contractor?
Risk is one of the main variables facing the TopEd Institute, which will also generate a
significant problem before the owner and contractor. While designing and working on such a
project, the main causes of the danger are recognized. The suggested routes are used to identify
the extra danger that will be evaluated during the construction and refurbishment of the campus
structure.
It can be evaluated that if the proprietor does not concentrate correctly on their technology, this
will generate a significant danger for those staff who works in this project negatively. They need
to update their technology to eliminate the hazard and harmful scenario that will arise in this
TopEd Institute project (Turner, 2016). If they work correctly on this and interact with the
contractor on time, the contractor who is using technology will reduce this sort of problem. If
TopEd is not focused on hazardous condition owing to unavailability of updated technology, this
will have a direct negative effect on their campus as well as the contractor. In this case, the
contractor loses the agreement owing to such condition happens on campus and in such case the
contractor is also liable for the whole scenario. On the other side, with this project, TopEd is only
losing their cash.
Besides, another significant danger occurs when they have work labors available but have less
expertise and experience to complete the project on time. This will create a major situation for
both the contractor and the TopEd Institute because in a given period they need to start the
student class. They have not organized the campus according to TopEd’s demand and the
requirement for this, so they are not happy with this and the contractor is responsible for this
situation (Flynn, and Davis, 2017). If the contractor is hiring qualified and highly experienced
employees to be able to complete the entire job on time readily and due to such a problem does
not stop the project in the centre. Time and the material agreement will also describe the danger
and relate to it when appointing qualified workers so that they do not achieve sensible
expectations.
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