BUSM 4611: BUSINESS PROJECT MANAGEMENT

Details of Assessment 2: Request for Proposal for supply and delivery of personal computers

Request for proposal (RFP)

As part of assessment plan each group need to work on the following RFP and address all the requirements in project planning.

RMIT University opens a new project procurement management division “RMITProcure” to facilitate procurement activities within RMIT University. Recently, RMITProcure has got an order from the College of Business to procure and deliver “100 high end desktops and some essential software”. Hence, the project is conceived for RMITProcure.

The contents of this RFP are available for general public observation.

1. Statement of work

RMITProcure is going to procure certain quantity of desktops for new ‘analytics lab’ of College of Business before the commencement of semester 1, 2019 (February 2019). The contractor needs to perform the following major tasks (can be used for making project schedule):

• Understand client’s need
• Select potential suppliers for hardware and software
• Evaluate and select suppliers
• Place purchase order to procure goods and related services
• Contract purchase administration
• Receive and deliver supplies
• Perform contract closure

At this stage RMITProcure (your lecturer) is requesting proposals from qualified contractors (your team) who can organise the purchase and delivery of the products and services as follows:

• Goods and services to be supplied:
  • 100 high-end desktops (latest model as of Mid 2018) with good computing power. Contractor needs to update the client about the latest specifications and functionalities of computers (example computing power) they are going to provide.
  • Software: Microsoft Project Server 2016, LISREL 9 for Windows, and SIMUL8 Professional (at least one year registration required for all the software’s).
• The goods must comply with the following minimum requirements/standards
  • Minimum standards/ specifications of desktops: 7^th generation Intel core processor, storage ITB HDD, RAM minimum 32GB, speed >4GHz, monitor size min 24inch, operating system Windows 10+, keyboard and mouse
  • Software must be purchased and installed within the supplied computers
• Train or explain IT Service (ITS) department of RMIT about how to manage routine troubleshooting and handover the software licence agreement
• Demonstration date at client’s site: negotiable
• Delivery due date for goods: Feb 1, 2019
• Location to be delivered: RMIT, Building 80, level 7
• Hardware warranty period: Three years
• Allocated budget: negotiable at RFP proposal stage. Contractor can put a market price and need to justify the price and contract.

The contractor needs to provide a sample of the selected products for demonstration before going to supply the full lot. Date and time of demonstration need to be consulted/negotiated with the client. Contractor will supply and install all requested software, however ITS of RMIT will install all necessary software such as (MS Office 2016). Desktop should be from recognised brands. Each Contractor will be liable for any damaged or faulty items and after sales service up to one month of delivery date.

Conditions of supply of goods:

Supplier/contractor must:

• Supply the goods to the shared service, RMIT College of Business, level 7, building 80.
• Supplier at its cost will deliver the goods to the RMIT College of Business by the date for delivery.
• Give reasonable notice as to the date and time that the goods will be delivered.
• Ensure that the goods conform to the specifications;
• If the goods do not conform to the specifications, RMIT by notice in writing to the supplier, reject the goods within the period of 15 business days after the actual date of delivery.
• Ensure that the goods comply with all applicable laws and applicable Australian standards;
• If RMIT rejects the goods it is the responsibility of the contractor to collect and remove the rejected goods from the site as soon as practicable at its cost. It is also the responsibility of the contractor to provide new items equivalent to the rejected goods at its cost.
• RMIT will pay the contract price in monthly basis based on percent completion of work performed. Final 25% payment will be paid after the product/service have been delivered to, and accepted by RMITProcure in accordance with the contract which will be signed by the tender winner.

2. Items supplied by RMITProcure

For further information regarding the project scope and limitations, contractor can ask for additional request for Information (RFI). The contractor should identify in their proposal any resources needed to be supplied by RMITProcure. The client reserves the rights to ask for a proposal to be resubmitted if it is unable to supply any items requested in the original proposal.

3. Approvals required from the client

The contractor (your team) must obtain approval of RMITProcure (lecturer) for the choice of brand and specifications of supplies, or for any change of approved plans.

4. Type of contract

RMITProcure is considering the contract for a fixed due date (Feb 1, 2019). There will be penalty of not meeting deadline and it will be 5% of contract money per week. In terms of price, it is negotiable and RMITProcure is open to negotiating the total price of the contract (optimise cost).

5. Project completion date

Your team must complete awarded contract (deliver specified goods and service) by Feb 1, 2019, or penalties for late or non-completion will be incurred as per negotiated contact terms. Your project plan needs to address the project completion date.

6. Proposal due date (for assignment 2)- closing date for lodgement of proposal

The closing date and time for lodgement of a proposal is End of Week 6 (Sunday of Week 6, 23:59).

END of RFP