Std 012 Procurement: 04 Procurement Timeline and Diary Created by James on 10/22/2014 2:34:32 PM
The procurement timeline is a relatively simple Gantt Chart -- I lay it out in Excel, it is quick and serves the purpose, see the sample attached |
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The goal of the timeline is to set out the overall timing of the procurement process in sufficient detail that all parties are fully aware of the sequence of events that is planned so that they can schedule accordingly |
The procurement timeline is a relatively simple Gantt Chart -- I lay it out in Excel, it is quick and serves the purpose, see the sample attached |
|
The goal of the timeline is to set out the overall timing of the procurement process in sufficient detail that all parties are fully aware of the sequence of events that is planned so that they can schedule accordingly |
Item |
Description |
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0 |
Stage 0 |
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0.1 |
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Briefing of software companies and issue of tender documents |
0.2 |
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Bidders assemble teams |
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0.3 |
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Notification to Client of Lead Implementer (Prime Contractor) and team composition |
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by NOT later than 16h00 |
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1 |
Stage 1 |
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1.1 |
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Briefing of lead implementers and teams |
1.2 |
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Implementers prepare offers - liaise as required |
1.3 |
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Clarification for bidders |
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two hour Q&A session to enable bidders to obtain clarification all bidders attend |
1.4 |
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Implementers finalize offers |
1.5 |
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Implementers submit offers (5 sets) by not later than 17h00 at Client Offices |
1.6 |
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Comparative evaluation of offers -- bidders may be contacted for clarification |
1.7 |
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Bidders advised of outcome -- short list of not more than four bidders |
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2 |
Stage 2 |
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2.1 |
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Four hour site visits (including travelling time) to reference sites |
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Bidders will be advised of time slots, drawn by lot, when advised they are on the short list |
2.2 |
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Two hour slots per bidder to sit with Client team |
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to obtain clarification in order to bring offer to 5% tolerance |
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Easter weekend |
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2.3 |
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Bidders prepare for presentations |
2.4 |
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Presentations by Short Listed bidders |
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4 hours including a walkthrough of their software, team and offer and time for questions |
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Second offer may be lower than first offer as greater clarity is obtained but may NOT exceed |
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the tolerance of 10% on the initial offer |
2.5 |
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Selection of preferred bidder |
2.6 |
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Notification of bid outcome by Close of Business |
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3 |
Stage 3 |
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3.1 |
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Finalisation of quote with preferred bidder |
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Note that final price may NOT exceed the initial offer by more than 10% |
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and second offer by more than 5% |
3.1.1 |
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Further discovery in order to finalize price |
3.1.2 |
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Develop detailed project schedule (Gantt chart) |
3.1.3 |
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Contractual and commercial negotiations |
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James Robertson out of town from 12th to 22nd April |
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3.2 |
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EXCO review and approval |
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3.3 |
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Signing of Contract |
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4 |
Board approval |
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5 |
Commence with system implementation |
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Download 04 Procurement Timeline and Diary in Microsoft Excel xlsx format
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