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Part 2: RFP Development (Procurement Process) - Due April 12, 2023 at 11:59 PM
(25 marks 5 marks per question)
Using the case study scenario below and the lecture material regarding the RFP development
answer the following questions.
1. Create a summary of the background about your company
1.
Who is your company, what do you do?
Maison Du Vin is a high-end wine store that was founded in Quebec City in 2005.
The company operates 10 stores across Canada and sells wine from all over the world.
2.
Who is the CEO?
The CEO of Maison Du Vin is Brantly Jennings
3.
What sets your company apart from its competitors?
Maison Du Vin's elite status and high-end reputation sets it apart from its competitors.
They offer a wide range of wine from all over the world and have a focus on customer
experience.
4.
Why would the contactor want to work with you and your company to do this work?
Contractors would want to work with Maison Du Vin because it is a well-established
and respected company. The project is focused on improving and streamlining their
current processes, which can lead to long-term partnerships and opportunities for the
contractor.
Summery
The contractors should provide a detailed description of the proposed procurement processes
and procedures for Maison Du Vin. The proposal should outline how they plan to streamline
the purchasing function and address the issues currently faced by the company. The proposal
should also detail the software system that they will recommend and how it will integrate
with the existing systems.
The proposed procurement processes
and procedures should be aligned with the best
practices in the industry. The contractors should outline how they plan to standardize the
procurement function across all the stores, and how they will ensure compliance with the
procedures. The proposal should detail the steps involved in the procurement process, from
identifying the requirements, to selecting suppliers, issuing purchase orders, tracking
deliveries, and handling quality control issues. The contractors should also provide a plan for
managing relationships with the suppliers and evaluating their performance.
The software system should be tailored
to the specific needs of Maison Du Vin and should
integrate with the existing systems. The proposal should outline the features of the software
system, including how it will handle purchase orders, track deliveries, manage inventory, and
handle quality control issues. The proposal should also detail how the software will provide
visibility into the procurement process and how it will generate reports and analytics to aid
decision making.
In addition to the processes,
procedures, and software, the contractors should provide a
detailed implementation plan with a clear timeline. The plan should outline the steps involved
in implementing the proposed solution, the resources required, and the expected timeline for
completion. The proposal should also detail the training and support that will be provided to
ensure that the staff is able to use the new system effectively.
Overall,
the proposal should demonstrate how the proposed solution will help Maison Du
Vin improve the efficiency and effectiveness of their procurement function, and how it will
help them address the issues currently faced by the company. The proposal should be clear,
concise, and well-structured, and should provide all the information required to make an
informed decision.
Note the reasons.
2. Describe and outline the project you need completed what are the goals of this project?
Maison Du Vin is looking to revise their current procurement processes and procedures by
implementing a software system that can help with the issues they are facing. The goal of the
project is to increase efficiency, improve communication with suppliers, and ultimately
improve customer satisfaction.
The goals of this project are to streamline the procurement process, reduce the time spent on
preparing purchase orders, tracking deliveries, and quality management. The project aims to
build strong relationships with suppliers, evaluate supplier performance, and reduce the
number of quality control issues. Ultimately, the project seeks to improve customer
satisfaction and experience.
1.
What is the scope of work in this project?
The scope of work for this project is to prepare a Request for Proposal (RFP), which outlines
the specific requirements that Maison Du Vin has for the software system. The RFP should
require contractors to provide a project plan that outlines the implementation process,
including timelines, milestones, and deliverables.
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What are the key milestones?
The key milestones for Maison Du Vin is the peak sales periods are July and August and
October to December. The first week was spent just observing the purchasing function of
Maison Du Vin. The team quickly realized that the staff sent a great deal of time preparing
the purchases orders, tracking down late deliveries, and quality management.
• State the goals you expect from the project and be as specific as possible.
The main goals of this project are to:
Streamline the purchasing process: The new processes and procedures should simplify
the purchasing process, reducing the time it takes to prepare purchase orders, track
down late deliveries, and manage quality.
Improve supplier performance: The new system should help evaluate supplier
performance, building stronger relationships with suppliers and holding them
accountable for timely and quality deliveries.
Increase efficiency: The new software system should automate some of the manual
tasks involved in the purchasing process, reducing the workload for staff and freeing
up their time for other tasks.
Improve inventory management: The new system should provide real-time visibility
into inventory levels, allowing for more accurate forecasting and reducing stockouts.
Enhance data analysis: The new system should provide tools for analyzing purchasing
data, allowing for better decision-making and identification of areas for improvement.
Overall, the goal of this project is to create a more efficient, effective, and streamlined
purchasing process for Maison Du Vin, leading to cost savings and improved
customer satisfaction.
• Outline the tasks and criteria to be met
This project Success
is an outcome that satisfies the clients, customers or
other stakeholders, such as the project team, company executives
or board members. Successful projects typically meet the
expectations and requirements established at the start of the
project.
Tasks
Establishing benchmarks:
Knowing the expectations for project
success can help project managers establish benchmarks so they
can track a team's progress toward the end goals.
Minimizing project risks:
Understanding the project success criteria
can help project managers recognize factors that may affect a
project's success and take steps to minimize those risks.
Increasing engagement:
Defining and measuring project success
can help create engagement between the project team and other
stakeholders, such as the clients.
3. What is the timeline for your project?
• What needs to be done specifically when. Put this information in a clearly outlined chart
with dates.
• Additionally, what are the procurement timelines and deadlines - twhat is the schedule of
events?
• When do you want proposals submitted by? To who? How? When will you be making
decisions and notifying the bidders? Put this information into a separate chart for the bidders
A request for proposal (RFP) is a business document that announces a project, describes it,
and solicits bids from qualified contractors to complete it.
Maison Du Vin
prefer to launch
their projects using RFPs, and many governments always use them.
When
Maison Du Vin
using an RFP, the entity requesting the bids is responsible for
evaluating the feasibility of the bids submitted, the financial health of the bidding
companies, and each
bidder
's ability to undertake the project.
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Who?
Government agencies or other entities may be required to issue requests for proposals to
provide full and open competition and to drive down the cost of a solution. Accepting a
proposal that is most responsive to specifications may not always mean the lowest-priced
bid.
Skillfully creating a request for proposal can ensure the success or failure of the resulting
solution. If the specified requirements are too vague, the bidder may not design and
implement an adequate solution for the problem. If the requirements are too detailed and
restrictive, the bidders’ innovation may be limited.
How?
Maison Du Vin
is RFP must describe and define the project in enough detail to attract viable
responses.
The prospective bidder should be able to understand the nature of the business and the goals
it wishes to achieve with the project. This project must be defined in enough detail for the
bidder to clearly understand its scope and all of the products and services that must be
provided in order to carry it out. The format of the expected proposals must also be detailed.
Uniform responses are needed to compare and contrast offers.
4. Are there any challenges based on the case study that you believe the bidders should
know?
Orders
Supliers
SKUs
1. Risk mitigation
According to this case study
Maison Du Vin
is always a major challenge in the procurement
process. Market risks, potential frauds, cost, quality, and delivery risks constitute the most
common type of risks. Additionally, compliance risks like anti-corruption, policy adherence, and
more keep our procurement leaders up all night.
2.
Dark purchasing
Maison Du Vin
Purchases that are made outside the defined
procurement process
fall under
dark purchasing. Such uncontrolled spending can ultimately be expensive for businesses. When
items purchased cannot be justified using capital outlay or material inventory, the resulting loss
of revenue and control is a significant challenge for organizations of all sizes to tackle. A great
way to reduce maverick or rogue spend is to bring your spend under management.
3. Lack of transparency
Spreadsheets were a terrific place to start when it came to
Maison Du Vin
data, but when we
need a lot more out of them, they start to fall apart. The first issue we may encounter is data
access. It can be tough to locate information and track it across several spreadsheets. The speed
with which you can access information diminishes as the volume of data grows. we must also
deal with security risks and avoid disclosing too much information to too many people.
4. Supplier-related issues
One of the greatest challenges in
Maison Du Vin
is
supplier management
. From identifying the
right supplier to keeping track of vendor performance and ensuring a stable supply of quality
vin, the whole process is filled with complications. Especially with the covid pandemic, the
importance of having a steady supplier base has increased multifold.
5.
Conclusion
Maison Du Vin
the service measured in standard units, but the amount needed known
accurately, the price per fixed—a fixed-unit project team assumes the responsibility of
number of units used. If the estimate is not the contract does not need but the project will
exceed the cost.
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