Case Study 1-Group Work-Assignment 2 45 total marks

Group Contract-Part 1-10 Marks

Develop a group contract and team agreement as outlined and using the templates

Outline acceptable behavior and counter measures for non-compliance

Procurement Process Part 2-25 marks 5 marks per question

Using the case study scenario below and the lecture material regarding the RFP development answer the following questions.

1. Outline the procurement timelines, deadlines and details-what is the schedule of events?

2. When do you want proposals submitted by?

3. To who?

4. How?

5. When will you be making decisions and notifying the bidders?

6. Enter this information and requirements into a separate chart for the bidders for clarity and confirmation.

GROUP QUESTION: Based on the information you have from the case study; what procurement document type could you and your team use to solve some of the other issues occurring with your company and why?

Specifically state the procurement document type and why you could use them when looking at other issues faced by your company. RFP, RFI and RFQ

Give an example from the case study of an issue, choose a procurement document type and explain how and why you would use this type using the lecture material to support your choice.

Lessons Learned-Part 3-10 marks

1. Based on the group work and efforts completed for this assignment, answer the following three questions:

What worked well?

What did not work well?

What can be done better for next time?

SITUATION:You and your team are the newly hired procurement specialists at Make a Splash Pool Distributing Company, a North American pool kit and pool supply distributor. REMINDER-choose only one issue from the Case Study to set up a procurement process for, requesting RFPs, in order correct that in some way impacts the sales to meet the targets set by the new administration of the company.

HISTORY:Your company is faced with several issues that need to be corrected in order to help your company be more efficient, make revenue, keep jobs, be safe, improve the company reputation, improve sales numbers and customer service. In your groups, select one of the issues that is happening causing problems for your company that is in turn affecting sales. After choosing one of the issues, set up a procurement process to have vendors or contractors bid on work in order to help fix this issue for your company.

A new administration team made up of retired employees, accountants, installers and vendors have been hired by the new owners in order to turn sales around-your team is part of the group working with the administration team to help solve these issues. Over the past few months the sales manager and several other corporate staff have visited the warehouse on many occasions after calls and complaints from customers, other distributors, the vendors for products and employees to either find out what is going on at the warehouse. They are looking for what is holding up an order, why there is a delay, looking for some one to provide information about equipment or parts and several other issues causing problems for the company. Each person has returned to the office stating, the warehouse cluttered with varying products scattered around, replacement parts, shipping materials, hoses, pool pumps, filters and pool chemicals, broken items, hoarding supplies, overstock, understock and items that are not organized in any sort of way. They have also noted the staff at the warehouse are not friendly, they seem angry and disassociated with their work. They also seem annoyed when asked any questions and are short with the people coming in to see them. Some of the staff are fed up with the process and have tried many times to organize things only to come in on their next shift and everything is back to a big mess. A few staff have also been injured at work and are off on a sick leave and some products have been damaged causing extra overhead costs to the organization because of the mess and challenges to fulfil orders and gather supplies.

An examination of the warehouse operations process indicates that when each order is being prepared to ship the items are packaged for shipping but the staff have to search all over the warehouse for long periods every shift and for every shipment to find the products in order to fulfil orders. On top of that issue, the shipping materials needed to package up the orders to be shipped are also not organized and not stored or set up in a place that is convenient to use. There are issues in the warehouse where multiple items are either out of stock or too many are ordered and the extras are stored wherever there is space causing inventory issues as well as longer wait times to ship items out which is holding up deliveries and shipments taking up space on the warehouse floor as partially completed packages. This issue is also causing some sales decline because customers are not wanting to wait to receive the products they order for long periods and are choosing to buy from other vendors.

Customers have lost faith in the service of Make a Splash Pools in recent years as the service level has declined since the grandfather and original owner passed away and his grandchildren have taken over the business. The grandchildren were not involved with the operation of the business until only a few years ago and are not upholding the level of service or expectations their grandfather once demanded. A recent audit has shown the company is losing money and the grandchildren decided something needed to be done in order to reset their grandfather's company back to the superior level it once was. They have consulted with some people and hired a new administration team to help revitalize the company. In the current situation, employees are dissatisfied in the management of the company by the owners and the

owners are dissatisfied also causing more issues in a cycle. In order to stay competitive and be better in the service industry, some things need to change.

Currently, staff are having to run around to collect supplies to package amongst all of the mess and disorganization and packaging supplies and are becoming dissatisfied with their jobs. The materials on the warehouse floor all over causing a blocked route for the pump jacks to travel and the fork trucks do not have a clear path to get to the transports for shipping, causing safety hazards. The manager, vice president and CEO have all requested this area to be better organized, efficient, clean and safe, however, the people who work in this warehouse are not skilled to correct this issue as they have created part of the problem and the problem has been happening for several years and is only getting worse. change andhave it stick. They don't know how to do anything with the exception of putting the items together in a package for shipping to the clients and they are not able to do that well at this point either. Your company needs help and they have asked you and your team to get the problem fixed by putting out a Procurement Plan and request to get the right company in to find a solution and implement it before November 1 in order to be prepared for a huge marketing event with massive sales targets in the winter for pool shipments and installations starting March 1, 2023. Without these sales, the company is in a position where they will need to lay off workers and close the warehouse and sales office for six months in order to get back on track. No one in company wants this to happen.

As the subject matter experts, you know procurement process can take many weeks depending on the scope and you need this work completed by August 30. In order to have the process completed, get information, solutions and plans to meet the deadlines, you need to start the process right away. A rough schedule and timeline for the procurement is posting next week, reviewing after two weeks, selection of vendor one day after review completion and contract award within six weeks of the start of the procurement process. This gives a short turnaround time for the contractors so you will need to make sure you clearly outline what you need as noted in the questions above and your timelines.

Question: Complete and answer the questions above with your group. Ensure you make clear in your Bid Request (RFP) request thatpotential vendors or contractorsshould suggest a method or system for correcting this problem as well as providing everything you need to know about them and how they will complete the work you need done as part of their proposal submission to your company.