Group Project- Part 4

Group #3

Centennial College

PGMT- Fundamentals of Project Management 701

Professor Roger de Peiza

November 25, 2022

Group Members:

Al-Dulaimi, Mudhar Hamid Alwan

Patel, Safwan

Shingare, Swapnali Peter

Tadaka, Dileepkumar

Vaishnav, Nilay Ashokkumar

 Introduction
The HOME DOCTOR application enables immediate service that is accessible to people for 365
days and 24 hours availability for service where users need to create a profile and provide all
information, including their medical records, in their profile and an AI (Artificial Intelligence) is
available to take information and could instruct and guide them on how to proceed in each case.

So far, after working on things such as scope statement, schedule, and work breakdown
structure, WBS (Work Breakdown Structure) dictionary, activity list, stakeholder register,
stakeholder classification, project cost estimate, staffing management plan, RACI chart and
project management communication plan; now we are presenting Request for proposal (RFP)
and Procurement management plan. A request for proposal (RFP) is a business document that
announces a project, describes it, and solicits bids from qualified contractors to complete it. Most
organizations prefer to launch their projects using RFPs and the purpose of the project
procurement management plan is to define the methodology that will be used by the project to
manage project procurement. The plan describes how the procurement processes will be
managed from contract initiation through contract closure.
 Centennial College
REQUEST FOR PROPOSAL (RFP)
Supply Of Hardware for a Software development application viz. Laptops,
Desktops, and its accessories.

HOME DOCTOR
Centennial College
941 Progress Ave
Toronto, M1G3T8
Phone: +1 4162895000 | Fax:
Solv@centennialcollege.ca

RFP ID: 01982

Prepared By: Mudhar Aldualimi
Date: October 18, 2022
 REQUEST FOR PROPOSAL
HOME DOCTOR
Toronto -

RFP ID: 01982

PROPOSAL SUBMISSION DEADLINE: December 11th, 2022
QUESTION SUBMISSION DEADLINE: November 22nd, 2022

Questions may be submitted in written form to:

Contact Name: Swapnali

Progress Ave
Contact Address:
Toronto,
Telephone Number: +91 4379834810
Email Address: Swapnali@my.centennialcollege.ca

INTRODUCTION
Centennial College invites and welcomes proposals for their HOME Doctor project.
Based on your previous work experience, your firm has been selected to receive this
RFP and is invited to submit a proposal. Please take the time to carefully read and
become familiar with the proposal requirements. All proposals submitted for
consideration must be received by the time specified above under the "PROPOSAL
SUBMISSION DEADLINE."

BIDDERS SHOULD NOTE THAT ANY AND ALL WORK INTENDED TO BE

SUBCONTRACTED AS PART OF THE BID SUBMITTAL MUST BE ACCOMPANIED BY
BACKGROUND MATERIALS AND REFERENCES FOR PROPOSED SUBCONTRACTOR(S)
WITH NO EXCEPTIONS.

PROJECT AND LOCATION

The project associated with this RFP is or shall be located in Toronto, .

PROJECT MANAGER CONTACT INFORMATION

The following individual(s) are the assigned contacts for the following:

For questions or information regarding the project equipment, contact:

Name: Mudhar Aldualimi

Title: Finance Manager
Phone 6478932285
:
Email: Maldulai2my.centennailcollege.ca

PROJECT OBJECTIVE
The objective and ultimate goal for this project is, home doctor is an that application
provides instant health service available 24/7 and accessible by all people.
PROJECT SCOPE AND SPECIFICATIONS
The Project Scope and Specification are:

The project aims to deliver a fully operational mobile application that will be used as a
guide and appointment scheduling tool for users who seek medical help. This product will
be using medical history of the users and suggest the right steps to be taken as per the
situation. It will also be used to book appointments for the patients in the nearest clinic.

SCHEDULED TIMELINE
The following timeline has been established to ensure that our project objective is
achieved; however, the following project timeline shall be subject to change when
deemed necessary by management.

MILESTONE DATE
Start of the Project: November 1, 2022
Completion of the project: December 31, 2022

PROPOSAL BIDDING REQUIREMENTS

PROJECT PROPOSAL EXPECTATIONS

Centennial College shall award the contract to the proposal that best accommodates the
various project requirements. Centennial College reserves the right to: (i) award any
contract prior to the proposal deadline or prior to the receipt of all proposals, (ii) award
the contract to more than one Bidder, and (iii) refuse any proposal or contract.

INTENT TO SUBMIT PROPOSAL

All invited Bidders are required to submit a "Letter of Intent" no later than October 28,
2022, informing Centennial College of their intent to either submit or decline to submit a
proposal.

DEADLINE TO SUBMIT PROPOSAL

All proposals must be received by Centennial College no later than November 1, 2022, for
consideration in the project proposal selection process.

PROPOSAL SELECTION CRITERIA

Only those proposals received by the stated deadline will be considered. All proposals,
submitted by the deadline, will be reviewed, and evaluated based upon information
provided in the submitted proposal. In addition, consideration will be given to cost and
performance projections.

Furthermore, the following criteria will be given considerable weight in the proposal
selection process:

1. Proposals received by the stipulated deadline must be in the correct format.

2. Bidder's alleged performance effectiveness of their proposal's solution.
3. Bidder's performance history and alleged ability to timely deliver proposed
services.
 4. Bidder's ability to provide and deliver qualified personnel having the knowledge
and skills required to execute proposed services effectively and efficiently.
5. Overall cost effectiveness of the proposal.

Centennial College reserves the right to cancel, suspend, and/or discontinue any
proposal at any time, without obligation or notice to the proposing bidder.

PROPOSAL SUBMISSION FORMAT

The following is a list of information that the Bidder should include in their proposal
submission:

Summary of Bidder Background

1. Bidder's Name(s)
2. Bidder's Address
3. Bidder's Contact Information (and preferred method of communication)
4. Legal Formation of Bidder (e.g., sole proprietor, partnership, corporation)
5. Date Bidder's Company was Formed
6. Description of Bidder's company in terms of size, range and types of services
offered and clientele.
7. Bidder's principal officers (e.g., President, Chairman, Vice President(s), Secretary,
Chief Operating Officer, Chief Financial Officer, General Managers) and length of
time each officer has performed in his/her field of expertise.
8. Bidder's Federal Employee Identification Number (FEIN)
9. Evidence of legal authority to conduct business in (e.g., business
license number).
10. Evidence of established track record for providing services and/or deliverables
that are the subject of this proposal.

Financial Information
 Provide a copy of the most recent audited financial statement, or an annual report
by a certified public accountant.
 State whether the Bidder or its parent company (if any) has ever filed for
bankruptcy or any form of reorganization under the bankruptcy code.
 State whether the Bidder or its parent company (if any) has ever received any
sanctions or is currently under investigation by any regulatory or governmental
body.

Proposed Outcome
 Summary of timeline and work to be completed.

Equipment or Service
 List all equipment or services required for this proposed project and the number of
each.
 Detailed estimated cost for each piece of equipment or service.
 List any or equipment or services required of a subcontractor, along with a brief
explanation.
  List any accommodation, services, or space required from Centennial College,
along with a brief explanation.

Cost Proposal Summary and Breakdown

 A detailed list of any and all expected costs or expenses related to the
proposed project.
 Summary and explanation of any other contributing expenses to the total cost.
 Brief summary of the total cost of the proposal.

Licensing and Bonding

 Provide details of licenses and bonds (if any) for any proposed services that the
bidder/contractor may plan on providing for this project.

Insurance
 Details of any liability or other insurance provided about the staff or project.
 HOME DOCTOR APP

PROCUREMENT MANAGEMENT PLAN

11/24/2022
 PROCUREMENT MANAGEMENT PLAN

DOCUMENT CONTROL

DOCUMENT INFORMATION

Information

Document Owner Smith P

Issue Date 11/22/2022

Last Saved Date 11/22/2022

File Name Procurement Management Plan for Home Doctor

DOCUMENT APPROVALS

Role Name © Signature Date

Centennial College X 11/22/2022
Project Sponsor

Smith P X 11/22/2022
Project Manager

Lewis Low X 11/22/2022

Procurement Manager

Mudhar Aldualimi X 11/22/2022

Finance Manager
 PROCUREMENT MANAGEMENT PLAN

Table of Contents
PROCUREMENT MANAGEMENT PLAN.................................................................................................................. I

PROCUREMENT INFO ............................................................................................................................ 1

EXAMPLE PROCUREMENT PROCESS......................................................................................................... 1

PROCUREMENT AND CONTRACT RISKS................................................................................................. 2

PROCUREMENT MILESTONES................................................................................................................ 2

INTEGRATION OF PROCUREMENT ACTIVITIES...................................................................................................................... 2

PERFORMANCE METRICS ........................................................................................................................................................ 3

ROLES, RESPONSBILITIES AND SIGN-OFF AUTHORITIES................................................................................................... 3

ASSUMPTIONS AND CONTRAINTS........................................................................................................................................... 4

LEGAL JURISDICTION AND CURRENCY.................................................................................................................................. 4

 PROCUREMENT DESIGN AND PROCESSES

PROCUREMENT INFO

The supplier of the core product will be chosen via a tendering process. The requirements will
form the backbone of an RFP, which will be sent to suppliers recommended by Centennial
College. The successful response will move to a SOW with fixed price being the preferred
contract type.

Wherever possible internal resources will be used. External resources such as hardware required for the
development team will be procured.

One month post project go live the supplier and product will move into BAU with performance
any non-compliance issues managed by the Contract and Supplier Management team.

EXAMPLE PROCUREMENT PROCESS

Needs Hardware for the software development

application
Requirements Laptops, desktops, and its accessories
Select Our Vendors will be selected based on the
RFP.
Bid RFPs to be sent.
The process of contract will be fixed price.
Evaluate Review, evaluated and compare RFP
responses.
SOW SOW to be detailed and derived from the
scope in Procurement Management Plan.
Contract Contracts signed and paperwork completed.
Procurement Manager to negotiate the terms
and conditions.
PROCUREMENT AND CONTRACT RISKS
Risk description
Document issued to bidders
at different time giving a
bidder an unfair advantage.
Single person involved in the
process.
Vendors unable to meet
requirements.
RFP submission errors
PROCUREMENT MILESTONES
Date
10/12/2022
10/19/2022
11/15/2022
11/22/2022
INTEGRATION OF PROCUREMENT ACTIVITIES
Likelihood and Mitigating actions
impact
Low likelihood, high Issue documentation at the same time and for
impact. the online advert make the documentation
available to download at the same time.
Low likelihood, high Ensure procurement team are involved at each
impact. stage.
Low likelihood, high Confirm with vendors in advance about the ability
impact. to meet all the necessary requirements.
Low Likelihood, high Peer-check to be done by the procurement
impact manager once the draft has been performed by
the Finance manager.
Milestone
Requirements completions
RFPs sent
RFP submission deadline
Evaluation completion
 Project area How the supplier will be integrated

Scope The supplier’s work package descriptions will be included in our documents.
The supplier to share the WBS with the Project Manager.

Schedule The supplier’s schedule milestones will be added to our schedule. The supplier will
report progress against each milestone.

Documentation The supplier’s documentation will be shared and stored in a joint document
repository.

Risk The supplier to update about the risk and mitigation in project status meetings.
Management

Reporting The creation and submission of joint weekly project status reports to the
project board. A brief daily email with an update on the build's progress will be
produced by the provider.
PERFORMANCE METRICS

Metric Measurement method

Delivery on time. Supplier to provide the product by the planned date.

First Pass Yield Supplier to provide the product with zero defects in
the first pass.
Lead-time Variance The variances in Lead time to be minimized.

ROLES,
Role RESPONSBILITIES AND SIGN-OFF AUTHORITIES
Responsibility Sign-off authority

Procurement Manager Contract review & negotiations None

Legal guidance

Bid Manager RFP preparation and tendering process None

Project Manager Overall project management 5k

Procurement of low-cost equipment.

Project Board Vendor evaluation and selection. 15k

Approval of low-cost spend.

VP Projects Final approval of contact documentation. 30k

ASSUMPTIONS AND CONSTRAINTS

 It is assumed that the overall functioning of the project will be done in office space, and it will be
directly connected with specific major medical institutions. Technical equipment such as Wi-Fi,
Desktops, scheduling software, Database management system, servers, and tele-communication
devices will be thoroughly used.
 Major constraints are expected to exist within the medical institutions connected to the app, which
are, in fact, the final product of our users. Since our app’s main deliverable is the efficient booking of
appointments for the users, constraints related to the quality of treatment provided from medical
institutions will also be included in our project.

LEGAL JURISDICTION AND CURRENCY

Toronto, Canadian Dollar (CAD)