Assessment Question For this assessment you are an internal Project Manager in the Project Management Office of Mines Are Us, a large national company based on St George’s Terrace in the Perth CBD. You have been briefed to manage the overall needs of your company in contracting an external catering company to supply food and beverages and service staff to the flagship Perth corporate headquarters of your company. This involves supplying the food and drinks and kitchen staff required for the internal staff kitchen, which provides a canteen for the staff to purchase lunch and refreshments during the working day. There are 200 staff who use the canteen, 100 of whom on average buy their lunch each day, and the other 100 buy drinks and snacks during the day. The company has an internal commercial kitchen available for use, and a large staff dining room that seats 75 staff. Most staff take 45 minutes for their lunch break, and take it somewhere between 12pm and 1:30pm. There is an industry shutdown in your company that runs for two and a half to three weeks at the end of each year from the Thursday before Christmas Day and runs through to the second Tuesday in January. Otherwise the kitchen is open Monday to Friday except for statutory public holidays. In addition, the company needs catering and service staff for approximately 250 business meetings involving external clients held in the company’s five internal conference rooms regularly throughout each year at various times between 8am and 5pm. Each conference room can seat up to 10 people, and three can be opened up together to seat 50 people seminar PRJM6004 – Assessment 1: Planning, Scope of Works and Performance Measures Page 3 of 5 style. Of those meetings on average 70% require only tea, coffee and biscuits, and 20% require a light lunch of sandwiches and wraps and fresh fruit in the meeting rooms. The company requires a range of teas and coffees including lattes to be available. 5% require a hot meal for lunch to be served in the Board Room for up to 12 people, and 5% are seminar style meetings of up to 50 people which require platters of sushi, wraps and fresh fruit to be available at the start of the meeting with self-serve tea and filter coffee provided. Mines Are Us can supply only 0.75FTE staff from the Project Management Office to oversee the whole of the catering operations, however the company still requires all catering staff and catering offerings to be of a standard befitting the head office of a large national company. You are to prepare the Procurement Plan for the catering needs of the Perth headquarters of Mines Are Us. Your Procurement Plan must include at a minimum: 1. the purpose, objectives and overall procurement process required; 2. the Scope of Works required; and 3. the Performance Requirements to be met and measured, and, the criteria for measuring whether the contractor has met the Performance Requirements, each to a level that would enable the relevant sections of the Procurement Plan to be incorporated into Request for Quote / Request for Tender (RFQ / RFT) documentation to be subsequently issued, and incorporated into a Catering Services Contract that could ultimately be awarded. [Note: You are not required to include an RFQ/RFT or a Services Contract, you are only
Purpose and Objectives: The purpose of this procurement plan is to outline the process and requirements for contracting an external catering company to provide food, beverages, and service staff to the flagship corporate headquarters of Mines Are Us in Perth. The primary objectives are to ensure high-quality catering services for both the internal staff kitchen and business meetings, maintaining a standard befitting a national company, while optimizing efficiency and cost-effectiveness. The plan aims to engage a capable catering provider that aligns with the company’s needs and values.
Scope of Works: The scope of catering services includes two main aspects:
Staff Kitchen Services
Supply and preparation of lunch and refreshments for approximately 100 staff members daily.
Provision of a variety of meal options, beverages, and snacks.
Operation of the internal commercial kitchen.
Management of the dining room, accommodating up to 75 staff members during lunch breaks.
Coordination of food service during regular working days (Monday to Friday) except statutory public holidays.
Adherence to dietary restrictions and food safety regulations.
Business Meeting Services
Catering for around 250 business meetings held throughout the year in five conference rooms.
Provision of tea, coffee, biscuits, sandwiches, wraps, fresh fruit, and hot meals as required.
Setup of meeting rooms with appropriate catering arrangements.
Accommodating various meeting sizes, ranging from small groups of 10 to seminars of up to 50 attendees.
Offering a range of teas and coffees, including lattes.
Ensuring that catering services complement the professional image of Mines Are Us.
Performance Requirements and Measurement Criteria: To ensure the quality and effectiveness of the catering services, the following performance requirements will be measured:
Staff Kitchen Services
Quality of Food: The taste, freshness, and presentation of meals and snacks.
Timeliness: Timely service during lunch breaks, with minimal wait times.
Menu Variety: Offering a diverse range of meal and beverage options.
Service Staff: Professionalism and efficiency of kitchen and service staff.
Dining Area: Cleanliness and maintenance of the dining room.
Adherence to Schedule: Operational on working days except statutory public holidays.
Business Meeting Services
Catering Quality: Taste, presentation, and variety of catering offerings.
Setup Efficiency: Timely arrangement of catering in conference rooms.
Menu Flexibility: Ability to provide different types of catering for diverse meeting requirements.
Tea and Coffee Variety: Availability of requested teas and coffees, including lattes.
Service Professionalism: Conduct and efficiency of catering staff during meetings.
Compliance with Dietary Needs: Accommodation of dietary restrictions.
Procurement Process: The procurement process will involve the following steps:
Market Research: Identify potential catering providers with experience in corporate catering.
RFQ/RFT Documentation: Develop and issue Request for Quote (RFQ) or Request for Tender (RFT) documents incorporating relevant sections from this plan.
Evaluation: Assess proposals based on vendor capabilities, experience, and alignment with performance requirements.
Contract Award: Award the contract to the chosen vendor, ensuring contractual terms align with the company’s needs.
Ongoing Monitoring: Regularly review performance metrics to ensure the vendor meets agreed-upon standards.
In conclusion, this procurement plan outlines the purpose, objectives, scope of works, and performance requirements for contracting an external catering company to meet the catering needs of Mines Are Us headquarters. By adhering to these guidelines, the company aims to secure a reputable catering provider that aligns with its values and consistently delivers high-quality services for both internal staff and external business meetings.
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