Hope Park Counselling Centre System Procurement
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Organisation

Work/Task Breakdown

  1. Procurement strategy
  2. Specification of requirements, including validation
  3. Pre Qualification Questionnaire (PQQ) and Invitation to Tender (ITT)
  4. Evaluation of price (quote) and quality of written responses
  5. Demonstration / clarification sessions with shortlisted suppliers
  6. Evaluation of sessions and selection of supplier / product
  7. Contracting with selected supplier

Resources, Skills and Costs

  • Hope Park Counselling Centre
  • Chief Information Officer, CAHSS
  • School of Health in Social Sciences - IT Support/Teaching
  • IS Applications - Project Services, Development Services, Production Management
  • Procurement Office
  • Information Security Officer
  • Data Protection Officer
  • Disability Information Officer
  • Legal Department - Solicitor

Project Governance

  • Regular team meetings
  • Checkpoints with Procurement Office
  • Escalations to sponsor

Project Stakeholders

Core Project Team Members

Name

 Role and Business Area Responsibilities
Fraser Muir Project Sponsor, Chief Information Officer (CAHSS) and Programme Owner
  • Provide project funding
  • Ensure business need is valid and correctly prioritised
  • Ensure project remains a viable business proposition
  • Ensure changes to the project are properly managed
  • Ensure risks are managed
  • Approve key project deliverables
  • Resolve issues (e.g. competition for resources and priority clashes) that are beyond the control of the Project Manager
  • Resolve conflict and remove obstacles to progress
  • Ensure overall quality of the project, both the methods used to develop it and the end product
  • Liaise with IS Project Manager and Programme Manager regarding project progress and budget
Fiona Wight Business Lead and Director of Professional Services, School of Health in Social Sciences
  • Represent needs of users
  • Liaise with users
  • Evaluate bids from suppliers (as member of evaluation panel)
  • Demonstrate project benefits are realised
Sue Tomkins Senior User and Senior Administrator, Hope Park Counselling Centre
  • Validate business requirements specification
  • Evaluate bids from suppliers (as member of evaluation panel)
  • Verifiy product quality, functionality and ease of use
Ben Armstrong Project Manager, Project Services, IS Applications
  • Plan and Define Scope
  • Resource Planning
  • Develop and Manage Project Plan
  • Manage Budget
  • Manage Risks and Issues
  • Monitor and Report Progress
  • Chair Project Team Meetings
  • Liaise with Suppliers
  • Manage Quality
  • Plan for Benefits Realisation
Jo Hilton Manager, Hope Park Counselling Centre
  • Validate business requirements specification
  • Evaluate bids/responses from suppliers (as member of evaluation panel)
  • Verify product quality, functionality and ease of use
Patrick Joyce Manager, Hope Park Counselling Centre
  • Validate business requirements specification
  • Verify product quality, functionality and ease of use
Suran Perera Team Manager, Applications Management, IS Applications
  • Advise on technical requirements for procurement
  • Evaluate technical responses
  • Evaluate bids/responses from suppliers (as member of evaluation panel)

Mark Lang

 Team Manager, Development Technology, IS Applications
  • Advise on technical requirements for procurement
  • Evaluate technical responses
  • Evaluate bids/responses from suppliers (as member of evaluation panel)
George Reid Procurement Manager, Procurement Office
  • Advise on procurement rules and regulations
  • Ensure correct processes are followed
  • Liaise with suppliers where required

 

Wider Stakeholder Group

Name

Role and Business Area

 Interest

Alastair Fenemore

(or delegate)

 Chief Information Security Officer, IS
  • Advise on information security requirements for procurement
  • Evaluate bids/responses from suppliers (as member of evaluation panel)
Anna Crilly Solicitor, Legal Department
  • Advise on legal requirements for data security and contract
Chris Kant Senior Computing Officer, User Services, IS
  • Maintain awareness of new system being procured
Renate Gertz Data Protection Officer, Governance and Strategic Planning
  • Advise on data protection requirements for procurement
Viki Galt Disability Information Officer, Strategy Management, IS
  • Advise on accessibility requirements for procurement
  • Evaluate bids/responses from suppliers (as member of evaluation panel)
Matthias Schwannauer Professor of Clinical Psychology - Head of Clinical & Health Psychology, School of Health in Social Sciences
  • Maintain awareness of new system being procured
Muriel Mewissen Programme Manager, Project Services, IS Applications
  • Provide alignment with other projects in the programme/portfolio
  • Liaise with Programme Owner regarding project progress and budget

Project Estimations

The overall project estimate is 50 days of IS Applications effort. 

For evaluators in the procurement process, the estimates are:

Task Time
Time in PQQ phase for scoring your differentiator question ½  to 1 day
Review of question sets and meetings for discussion to get to sign off 1  to 1 ½ days
Time in AWARD to read and score vendor responses 1 to 1 ½ days
Time at demonstrations 1 to 2 days
Moderation meetings Approx. 1.5 hours for each question set

 

 

AttachmentSize
Office spreadsheet icon hss021_estimate_v1.0.xls51 KB
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Project Info

Project
Hope Park Counselling Centre System Procurement
Code
HSS021
Programme
CAHSS Portfolio Projects
Management Office
ISG PMO
Project Manager
Ben Armstrong
Project Sponsor
Fraser Muir
Current Stage
Close
Status
Closed
Start Date
19-Feb-2018
Planning Date
n/a
Delivery Date
n/a
Close Date
03-Aug-2018
Overall Priority
Normal

Documentation

Plan