FEM203e Procurement Management Tutor-facilities manager for a private development firm, Singapore

Assignment Details:

As a facilities manager for a private development firm, you are tasked to manage a newly completed condominium called Summer Grand. The condominium sits on a 99 years leasehold land located at West Coast and comprises three residential blocks with a total of 320 units and 5 shops units. There are three connected basement carparks with more than 350 lots for residents. The condominium has a swimming pool, a 3-storey club house with a gymnasium and function rooms, outdoor tennis courts and barbeque pits. There are lavish landscape pockets on the ground of the condominium.

The owner intends to call for contract for the provision of an integrated Facilities Management (IFM) service for identified facilities services. The IFM service contract is scheduled to commence on 1 July 2019 on a 3-year period, with a budget estimated at S$24 million.

It has been decided that the contractual arrangement for the tender for the IFM service will be called through the selective tendering process and the tender evaluated using the Price Quality Method.

Question 1: Tender Documentation
You are leading a team to prepare the documentations for Pre-tender, Tender to Post Tender stages.

(a) Indicate FIVE (5) criteria used for the selection of the tenderers. Shortlist FIVE (5) local related firms that you would recommend to be invited to tender.
(15 marks)

(b) Prepare a tender invitation letter to be sent to the shortlisted tenderers.
(10 marks)

(c) Specify TEN (10) items that you should include in the conditions of tender and clearly indicate the contents of each item.
(10 marks)

(d) Tenderer A submits a tender sum of $15,230,000 which makes it the lowest tender sum. However, a closer scrutiny shows that it contains an arithmetic error in the addition. The corrected total sum should have read $19,230,000 and that makes it now the 4th lowest tender sum.
Explain how you should handle this situation.
(5 marks)

Question 2: Specification Writing
Frankie is a relatively new procurement officer in your team, he is uncertain of how to write the specifications for the cleaning services. He seeks your guidance on the following:

(a) Explain THREE (3) differences between the writing styles of the descriptive
specification and the performance specification, and give TWO (2) reasons why one style could be preferred over the other.
(10 marks)

(b) Illustrate by drafting FIVE (5) specifications clauses related to cleaning services, adopting the style selected in (i) above.
(10 marks)

(c) Describe the term General Specifications and outline FOUR (4) selected items commonly covered in General Specifications.
(10 marks)

Question 3: Trends and Sustainable Procurement
The Managing Director of your firm has heard of the initiatives of BCA Industry Transformation Map regarding the Integrated Digital Delivery, Green Building and Design for Manufacture and Assembly (DfMA). He requests you to submit an executive report in recommending opportunities to adopt IT and Green Initiatives in the realm of procuring facilities services.

The executive report shall cover the two aspects listed below, with a word count of around 500 words.

(a) How you plan to use Information Technology (IT) to improve the company’s procurement processes from e-sourcing, e-tendering, e-submission to e-award. While citing potential benefits, you should also highlight the limitations and challenges from the perspective of a private development firm, as opposed to what Government could achieve in the Government Electronic Business (GeBiz) portal.
(20 marks)

(b) How you plan to adopt sustainable procurement strategies to drive and achieve the objectives of enhancing with Green Building systems or practices.
(10 marks)