Communication and Critical Thinking

Question: Discuss About the Cleaning Surroundings of the Living Space. Answer: Introduction: Procurement planning is the core function which should be performed within the organization. At the local level, procurement planning is becoming the important part in accordance with the decentralization and increasing demand of the function(Mittal, 2012). Poor procurement planning is the major factor responsible for the failure of the project. For the advancement of the society, it is important to develop an efficient public procurement system. A procurement plan should be developed for the integration with the annual expenditure plan. The objective behind the procurement planning is identifying the need of the society, what is the scope of the goods regarding cleanliness of the society, requirement of work and services, and the strategies which should be developed in accordance with the cleanliness of the society.[1] The process of procurement can be defined as a systematic process which is used for determining needs, or gaps between current condition and desired condition require d for the improvement of the society (Roy, 2014). In this paper, we are focusing on preparing the procurement plan for the services of cleaning contractor to clean the surroundings of the living space on the regular basis. Problem Statement: The cleanliness is the major which should be raised for making the society clean and helps in developing the developed nation. The key drivers of cleanliness drives are managerial focus and clinical execution (Sharma, 2015). Scope of Work: The scope of the procurement planning is identifying the need of the society, what is the scope of the goods regarding cleanliness of the society, requirement of work and services, and the strategies which should be developed in accordance with the cleanliness of the society. The need of the procurement plan is to identify and realize the need of the cleanliness in the society (Onyango, 2014). The focus should be given on the status of the inventory, schedule of the cleanliness, work plans, operative cost, and budget. The scope of the project is to monitor activities like plantation, clean-up of the litter, and community. The responsibilities of the contractor are highlighted below: The step forward should be taken to prepare protective plans in relation with health and safety. Other society should not be adversely affected by the action taken for cleanliness Localized people should not be kept at risk Development of safe working practices Hazards or any incidence should be reported. Comparison: In our research paper we will focus on the comparison of three contractor organization which deals with cleaning activities which can be summarised below: Particulars American maintenance and supplies Inc. Andrews and company Cristi cleaning services corporation Purpose of the tender Regular cleaning activities Cleaning schedule and activity Regular cleaning facility and documentation Description of the premises covered Building and Garden Campus Garden Scheduling of the staff Working hours 9.00 am to 2.00 pm Working hours 9.00 to 5.00 pm Working hours 9.00 to 3.00 pm Task Clearing of litters Maintenance Cleaning of exposed surfaces Cleaning of litter from garden and the campus Watering of plants Plantation Cleaning and sweeping of the staircase Cleaning of garden Cleaning of waste Cleaning of lawn and staircase Number of staff 5 12 7 Cleaning equipment Dust pan Refresher Scissor Vacuum cleaner Dust pan Dusting clothes Grass cutter Vacuum cleaner Dust pan Refresher Scissor Vacuum cleaner Term 2 years 1 year 3 year Term of payment At the end of each month On the completion of month Labour on daily charges In the starting of the month Price $ 725.00 $700.00 $638.00 Prequalification: The success of the project depends on two fundamentals one is the objective of the project and other is the management process for the project (James, 2013. The Andrew and company meet all the requirement of prequalification. Prequalification is the phenomenon which deals with the bidding process in the initial stage of project objective (Jennifer, 2010). The prequalification focuses on the following: Selection of the contractor in terms of finance Tender document should be clearly filled Competencies should be checked Facilitates bidding process Capability of the company should be according to the requirement Company Quality criteria (100) Price ($) Price Score Overall quality Overall price Overall Price Rank A 56 725 34 56 * 60%= 35 34 * 40% = 26 43 2 B 58 700 42 53 * 60% = 23 36 * 40% = 25 38 1 C 47 638 54 54* 60% = 46 32 * 40% = 21 32 3 From the above evaluation we have seen that Andrew and company get the rank 1. Therefore it should be first choice of allocating the contract of cleaning the apartment. Evaluation of the tender selection: The best contracting company is Andrews and company because it fulfils all the criteria of prequalification procurement. It provides more workers and with extended working hours. They are focussing on cleaning activity of every corner of the campus, and facilitating with the bond of one year, if the society is not satisfied with the working schedule of the company they can look for other option in the next financial year. It has been chosen because of the bidder proposal, recommendation, and working schedule. Contractor should work closely with the citizen of the locality. The working group should follow the progress report, framework, and etc. at regular basis (Rono, 2012). [3]The responsibility of the working group is to provide relevant information to the contractor in accordance with the improvement of the society. Deliverables: Deliverables Due date Meeting of the contractor with the working group of the citizen of the locality Within two weeks of the date of commencement Cleanliness program should be developed with the consultation of working group of the citizen December 2016 Signing Off on the project design by the working group of the citizen January 2016 Communication material should be developed for attracting the volunteer of the community January 2017 Health and safety programs should be developed for the volunteers February 2017 Report of progress February 2017 Workshop for community awareness and training programs March 2017 Commencement of citizen program together with the volunteers March 2017 Establishment of mechanism used for capturing data and information March 2017 Eco fest display of activities April 2017 Final Report with the recommendation May 2017 Term of Contract: It is hoped that the contract will continue from the date of signing with the completion of the project which deals with the cleaning of the society on the regular basis. The date of signing off the project will be December 2016 and the expected date of the completion of the project is up till May 2017. Value of the contract: The contract is based on the fixed fee basis which is based on the value of the successful tender. The contractor should provide all the relevant information related to the cost of all expenses in the contract. The contract should focus on the following cost: Cost for tender preparation Cost required for project management and execution Cost incurred on meetings in relation with travel and accommodation Number of hours given by the each member of the project team member Cost incurred on acquisition of data The budget should be developed according to the cost estimated on the item, rate, time, and value given on the money. The scheduling of the payment should be based on the upfront of the payment with 20% on the successful completion of the project or 15% otherwise. Requirement For the preparation of the proposal: The clear statement should be given for the methods and approaches used for cleaning the society Details of the deliverables Clear details of the timeliness and milestones Skills of the team employed for carrying out the cleaning activities of the society Completion of the budget Contact details of the contractor Selection of the contractor: Milestones and timeline should be clearly defined in the scope of work The contractor should have experience in the field of cleanliness Contractor should agree on the value of money proposed Track record of the contractor should be viewed Contractor should possess experience in the areas of development of the project, management of the project, on-ground delivery of the project, monitoring and reporting of the project, and technical support. Annual Action plans: Extraction of work through contracts should be focused on estimation on annual repairs, special repairs and maintenance Work of up-gradation and minor works ant regular basis in the society [6]Annual working program which mention the starting and completion of the jobs and activities which are carried out in accordance with the cleanliness of the society. Time frame should be mentioned Annual Rate contract system: Annual rate contract system is well suitable for the completion of maintenance operation which helps in meeting the objective like minimization of the time gap between the demands and starting of the work, tentative tendering should be avoided for scheduling the quality of the cleanliness project. It also helps in achieving benefits like multiple contracts, availability for inspection and supervision, and reduces the dependencies on the single contractor. Activities: Maintenance of the water supply system Setting down of electric meters for the supply of electricity Maintenance of the garden Maintenance of the drainage system Cleanliness of the litter at the regular basis Monitoring of the cleanliness in the society periodically Report should be prepared on complaints, attendance of the workers, feedback, and etc. Performance Measure: Contractor should work closely with the citizen of the locality. The working group should follow the progress report, framework, and etc. at regular basis. [7]The responsibility of the working group is to provide relevant information to the contractor in accordance with the improvement of the society. The performance can be measured by reviewing the following format: S. no Complaint Number House number / Locality Repair Location Approximation of the quantity Repair schedule less than 1 month Repair schedule less than 3 month Repair schedule less than 6 month Repair Forms for Periodic cleanliness: S.no Complaint Number House number Request regarding Due date Date of planning to start the Work Completion of the date Feedback with signature Inspection of Garden and Buildings S.no. Particular Needs Repair Needs Replacement Priority 1 Lawn: Weeding Patch repair Renovation Re-grassing 2 Hedge: Gap Filling Replacement 3 Planting beds: Needs Replacement Gap filling 4 Rockeries: Gap filling of dead one Replacement of damaged Replacement of stones Thinning and trimmings Maintenance of the path 5 Kitchen Garden Planning for plantation of vegetables 6 Road Side Plantation: Trimming Gap Filling Proposal for new plantation Detailed Report Minimum Specification for the performance Measure: Products such as chlorine based sanitary cleaners, chemical air fresheners, chemical drainage cleaners, and others should be restricted. Cleaning products should not contain the elements like halogenated organic substance, amines, poly-aziridines, alkyl phenol, reactive chlorine compounds, organic, chlorine carriers, optical brightening agents, heavy metals, and etc. Biodegradable components should be used in the cleaning products Cleaning products should not contain more than 1% of phosphorous. Microfiber clothes should be preferred than disposable clothes Automatic dispenser should be included for restricting the overuse of the product. Equipment should be used which are capable of emitting the dust Proper weightage should be given on storage and using of chemicals Contract Performance clause: The progress report should have name, certification of environment, quantity, and usage of cleaning product which is to be submitted by the contractor on the quarterly basis. The contractor should provide working instruction to the staff which is based on health and safety practices. The performance can be measured the applicability of reducing the hazardous waste from the environment, use of energy and water efficient equipment should be used, and on the basis of reports. Preventive Measures: Preventive measure should be taken at the design phase: While designing the structure of the locality, it should be kept in mind that cleanliness should not face any hindrance. [9]Architectural system: The designing of the architecture of the locality, campus, building, and its components should be designed in accordance with the smooth functioning of cleanliness and maintenance. Replacement and repairing can be smoothly carried out (Savior, 2012). Maintenance Accessibility: Design of the structure should be developed in such a way so that the maintenance can be easily accessible. Services should be designed in provision with the future requirement All the relevant documented should be handed over to the maintenance team Systematic and periodic inspection should be carried out Cleanliness should be given special importance in the pre and post monsoon Leakages and seepages should be constructed properly Cleaning of manhole and sewer pipe should be regularly done Budget: S no. Description of particular Unit Average calculated rate Weightage Repair cost index 1 Mason Each 256 21.50 423.38 2 Cement Quintal 527 9.50 108.65 3 Paint Litre 157 17.50 75.27 4 Fine sand Cum 688 4.0 72.65 5 Coolie / Sweeper Each 256 21.50 423.38 6 Fitter / Carpenter/ Painter Each 312 10.00 170.49 7 Material 1134.50 34.50 391.40 Key Stages of Procurement process: Procurement planning consists of two phases demand analysis and supply market analysis. Minimum performance criteria should be estimated for cleaning services. The performance can be measured the applicability of reducing the hazardous waste from the environment (Kenedy, 2014), use of energy and water efficient equipment should be used, and on the basis of reports. In the procurement process, consideration on the sustainability should be given at every stage. Conclusion: In this paper, we are focusing on preparing the procurement plan for the services of cleaning contractor to clean the surroundings of the living space on the regular basis. The focus is also given on the procurement planning which helps in identifying the need of the society, what the scope of the goods is regarding cleanliness of the society, requirement of work and services, and the strategies which should be developed in accordance with the cleanliness of the society. The need of the procurement plan is to identify and realize the need of the cleanliness in the society. The focus should be given on the status of the inventory, schedule of the cleanliness, work plans, operative cost, and budget. The scope of the project is to monitor activities like plantation, clean-up of the litter, and community. References: Mittal, S. 2012.Maintenance Manual. Ebook. 1st ed. Jain Book Agency. https://cpwd.gov.in/Publication/MaintenanceManual2012.pdf. Roy, F. 2013.Gladstone healthy harbour partnership: Scope of Work. Ebook. 1st ed. https://ghhp.org.au/uploads/news/Scope-of-Works-Phase-1-Community-Waterway-Citizen-Science-Program.pdf. Sharma, V. 2015.Management lesson from swatch Bharat mission. Ebook. 1st ed. https://www.ijarse.com/images/fullpdf/1424767092_P214-220.pdf. Onyango, C. 2014.Effects of Procurement Planning on Institutional Performance. Ebook. 1st ed. https://www.ijsr.net/archive/v3i11/T0NUMTQ1MDQ=.pdf. Buhalis, D. 2014.Community Workers: Work health and safety Guidelines. Ebook. 1st ed. https://www.safework.sa.gov.au/uploaded_files/CommunityWorkers.pdf. Jennifer, F. 2010.Green Cleaning, Sanitizing, and Disinfecting. Ebook. 1st ed. https://www.epa.gov/sites/production/files/documents/ece_curriculumfinal.pdf. Rono, C. 2012.Procurement Planning and service delivery in state corporation in kenya. Ebook. 1st ed. https://erepository.uonbi.ac.ke/bitstream/handle/11295/59575/Rono_Procurement%20planning%20and%20service%20delivery%20in%20state%20corporation%20in%20Kenya.pdf?sequence=3. James, G. 2013.A Practical Guide for procurement planning and management of strategic public health supplies. Ebook. 1st ed. https://apps.who.int/medicinedocs/documents/s19024en/s19024en.pdf. Savior, N. 2012. An Evaluation of the impact of procurement planning on service delivery in hospitals. Ebook. 1st ed. https://www.academia.edu/11457810/An_Evaluation_of_the_Impact_of_Procurement_Planning_on_Service_Delivery_in_3rd_Level_Hospitals. Kenedy, T. 2014.Procurement Planning and Servce Delivery in local Government. Ebook. 1st ed. https://www.academia.edu/7388587/PROCUREMENT_PLANNING_AND_SERVICE_DELIVERY_IN_LOCAL_GOVERNMENT_CASE_STUDY_IBANDA_TOWN_COUNCIL. [1] Onyango, C. 2014.Effects of Procurement Planning on Institutional Performance. Ebook. 1st ed. [2] Mittal, S. 2012.Maintenance Manual. Ebook. 1st ed. Jain Book Agency. [3] Sharma, V. 2015.Management lesson from swatch Bharat mission. Ebook. 1st ed. [4] Roy, F. 2013.Gladstone healthy harbour partnership: Scope of Work. [5] Buhalis, D. 2014.Community Workers: Work health and safety Guidelines. Ebook. 1st ed. [6] Jennifer, F. 2010.Green Cleaning, Sanitizing, and Disinfecting. Ebook. 1st ed. [7] Rono, C. 2012.Procurement Planning and service delivery in state corporation in kenya. Ebook. 1st ed. [8] James, G. 2013.A Practical Guide for procurement planning and management of strategic public health supplies. Ebook. 1st ed. [9] Savior, N. 2012. An Evaluation of the impact of procurement planning on service delivery in hospitals. Ebook. 1st ed. [10] Kenedy, T. 2014.Procurement Planning and Servce Delivery in local Government. Ebook. 1st ed.