Assignment:
At its January 15 meeting, the board of directors of Omega Consolidated Industries made a decision to build a new manufacturing facility in China and approved funding up to $180 million for construction and start-up activities. Itwants the new facility completed within two years from the date that a contractor is selected to design and build the facility. Omega is a worldwide corporationwith its headquarters in London.
The board asked I. M. Uno, Omega's president, to assign a team to develop arequest for proposal (RFP) and solicit proposals from contractors to design andbuild the facility, including installation of all production equipment, offices, and an integrated information system. The team would also be responsible for monitoring the performance of the selected contractor to ensure the contractor fulfillsall contractual requirements and performance specifications.
Ms. Uno selected four members of her management team:
Alysha Robinson, who will be the plant manager of the new facility
Jim Stewart, Chief Financial Officer
Olga Frederick, Vice President of Engineering
Willie Hackett, Procurement Manager
The team chose Alysha as their team leader. By April 30, they developed a
comprehensive RFP that included:
A statement of work describing the major tasks that the contractor must complete, as well as the performance specifications for the production capacity of the facility
A requirement that the contractor complete the project within 24 months
after a contract is signed
Criteria by which the team would evaluate proposals:
Related experience 30 points
Cost 30 points
Schedule 30 points
Innovative design 30 points
That the contract would be a fixed-price contractthan June 30.
On June 30, the Omega team received three proposals:
1. J&J, Inc. an American firm, submitted a proposal for $150 million. However,the proposal stated that they would require 30 months to complete theproject.
2. ROBETH Construction Company of Ireland submitted a proposal for $175million. They had built several other facilities for Omega in the past, and itsofficers felt they had a good relationship with Ms. Uno, Jim Stewart, andOlga Frederick's predecessor, who recently left Omega to become presidentof one of Omega's competitors, which is also considering building a facilityin China.
3. Kangaroo Architects and Engineers of Australia submitted a proposal for$200 million. Although Kangaroo has never done a project for Omega, theyare one of the largest contractors in the world, have designed and built manyand various types of facilities, and have a great reputation for innovativeconcepts, such as"green"environmentally friendly designs, and for buildingaward-winning showcase facilities. They had built facilities for several ofOmega's competitors.
The team was disappointed that they received only three proposals; they had expected at least eight.
On July 5, a fourth proposal was received from Asia General Contractors, acompany based in China. The proposal was for $160 million. They had builtmany facilities in China for other global corporations and stated that they havegood knowledge of many credible trade subcontractors in China that would beneeded to build the facility. The proposal also stated that they could complete theproject in 20 months.
The team scheduled a meeting for July 15 to discuss the proposals and, as ateam, to score each of the proposals with respect to the evaluation criteria. Thatprovided the team members with two weeks to individually read the proposalsand develop their individual comments about each proposal, but they agreednot to individually score the proposals prior to the July 15 meeting.
At the July 15 meeting, Alysha opened the meeting and stated,"I like the proposal from Kangaroo because it would provide a showcase state-of-the-art facility."
Jim interrupted her, saying,"Their proposal is for more than the board hasallocated for this project, I don't think we should consider them any further. Inmy mind, they are out."
Alysha responded,"Even though it would require some additional fundingbeyond what the board originally approved, I feel confident that I can persuade
I. M. and the board to approve the additional amount required."Jim said,"I like the proposal from ROBETH. We have worked with them inthe past during my 30 years here at Omega, and their proposal cost is just aboutwhat the board has allocated. I know a lot of the people at ROBETH."Olga mentioned,"I have only been here at Omega for less than a year, but Itook it upon myself to review the final reports of the previous projects that
ROBETH did for Omega and found that ROBETH missed their proposed schedules on most of the projects or that some of the production systems never metall the performance specifications."She continued,"I am also concerned about ROBETH's continuing relationship with my predecessor who is now president atone of our major competitors and the potential conflict of interest if they wouldalso be the contractor selected by our competitor to build the plant they are considering in China. They might use some of our proprietary processes in theirdesign for our competitor's facility. I think it would be too risky to use them."
She continued,"I think the proposal from Asia General Contractors should beseriously considered, even though it arrived a few days after the required due date."Willie spoke up."I strongly disagree. It would be unfair to the other threeontractors."Olga replied,"I think it is our job to select the contractor that will provide thebest value and not be concerned about some silly rules about being a few days late;who cares? Besides, they state that they can complete the project in 20 months,which means we will get the facility fully operational sooner than with any of theother contractors. And that means more products out the door sooner, more revenues and cash flow earlier, and a better return on our investment."
After everyone's initial comments, Alysha stated,"Okay, I guess we have toscore these four proposals against the evaluation criteria."Jim interrupted,"You mean three proposals."
Olga spoke up loudly,"I think she said the four proposals, not three. Let's notget bogged down in bureaucratic games; we have an important decision to make."I. M. Uno is expecting the team to recommend a contractor to her by July 31so that she can review it and present it to the board of directors at their August15 meeting.
Q1. Is there anything the team should have done when they received only three proposals by June 30?
Q2. Should the team consider the proposal from Asia General Contractors? Why or why not?
Q3. After sharing their individual comments at the start of the July 15 meeting, how should the team proceed with the rest of the meeting and any follow-up?
Q4. How could the selection process have been improved? Is there anything the board, I. M. Uno, Alysha, or the team could have done differently?