Finalise supplier costs for venue, catering and AV - Githubissues

alphagov / govuk-design-system

One place for service teams to find styles, components and patterns for designing government services.

https://www.gov.uk/design-system

MIT License

517 stars 236 forks source link

Finalise supplier costs for venue, catering and AV #3839

Closed Kam-Nijjar closed 3 months ago

Kam-Nijjar commented 5 months ago

What

Finalise the supplier costs for the venue, catering and AV. Ensure 3 quotes from different companies for each.

Why

We need quotes from at least 3 suppliers and to follow the procurement policy when awarding the contract to the supplier.

Who needs to work on this

Community Manager, Associate Delivery Manager

Who needs to review this

Procurement team & Bizops

Done when

Venue

[x] Gather 3 quotes for Venue
[x] Send venue quotes to Bizops
[x] Decide on venue
[x] Get a Purchase Order for the venue

Catering

[x] Gather 3 quotes for catering
[x] Send catering quotes to Bizops
[x] Decide and agree on catering
[x] Get a Purchase Order for catering
[x] Add quotes to the team budget tracker

AV

[x] Gather 3 quotes for AV
[x] Send AV quotes to Bizops
[x] Decide on AV supplier
[x] Get a Purchase Order for AV

Kam-Nijjar commented 5 months ago

Budger tracker Quoted options tab

Kam-Nijjar commented 5 months ago

@ImranH-GDS to contact catering companies to check if they can cater for 5th September 2024 (new date for the event)

Kam-Nijjar commented 5 months ago

Follow-up email re catering sent 01/07/24 with the following amendments Totally Dvine 11382

Kam-Nijjar commented 5 months ago

AV quotes are to be reviewed once the scouting visit has been completed AV supplier to attend scouting visit

Kam-Nijjar commented 4 months ago

Venue Deposit 190258234.pdf shared with bizops and procurement team for payment to be made

Kam-Nijjar commented 4 months ago

some confusion over the venue deposit - as it seems they have sent it directly to NEWPORT SSCL - CABINET OFFICE Have asked Craig Goodwin to check if the payment has been made, and if not please can he arrange for the payment to be made.

I have emailed Liverpool CC to request future invoices come directly to Nora and me as we have a process to follow before payments can be made

Kam-Nijjar commented 4 months ago

catch-up today re-budget - Nora/Imran/Kam AV quote £4200 approx

Kam-Nijjar commented 4 months ago

Imran to follow up with caterers

Kam-Nijjar commented 4 months ago

Need to decide if we go with MSP for AV MSP Final Quote - MSP15976.PDF MSP Terms and Conditions 2024[95].pdf

If so then arrange for an invoice to be sent over - and set up as supplier via bizops and Procurement team

Kam-Nijjar commented 4 months ago

@NoraGDS to get 3rd AV quote - we will then make a final decision on which supplier we want to go with

Kam-Nijjar commented 4 months ago

Nora -contacted AV company Sterling with our requirements; they want a chat through (scheduled for 11am Tuesday) before giving quote. They are actually offering 2 options for captioning - one is run via PowerPoint (:eyes: ); likely to have this quote mid-week

Kam-Nijjar commented 4 months ago

preferred supplier MSP for AV quote sent to Bizops & procurement team MSP Final Quote - MSP15976 (1).PDF

Kam-Nijjar commented 3 months ago

Catering yet to be confirmed - costing for fruit and water to be confirmed by supplier before approval submission made

Kam-Nijjar commented 3 months ago

P&S form submitted for deposit of £500 for catering Totally divine T&C signed.pdf [Uploading Totally Dvine final quote.pdf…]()

Kam-Nijjar commented 3 months ago

P.O details sent to AV company for final invoice

Kam-Nijjar commented 3 months ago

Purchase order details received and shared with catering supplier