Project Scheduling and Cost

Scenario:
You are a project manager in the marketing department for a county funded hospital. The hospital is launching an extensive public service program for cardiac health. The program will involve print ads in local newspapers, television spots, posters at local eateries and health clubs, and sponsorship of events at the county fair. You have been discussing the project with your boss, the director of marketing, Walter Jones, and you are discussing options for a local celebrity to be a key spokesperson. You are hoping to have one of the local professional basketball players because they are typically available during the summer county fair season. The goal is that the first splash of public service announcements and ads takes place in the next 90 days, in conjunction with "Heart Healthy Month."

This is a critical project for the hospital, and you are honored (and a little nervous) to be the project manager. This project is part of a larger strategic initiative to develop community awareness of the hospital's expertise in cardiac care and increase the hospital's revenues over a 3-year period. The budget for the project is clearly defined and seems to be adequate. The various departments of the hospital are supportive of the project, and there is clarity and consensus around the scope and objectives of the campaign.

Unfortunately, the hospital's project budgets are under fire for experiencing significant budget overruns within the last year on a number of projects. The hospital's CFO has made it clear to your director that the project will need to be diligent in managing this project so that schedule and cost overruns do not occur.

You will need to build the project schedule that meets the required dates for the upcoming "Heart Healthy Month," plus the schedule for the remaining deliverables. Good luck!

Question
As you were outlining the vendor selection activities of the project, you speak with Walter and learn about the hospital's vendor selection process. Since you have previously worked in a private hospital, you are not very familiar with the differences in purchasing between public and private hospitals. Walter explained that you cannot use any vendors (even ones you have used in the past) without completing a lengthy bid process. A Request for Proposal (RFP) must be created and posted on the hospital's website for at least 30 days. You must receive at least 3 quotes and you must select the vendor that provides the lowest bid. If you do not choose the lowest bid, you must document the rationale for your choice and have it approved by the department director.

Create a document that defines the activities that must be completed for the selection of all ten vendors. Define any known durations or costs. Describe your timing of the vendor selection process, relative to the project's upcoming program kick-off. Identify your planning assumptions and document any open issues.