Managing Tenders, Specifications & Contracts

OVERVIEW

A large proportion of an organization’s costs is expended on the procurement of goods and services, particularly where it involves a global supply chain network as is the case with most of today’s industries and sectors. Using management best practices through the tendering and procurement process and in contract implementation is thus critical to ensuring cost and process efficiencies in your organization. 

This seminar is designed to explore many of the best practices in the initial phases of contracting so that participants will be able to implement the steps needed to create maximum total value for their organization.

OBJECTIVES

By the end of this training course, participants will be able to:

• Identify the most appropriate procurement strategy
• Evaluate tendering and procurement best practices
• Assess and manage key contractual risks
• Compare ways of dealing with performance failures
• Evaluate the most appropriate seminar of action when disputes arise

TARGET PARTICIPANTS

• Tendering and Procurement Managers
• Project and Contract Managers
• Sales and Marketing Professionals
• People who want to take benefit of personnel in your organization involved in any aspect of tendering, procurement, and contract implementation.
• It will enable a broad range of disciplines to appreciate and understand tenders, specifications, and contracts.

COURSE CONTENTS

1. Overview of contracting and tendering

• Definition of a contract
• Stages in contracting
• Preparation and tendering
• Award and administration
• Defining tendering
• Purpose of tendering
• Alternatives of tendering
• Pre-qualification methodologies
• The importance of the internal cost estimate
• The role and power of negotiation

    

2. Preparation for the Tender

• Developing the tender strategy
• Creating the tender plan
• Tendering risks
• Different types of contracts
• Lump sum
• Fixed price
• Cost reimbursement contracts
• Measurement contracts
• Other types of contracts
• Identifying requirements
• Setting the scope of work
• Planning the evaluation process
• Identifying suppliers
• Developing tender documents
• Invitation to tender
• Terms and conditions
• Tender briefing
• Choosing Evaluation / Award criteria        

3. Developing Tenders and Specifications

• Developing the Scope of Work and Specification
• Selection and Evaluation Criteria
• Cost and Price Analyses
• Objectives of the Contract
• Ancillary Documents and Issues
• Negotiation Tools and Techniques

4. Technical and Commercial Evaluation

• Receiving and opening bids
• Techniques to carry out the evaluation
• Evaluation process
• Bids evaluation
• Rating scales
• Clarifying bids to assist the evaluation
• Scoring
• Compliance matrix
• Technical bid scoring
• Evaluation report
• Financial evaluation
• Documentation

5. Contract Award

• Awarding of contract
• Post-award briefing and development of mobilization plan
• Debriefing unsuccessful bidders
• Communicating the results – internally and externally
• Working with bid bonds and performance bonds
• Dealing with disputed contract awards
• Operating under pre-contract Letters of Intent
• Managing pre-contract scope changes