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Legal & Contracts Management

Tendering Procedures and Bid Evaluation




Introduction:

This Tendering Procedures & Bid Evaluation training course will examine all the input that has influence and direct impact on tendering procedures and bid evaluation. The key elements include understanding business need, market analysis, supply chain cost modeling, contracting strategy, and contract award up to and including contract initiation. It introduces a methodology in classifying the 3rd party goods or services for an organization based on supply risk to spend value. Then a methodology will be introduced to help assign the best-fit market approach to a particular category or its sub-category. All of these will lead to the best-fit tendering procedures and bid evaluation.

When should we play it safe by only allowing experienced and proven suppliers to bid? When and how can we develop new suppliers? What is a fit-for-purpose suppliers selection process? How best to master a tender negotiation? How to handle (or avoid) contract award disputes? How to meet the increasingly aggressive local content requirements in developing countries? What is the unwanted by-product of chasing for localization targets? 

Targeted Groups:

  • Engineering Project Professionals
  • Contract Professionals and Administrators
  • Contract Analysts
  • Contract Engineers
  • Specifiers, Buyers and Purchasing Professionals
  • Procurement Officers
  • Anyone involved in the preparation, evaluation, and management of commercial invitations to tender, requests for bids and proposals and contracts for the purchase of services, materials or equipment

Course Objectives:

At the end of this course the participants will be able to:

  • Classify 3rd party goods and services based on supply risk and value of spend
  • Determine the procurement strategy choices available for a given opportunity
  • Plan and manage a competitive tender process from A to Z
  • Identify, assess and make proposals on how to manage procurement risks
  • Create an appropriate evaluation methodology to judge bids and tenders
  • Evaluate vendor proposals from a technical and commercial perspective
  • Prepare for and conduct professional negotiation with suppliers
  • Handle the outcomes from a competitive bid process

Targeted Competencies:

  • Selecting the right market approach
  • Formulating the best-fit contracting strategy
  • Planning and managing a tender process
  • Optimizing the interaction between Requesting Departments and Procurement teams
  • Preparing for and conducting professional negotiation with suppliers

Course Content:

Unit 1: Formulating the Contracting Strategy: 

  • Classifying 3rd Party Spend into Categories
  • Market Approaches
  • Crafting the Contracting Strategy
  • Identifying and Mitigating Contracting Strategy Risks
  • Choosing the Best Contract Type, including
  • Lump-Sum Fixed Price Contracts
  • Unit Rate Contracts
  • Cost Plus Contracts
  • Day rate Contracts
  • Time and Materials Contracts

Unit 2: Best Practices in Tender Procedures: 

  • The Tendering Process
  • Seeking Expressions of Interest
  • Pre-qualification Methodologies
  • Basic Accounting and Economics
  • Total Cost of Ownership
  • How to Prepare Internal Cost Estimate
  • What is the role of negotiation?

Unit 3: Optimizing the Tender Documents:

  • Contents of the Tender Package
  • Ensuring a Robust Specification and Scope of Work
  • Defining the Response, You Require from Bidders
  • Essential Clauses in the Draft Terms and Conditions
  • Bid Security, Performance Security in Public Tenders
  • Anticipating and Reducing the Risk of Scope Change

Unit 4: Managing the Technical and Commercial Evaluation: 

  • The Purpose of Bid Evaluation
  • Lowest Price or Best Value for Money
  • Stages of the Evaluation
  • Clarifying Bids to Assist the Evaluation
  • Choosing Evaluation and Award Criteria
  • Bid Evaluation Approaches (One-envelop, Two-envelop, Online Bidding)

Unit 5: Managing the Contract Award and Initialization Stage:

  • Communicating the Results – Internally and Externally
  • Working with Tender Bonds and Performance Guarantees
  • Dealing with Disputed Contract Awards
  • Operating under Pre-contract Letters of Intent
  • Managing Pre-contract Scope Changes
  • Initiating Contract