Implementing the Pre-Award Phase of a Project or Major Procurement

Introduction

This manual aims to cover all aspect of contract management, from the development of the business case and the verification of need to relationship management, contract administration, and contract performance evaluation. Upstream and downstream of the contract award are two separate but related phases that make up the operations themselves. The generic nature of the guide means that its principles should apply to all contracts, from simple orders to complex construction or service contracts, and it should be viewed as equally applicable to contracts in both the public and private sectors.

Targeted Groups:

• Contracts, Tendering, Purchasing, Procurement, and Project Personnel
• Contract Administration, Engineering, Operational and Maintenance Personnel
• Risk, Claims, Financial, and Audit Personnel
• Project Management Professionals
• And all others who are involved in the planning, evaluation, preparation and management of tenders, specifications, awards, and contracts that cover the acquisition of materials, equipment, and services and who are in organizations whose leadership want high levels of competency in those involved in these activities

Course Objectives

In this program you will learn about...

In this program we cover the A-Z of the following Contract Types...

Managing Competitive Tendering based Contracts

• Single Source Contract Management
• Negotiated Contract Management 
• For each Contract Type we discuss best practices for...

Pre-Award Planning

• Scope Formulation
• Contracting Strategy Formulation
• Prequalification
• Preparing/Reviewing Contract Conditions
• Preparing/Reviewing Special Technical Requirements
• Tender Package Preparation
• Bidding Process Management
• Bid Evaluation
• Award and Contract Agreement
• Program Content
• Industry Terminology and Standards
• Pre-Award Work Process Flow Charts
• Understanding the Need for, and, How to Prepare and/or Analyze:-

Course Content

Unit 1: Project Definition

• Scope of Work
• Work Schedule
• Cost Estimation
• Choosing Contract Price Risk you want to take
• Fixed Price - Lump Sum
• Fixed Price - Unit Rates
• Fixed Price - Part Lump Sum and Part Unit Prices
• Reimbursable Contracts Types
• Request for Proposals - Beauty Show
• Open Tender, Limited Tender, or, Single Source
• Company Policy - Impartiality in Bidding and Ethical Standards
• Planning the Tendering Project
• Invitation to Prequalify or Register

Unit 2: Prequalification Form

• Tender Package Preparation
• Technical Bid Documents
• Key Technical Requirements
• Handling Scope Related Risks
• Tender Package Preparation...
• Commercial Bid Documents
• Key Contract Provisions
• Variation Pricing
• Attached Documents
• Referenced Documents

Unit 3: Managing the Bidding Stage

• Document Delivery
• Handling Queries
• Bidder Meetings
• Site Visits
• Managing Contacts with Bidders
• Bid Evaluation
• Bid Completeness Check

Unit 4: Implication of Bid Programs, Schedules, Projected Progress etc. Submissions

• Handling Bid Reservations
• Alternate Proposals Evaluation and Handling
• Making Bids Comparable by bringing to same basis
• Bid Clarifications during Evaluation
• Negotiations during Evaluations

Unit 5: Award Recommendations

• Award
• Letter of Intent
• Letter to Proceed
• Letter of Award
• Bonds and Guarantees
• Contract Agreement
• Intimating Unsuccessful Bidders

Unit 6: Good Management Practices

IT Tools to:

• Increase Productivity
• Improve Quality (Meeting Real Needs)
• Reducing Costs
• Implementing E-Tendering
• Implementing Improvements