Best Practice Tender & RFP Preparation for Effective ... · Best Practice Tender & RFP Preparation...
Transcript of Best Practice Tender & RFP Preparation for Effective ... · Best Practice Tender & RFP Preparation...
Best Practice Tender amp RFP Preparation for Effective Contract Outcomes
Crest Advisory Africa (Pty) Ltd Training and Development
Date of Training
8-9 March 2017 15-16 March 2017
13-14 September 2017
RISK MANAGEMENT
INTERNAL AUDIT
COMPLIANCE
BUSINESS CONTINUITY
ICT amp CYBER CRIME
SAFETY amp OHS ACT
COMPETENCY SKILLSCourse Duration 2 days
The objectives of this course are detailed belowContracting Strategy
Understanding the Procurement and Supply Chain
Management Life Cycle (Public and Private Sector)
Elements of good procurement and competitive bidding
process
Selecting the right contracting strategy
The importance of the contract Service Level Agreements
(SLA) with Vendors and 3rd Parties
The implementation and enforcement of Contract SLA
specifications (Performance Management)
Basic types of project delivery within Supply Chain
Management Life Cycle
Types of Statement of Work or Scope of Work (SoW)
Specification risk control checklist
Conduct Risk Management and Risk Assessment to ISO
310002009
Managing the Contract Risk strategically Tactically and
Operationally
Evaluation and contract preparation
Evaluation Criteria in terms of Business Strategy
Development and structure of a successful Proposal
Manage Time and Resources effectively and efficiently
by prioritizing selected RFPs realistically assessing each
opportunity
Performance Management relating to improving your Tender
and Proposal Success
Selection process regarding RFPs aligned with your business
value proposition
Decision regarding the best evaluation methodology to be
used and why
Deciding on specific risk based evaluation criteria and
weightings
Evaluation process of the proposal
Recording and corporate governance pertaining to
proposal responses
Important Elements of a Contract Service Level Agreement
(SLA)
Description Goal
Workshop Objectives
The skill programme is intended for learners in the public sector
and organs of state who serve on Bid Specifications Evaluations or
Adjudication Committees as part of the bid
Objectives and Scope of Work (SoW) of the contract
Contract implementation performance and compliance
checklist
The important integration clause
Quality Control Inspection Acceptance Rejection
clauses for defects in material and workmanship
Performance based service contracts
Penalty liquidated damages clauses
Management of the Performance and Penalty Regime
(Legal Process)
Liability Clause
Additional Important Contract Clauses
Performance- based services contracts
Penaltyliquidated damages clause
Force Majeure in 2016 and beyond
Applicable law
Variation Management (Changes to Contract)
Payment considerations and milestones
Methods of payment
Advanced payments
Progress payments
Letters of intent
Preparing the contract for completion
Status reporting clause (timing frequency complexity)
Buyers rights before performance is due
Contract Ending Methodology
Termination for convenience
Types of bonds amp guarantees
Disputes resolution provisions
Other Contract clauses list
Final contract review process
Outlining the next steps after the tender has been rewarded
Start of the work
Form of agreement
Bonds and guarantees
Master contract records
Ensuring performance compliance by using the change
management process
Discussing the breach of contract within tenderers
Resolving dispute by implementing a dispute resolution
procedure
Detailing contract close-out procedures
Developing the best offer for a government Related
Project by examining the practical Guidelines Essentials
to submitting a successful tender
Identifying the different tender criteria for different
government divisions as the Preferential Procurement
Act allows each group to draw up its own requirements
within the Act
Developing a competitive and technical tender including
price skills offered and evident equity by slinging your
business to meet these requirements
Investigating alternative options of joint ventures with PDEs
SMMEs or BEEs and opportunities for tenders
Examining the contract agreements that Affirmative
Procurement Policyrsquos joint ventures require by establishing the
nature of the documents which will need to be developed for
joint venture formation
Demonstrate how the formulas work in the tendering process
through a practical example
Key principles behind the Procurement function
Workshop Objectives
To create awareness of Procurement principles
(transparency integrity fairness and accountability)
Where do ethics sit in the procurement process
Value for money- the need to look at the big picture over
the term of the contract
The effective use of procurement staff resources
(knowledge base and experience)
Managing confidentiality issues whilst maintaining the
need for Transparency
Planning and preparation
Preparation and sign in of business case amp budget
Timing considerations
Strategic considerations- what needs to be achieved
Consideration of evaluation criteriaweightings
Selection and role of a tender team
Best Practice procurement principles including
confidentiality transparency accountability etc
Impact of delivery models on procurement process and
final outcomes
Risk Considerations
Writing tender and RFP documents
Awareness of difference between a RFP and tender
Open tender versus closed tender- how to choose
The four stages of a tender document
The need to keep record of a tender process
Consideration of pre bid conference amp linkage to site visit
Getting sign off (if necessary)
Interviews Proposal presentations
Making a decision to interview suppliers
Preparation for interviews where do you get interview
questions from
Difference between generic questions and specific
questions
Evaluation of interviews versus written proposal
Team to interview
Interview notes
Meeting to decide on next steps
Negotiation with preferred supplier
Planning for negotiation
Methods of negotiation
Good and bad tactics
Types of negotiators
Negotiation philosophies
Team roles in the negotiation process
Contract award amp preparation
Writing a recommendation for an Award
Getting sign off from management
Advising successful bidder
Preparation of contract
Contract sign off
Bidder communication amp tender debrief
Advising unsuccessful bidder
Advising on successful bidders
The value of undertaking tender debrief
Considering internal debriefs
Having a debrief checklist
Workshop Objectives
Public and private organisations are under more pressure than
ever before to procure products and services efficiently and to
get best value for money
Procurement professionals can significantly improve
the quality and efficiency of their decision-making
through adopting best practice RFP development
techniques
The power of these practices has been proven in
lower whole-of-life costs for tendered products and
services and less time and money spent in securing
suppliers
This course provides an interesting practical and interactive
programme of activities that inform demonstrate and practice
these leading-edge methods1048614
Who needs to attendContracts Purchasing and project personnel
Engineering Operational and Maintenance
personnel
Bid Committee Members
Supply Chain Managers
All others who are involved in planning evaluation
preparation and management of tenders specifications
awards and contracts that cover the acquisition of
materials equipment and services and who are in
organisations whose leadership want high levels of
competency in those involved in these activities
Benefits
PriceR550000 (Excl VAT)
AICP CPDThis course qualifies the delegate to 10 CPD points
Crest Advisory Africa (CAA) has been Accredited by the Services SETA as an Accredited Service Provider within the training environment The Provider Accreditation Number 12236
Bookings can be made at trainingcrestadvisoryafricacomor telephonically with Nico Snyman 0764034307
Objectives and Scope of Work (SoW) of the contract
Contract implementation performance and compliance
checklist
The important integration clause
Quality Control Inspection Acceptance Rejection
clauses for defects in material and workmanship
Performance based service contracts
Penalty liquidated damages clauses
Management of the Performance and Penalty Regime
(Legal Process)
Liability Clause
Additional Important Contract Clauses
Performance- based services contracts
Penaltyliquidated damages clause
Force Majeure in 2016 and beyond
Applicable law
Variation Management (Changes to Contract)
Payment considerations and milestones
Methods of payment
Advanced payments
Progress payments
Letters of intent
Preparing the contract for completion
Status reporting clause (timing frequency complexity)
Buyers rights before performance is due
Contract Ending Methodology
Termination for convenience
Types of bonds amp guarantees
Disputes resolution provisions
Other Contract clauses list
Final contract review process
Outlining the next steps after the tender has been rewarded
Start of the work
Form of agreement
Bonds and guarantees
Master contract records
Ensuring performance compliance by using the change
management process
Discussing the breach of contract within tenderers
Resolving dispute by implementing a dispute resolution
procedure
Detailing contract close-out procedures
Developing the best offer for a government Related
Project by examining the practical Guidelines Essentials
to submitting a successful tender
Identifying the different tender criteria for different
government divisions as the Preferential Procurement
Act allows each group to draw up its own requirements
within the Act
Developing a competitive and technical tender including
price skills offered and evident equity by slinging your
business to meet these requirements
Investigating alternative options of joint ventures with PDEs
SMMEs or BEEs and opportunities for tenders
Examining the contract agreements that Affirmative
Procurement Policyrsquos joint ventures require by establishing the
nature of the documents which will need to be developed for
joint venture formation
Demonstrate how the formulas work in the tendering process
through a practical example
Key principles behind the Procurement function
Workshop Objectives
To create awareness of Procurement principles
(transparency integrity fairness and accountability)
Where do ethics sit in the procurement process
Value for money- the need to look at the big picture over
the term of the contract
The effective use of procurement staff resources
(knowledge base and experience)
Managing confidentiality issues whilst maintaining the
need for Transparency
Planning and preparation
Preparation and sign in of business case amp budget
Timing considerations
Strategic considerations- what needs to be achieved
Consideration of evaluation criteriaweightings
Selection and role of a tender team
Best Practice procurement principles including
confidentiality transparency accountability etc
Impact of delivery models on procurement process and
final outcomes
Risk Considerations
Writing tender and RFP documents
Awareness of difference between a RFP and tender
Open tender versus closed tender- how to choose
The four stages of a tender document
The need to keep record of a tender process
Consideration of pre bid conference amp linkage to site visit
Getting sign off (if necessary)
Interviews Proposal presentations
Making a decision to interview suppliers
Preparation for interviews where do you get interview
questions from
Difference between generic questions and specific
questions
Evaluation of interviews versus written proposal
Team to interview
Interview notes
Meeting to decide on next steps
Negotiation with preferred supplier
Planning for negotiation
Methods of negotiation
Good and bad tactics
Types of negotiators
Negotiation philosophies
Team roles in the negotiation process
Contract award amp preparation
Writing a recommendation for an Award
Getting sign off from management
Advising successful bidder
Preparation of contract
Contract sign off
Bidder communication amp tender debrief
Advising unsuccessful bidder
Advising on successful bidders
The value of undertaking tender debrief
Considering internal debriefs
Having a debrief checklist
Workshop Objectives
Public and private organisations are under more pressure than
ever before to procure products and services efficiently and to
get best value for money
Procurement professionals can significantly improve
the quality and efficiency of their decision-making
through adopting best practice RFP development
techniques
The power of these practices has been proven in
lower whole-of-life costs for tendered products and
services and less time and money spent in securing
suppliers
This course provides an interesting practical and interactive
programme of activities that inform demonstrate and practice
these leading-edge methods1048614
Who needs to attendContracts Purchasing and project personnel
Engineering Operational and Maintenance
personnel
Bid Committee Members
Supply Chain Managers
All others who are involved in planning evaluation
preparation and management of tenders specifications
awards and contracts that cover the acquisition of
materials equipment and services and who are in
organisations whose leadership want high levels of
competency in those involved in these activities
Benefits
PriceR550000 (Excl VAT)
AICP CPDThis course qualifies the delegate to 10 CPD points
Crest Advisory Africa (CAA) has been Accredited by the Services SETA as an Accredited Service Provider within the training environment The Provider Accreditation Number 12236
Bookings can be made at trainingcrestadvisoryafricacomor telephonically with Nico Snyman 0764034307
To create awareness of Procurement principles
(transparency integrity fairness and accountability)
Where do ethics sit in the procurement process
Value for money- the need to look at the big picture over
the term of the contract
The effective use of procurement staff resources
(knowledge base and experience)
Managing confidentiality issues whilst maintaining the
need for Transparency
Planning and preparation
Preparation and sign in of business case amp budget
Timing considerations
Strategic considerations- what needs to be achieved
Consideration of evaluation criteriaweightings
Selection and role of a tender team
Best Practice procurement principles including
confidentiality transparency accountability etc
Impact of delivery models on procurement process and
final outcomes
Risk Considerations
Writing tender and RFP documents
Awareness of difference between a RFP and tender
Open tender versus closed tender- how to choose
The four stages of a tender document
The need to keep record of a tender process
Consideration of pre bid conference amp linkage to site visit
Getting sign off (if necessary)
Interviews Proposal presentations
Making a decision to interview suppliers
Preparation for interviews where do you get interview
questions from
Difference between generic questions and specific
questions
Evaluation of interviews versus written proposal
Team to interview
Interview notes
Meeting to decide on next steps
Negotiation with preferred supplier
Planning for negotiation
Methods of negotiation
Good and bad tactics
Types of negotiators
Negotiation philosophies
Team roles in the negotiation process
Contract award amp preparation
Writing a recommendation for an Award
Getting sign off from management
Advising successful bidder
Preparation of contract
Contract sign off
Bidder communication amp tender debrief
Advising unsuccessful bidder
Advising on successful bidders
The value of undertaking tender debrief
Considering internal debriefs
Having a debrief checklist
Workshop Objectives
Public and private organisations are under more pressure than
ever before to procure products and services efficiently and to
get best value for money
Procurement professionals can significantly improve
the quality and efficiency of their decision-making
through adopting best practice RFP development
techniques
The power of these practices has been proven in
lower whole-of-life costs for tendered products and
services and less time and money spent in securing
suppliers
This course provides an interesting practical and interactive
programme of activities that inform demonstrate and practice
these leading-edge methods1048614
Who needs to attendContracts Purchasing and project personnel
Engineering Operational and Maintenance
personnel
Bid Committee Members
Supply Chain Managers
All others who are involved in planning evaluation
preparation and management of tenders specifications
awards and contracts that cover the acquisition of
materials equipment and services and who are in
organisations whose leadership want high levels of
competency in those involved in these activities
Benefits
PriceR550000 (Excl VAT)
AICP CPDThis course qualifies the delegate to 10 CPD points
Crest Advisory Africa (CAA) has been Accredited by the Services SETA as an Accredited Service Provider within the training environment The Provider Accreditation Number 12236
Bookings can be made at trainingcrestadvisoryafricacomor telephonically with Nico Snyman 0764034307
Public and private organisations are under more pressure than
ever before to procure products and services efficiently and to
get best value for money
Procurement professionals can significantly improve
the quality and efficiency of their decision-making
through adopting best practice RFP development
techniques
The power of these practices has been proven in
lower whole-of-life costs for tendered products and
services and less time and money spent in securing
suppliers
This course provides an interesting practical and interactive
programme of activities that inform demonstrate and practice
these leading-edge methods1048614
Who needs to attendContracts Purchasing and project personnel
Engineering Operational and Maintenance
personnel
Bid Committee Members
Supply Chain Managers
All others who are involved in planning evaluation
preparation and management of tenders specifications
awards and contracts that cover the acquisition of
materials equipment and services and who are in
organisations whose leadership want high levels of
competency in those involved in these activities
Benefits
PriceR550000 (Excl VAT)
AICP CPDThis course qualifies the delegate to 10 CPD points
Crest Advisory Africa (CAA) has been Accredited by the Services SETA as an Accredited Service Provider within the training environment The Provider Accreditation Number 12236
Bookings can be made at trainingcrestadvisoryafricacomor telephonically with Nico Snyman 0764034307