Training Managing the Procurement Process

INTRODUCTION

This dynamic Contracts Management training seminar in Bidding, Evaluation, Negotiation & Contract Award has been specifically designed for organizations that wish to achieve excellence within their purchasing, tendering and contracts department. Participants will acquire detailed specialist skills that will give your organisation competitive edge by optimising supplier contribution. Participants in this Contracts Management training seminar will further develop their skills and competencies in order for them to prepare a tender package that will attract the very best of potential bidders.  By adopting best practices in contract strategy, participants will learn about how to develop a tender strategy that will ensure the “best fit” supplier is selected that offers best value for money.

A contract can stand or fall on the expertise and performance of the Purchasing team. Too many projects are failing – and when projects fail, it is rarely technical.  Whose fault is it? – and why, despite all the preparation to enter into robust contracts, does the project suffer from scope creep, or over budget or delivered too late?

This  training course will feature:

• Developing a Specific Statement of Requirements based on the actual needs of the organization
• Communication and understanding of stakeholders needs
• Preparing a robust and viable Tender Package
• Analysing risks and problems within the Evaluation phase
• Developing the right evaluation criteria for a specific project
• Monitoring the Performance of the Selected Suppliers

PROGRAMME OBJECTIVES

• Understand why projects fail and the reasons for failure
• Analyse the difference between the Needs and Wants of the end user
• Apply powerful interpersonal techniques to improve communication with stakeholders
• Determine the various risk associated with preparing the Tender Package
• Implement a dynamic and ethical evaluation criteria
• Understand the importance of Ethics in the Tender Process
• Improve the negotiation skills and strategy to create a win-win result

WHO SHOULD ATTEND?

• Contracts, Contract Administration Professionals
• Tendering, Purchasing, Project Management Professionals
• Engineering, Operational, Finance, and Maintenance Professionals

PROGRAM OUTLINE

Determining the Bidding Process within Your Organization

• Determining the Actual Requirements
• Understanding the Scope, Budget and Time
• Forming the Bid Team
• Choosing Open or Selective Bidding
• Agreeing the Bid Evaluation Criteria
• Engagement with the Internal Key Stakeholders

Preparing the Bid Package, Pre-qualification and Issuing the ITT

• Bid Documents
• Contract Terms and Conditions
• Drawings and Specifications
• The Process - expressions of interest, pre-qualification questionnaires, ITTs
• Proposed Contract Documents
• Pre-Bid Conference

Bid Opening and Bid Evaluation Process

• Purpose of Evaluation in the Procurement Process
• The Key to Best Practice Evaluations
• Evaluation Methods
• Requirement to Distinguish between Selection and Award Criteria
• Use of a Scoring Model to Evaluate Price and Dealing with the Lowest Price Approach
• Most Economically Advantageous Tender (MEAT) Approach - A Balance between Quality and Cost

Awarding the Contract and Post Tender Negotiations

• Selecting the Successful Bidder
• Cautious Rejection of Bidders
• Determining What is Successful Delivery of the Contract
• Agreeing Contract Terms and Conditions, SLAs and KPIs
• Negotiation Basics and the Ethics of Negotiation
• Common Negotiating Mistakes
• Persuasion Methods, Counteraction Strategies, common tools and tactics for a Win-Win Negotiation

Managing the Contract Post Award and Performance Management

• Introduction to Basic Contract Law
• Forming the Contract
• Contract Modifications
• Performance Management
• Contract Termination and Exit
• Lessons Learned