Best Practice Tender & RFP Preparation for Effective ... · Best Practice Tender & RFP Preparation...

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Best Pracce Tender & RFP Preparaon for Effecve 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 & CYBER CRIME SAFETY & OHS ACT COMPETENCY SKILLS Course Duraon: 2 days The objecves of this course are detailed below: Contracng Strategy Understanding the Procurement and Supply Chain Management Life Cycle (Public and Private Sector) Elements of good procurement and compeve bidding process Selecng the right contracng strategy The importance of the contract, Service Level Agreements (SLA) with Vendors and 3rd Pares The implementaon and enforcement of Contract, SLA specificaons (Performance Management) Basic types of project delivery within Supply Chain Management Life Cycle Types of Statement of Work or Scope of Work (SoW) Specificaon risk control checklist Conduct Risk Management and Risk Assessment to ISO 31000:2009 Managing the Contract Risk, strategically, Taccally and Operaonally Evaluaon and contract preparaon Evaluaon Criteria in terms of Business Strategy Development and structure of a successful Proposal Manage Time and Resources effecvely and efficiently by priorizing selected RFPs, realiscally assessing each opportunity Performance Management relang to improving your Tender and Proposal Success Selecon process regarding RFPs aligned with your business value proposion Decision regarding the best evaluaon methodology to be used and why Deciding on specific risk based evaluaon criteria and weighngs Evaluaon process of the proposal Recording and corporate governance pertaining to proposal responses Important Elements of a Contract / Service Level Agreement (SLA) Descripon / Goal Workshop Objecves 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

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