Tender Drafting & Preparation(Advanced)

Course Properties

Course date: 24-12-2017
Course End Date: 28-12-2017
Location Sharm El-Sheikh

Course Objective:

     This course is designed to provide the participants with the overall  knowledge on Manages, provides advice on and administers all activities (with particular reference to pre contract tendering) concerned with major, complex type contracts for large scale Oil and Gas facilities.


Who Should Attend:

     This course is designed for all staff who are involved with the tendering business.

Course Contents:

     Planning The Procurement Lifecycle

     Planning The Tender Stages – What To Do Before You Go To Market

     Identifying And Developing The Skills Needed For A Successful Tender Exercise
              • Definitions: bids, tenders, RFPs, RFQs, ITTs, RFOs, RFIs – what are they and what’s the
              • Purchasing and supply management
              • Let’s talk business: how effective tendering supports business success
              • The procurement process: understanding the buying cycle and the selling cycle
              • Procurement strategies
              • E-sourcing and e-procurement
              • Private finance initiative (public private partnership) – challenges and contract types
              • Pre-tender activity
                       - Information gathering and environmental scanning
                       - Identifying suppliers
                       - Analysing supplier’s capabilities and creating a supplier profile
                       - Preferred vendor lists and shortlists

              • Types of tenders and proposals
              • Sole source, open and restricted tenders
              • Requests for Registration of Interest: PINs, PQQs and RFIs
              • The evolution of a tender:
                     - Vendor-customer cooperative proposals
                     - Budgetary, formal and informal proposals
              • Tender compliance – but how far?
              • Contract duration

Developing Effective Communication Strategies

The Right Approach

Targeting And Profiling The Service
          • The people issues: tender skills
          • Developing tender strategies and plans
          • Cost benefit analysis and evaluation criteria
          • Value, cost and risk
          • Measuring value: cash value; Social Return on Investment (SROI); sustainable purchasing and Value for Money  (V4$ or VFM)
          • Think like the supplier!
          • Creating a win/win tender
          • How good tenders simplify the vendor evaluation process
          • Tender contents
          • Tender pitfalls
          • Case study: tender compliance and common irregularities
          • Getting the specification (Statement of Work) right
          • Proposal pitfalls – vendor
          • Managing tender and contract risk
                    - Risk success factors
                    - Risks in construction contracts

Group Exercises
Developing Cost And Service Profiles And Base-Lining

Drafting The Tender Document Or Market Package

The Tender Roadmap
         • Stakeholders in the tender process – their roles and responsibilities
         • Understanding needs and expectations of internal customers
         • The bid cycle: stages of vendor response and bidding
         • Managing contracts for projects
         • Why project contracts fail: how to avoid failure
         • Case study: the tendering process in an oil major
         • Oil industry best practice
         • Designing acceptance criteria
         • Interpreting proposals
         • Full and final offer
         • The tender team: the core team and support roles
         • One person tender teams
         • Tender teams for PFI
         • Roles in proposal evaluation

Tender Documents: The Devil Is In The Detail

Designing Optimal Evaluation Criteria

Managing Exposure: Effective Risk Management

Facilitating The Best Responses To The Tender

Applying Due Diligence To Ensure Viability Of The Supplier, The Bid And The Contract
          • Preparing the essential information
                     - Technical data
                     - Management information
                     - Commercial and pricing information
                     - Cost of ownership and cost/benefit issues
                     - Legal or compliance issues
                     - Security requirements
                     - Evaluation and selection criteria
                     - Negotiation strategy and tactics

         • Pricing structures; financial checklists, costs and allocation
         • Full and final offer
         • Managing risk
         • Tender structure, content and format
         • Covering letter, executive summary, body and appendices – balance; who should write
         • Tender standards
                   - Use of templates
                   - Style, language and presentation
                   - Electronic tenders
                   - Translation issues – scope for discrepancies?

         • Content: the vital messages
         • Alternative offers and creative solutions – or customer confusion?
         • Tender pitfalls – how to avoid them
         • Tender reviewing team and one-person proposals
         • Buyer behaviour and the decision making unit
         • Tender evaluation: MEAT & AQSCIR
         • Scoring and evaluation issues: example evaluations

Group Exercises

Conditions, Specifications And Service Level Agreements

Post-Tender Activities

Debriefing The Losing Tenderers

Putting It All Together In The Best Procurement And Tendering Plan

           • Quality standards: ISO 9000
           • How to specify the requirement
           • Service levels and support issues
           • What makes good and bad service level metrics
           • Quality in dynamic environments
           • Performance and throughput criteria: quality vs utilisation variability
           • Issues of technological obsolescence and residual values
           • Whose terms and conditions?
           • Challenging supplier terms and conditions

Providing Vendor Feedback