Effective Tender Preparation and Evaluation Techniques

Event Details

    Introduction to procurement
    • The big picture of procurement
    • Total Cost of Ownership (TCO)
    • Best Practice

    Developing your sourcing strategy
    • Examining the tender/RFP process as a concept and its significance and place in the procurement and project management process
    • Defining your objectives, scope and boundaries
    • Examining the relationship framework
    • Can this process itself be outsourced?
    • How to prepare budgets and identify purchasing authorities
    • Planning and staffing requirements for procurement projects
    • How to reduce effort, time and costs
    • Analysis of the reasons why tenders/ RFPs can fail to deliver

    Understanding the professional tender/RFP process
    • Exploring the various stages of the purchasing process:
    - Quotations
    - RFPs
    - Expressions of interest
    - Requests for information
    • How to use the RFI conference and/or briefings
    • RFP closure process
    • How to assign the right staff and professionals
    • Techniques for goods/services analysis

    Writing and advertising the tender/RFP
    • Writing the proposal and specifications to attract high quality bids
    • How prescriptive should your specifications be?
    • The role of performance based specifications
    • How to apply TCO
    • Ensuring the design of your contract captures all of your objectives and expectations
    • Tailoring your contract to guarantee the terms and outcomes meet your needs
    • Incorporating performance measures into your contract
    • The pre-qualification process - when to use it

    Examining the sign-off and approval process
    • Analysis of the role of the sponsor and user group in the tender/RFP process
    • How to develop your business case before the approval meeting
    • What techniques are available for streamlining the approval process?
    • Successful techniques for how to plan and staff the evaluation team
    • How to be objective and fair when assessing tenders/RFPs

    Developing effective evaluation models for the tender/RFP process
    • What are the most effective evaluation methodologies available?
    • Effective techniques for filtering tenders/RFPs to reduce effort while increasing effectiveness
    • Best practice techniques for documenting evaluation models

    Best practice procedures for rejecting proposals
    • How to rank and shortlist tenders/RFPs
    • Designing benchmark criteria to evaluate expressions of interest and bids
    • Establishing a review panel: Who should be involved?
    • How to assess minimum conformity to process when evaluating tenders/RFPs
    • Effectively assessing negotiable contractual arrangements
    • Recognising the signs of minimum compliance
    • What is tolerable risk and how do you assess it?
    • How do you assess costs?

    Evaluating your suppliers: Developing key measures for a total cost and value approach
    • What are the roles and responsibilities of a procurement manager in the supplier relationship?
    • Creating a supplier development plan
    • What are the key phases of supplier management?
    • Analysis of the practical tools available for effective supplier management
    • Developing tools and techniques that can be applied to any supplier relationship
    • How can you measure supplier performance?
    • The future of supplier relationships in the electronic age
    • Assessing the value of moving to a partnership agreement
    • How to move towards a total cost value partnership

    Managing the legal issues in the process
    • The growing demand for performance- based contracts
    • Determining the rewards/penalties to encourage contractor performance
    • What do you do when it all falls apart?
    • The remedies available for breach of contract including damages, specific performance and injunctions
    • Examining the risk factors for the claimant
    • Termination of the agreement

    Post tender/RFP activities: Negotiating and awarding the contract
    • Methodologies for responding to client queries
    • Advising the successful applicant
    • Obligations regarding tender/RFP rejection
    • The legal pitfalls
    • Post tender/RFP negotiations
    • RFP tags
    • Letters of intent

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