Bid, Tender and Specification Writing
20-24 May 2024
Sandton
Johannesburg South Africa
Cost per Delegate
R19,999.00
Course Overview:
It is critical for any business to understand the concepts and business needs for communicating the needs and developing the effective specification. The business needs to plan out the bidding process to derive the best outputs and also be aware of the legalities and practical issues regarding the tendering process. Apprising the various stakeholders about the actions and also should plan for risk management should the unforeseen circumstances occur.
This course will empower you with accurate information at the different stages of the tendering process such as inviting bids, selecting criteria & weightings, evaluating of tenders, shortlisting, awarding the successful tender, debriefing, auditing, transparency and probity.
Course Objectives
By the end of ‘Bid, Tender and Specification Writing Course’, you will be able to:
• Understand the criteria constituting the formation of a contract
• Learn the essentials of making an Effective Bid Management
• Be informed of the legal status of invitation to tender
• Be aware of legal issues in the tender process
• Understand the process of contracting and documentations
• Know the legal obligations of owner and bidders
• Obtain understanding on drafting specifications in Bid Preparation
• Ethical conduct on the Bidding process
• Acquire the principles of evaluation of tenders
• Sharing the best practices on Tender and Bid Management
Who should Attend
• Procurement and Supply Chain Managers
• Chief Procurement Officers
• Procurement Team Leaders
• Cross-functional team members
• Commercial Specialists
• Contract Managers
• Sourcing Manager
• Commodity Managers
• Category Managers, Buyers (Junior to Senior)
Course Outline:
Module1- Introduction to Specification
• Understanding Business needs
• Cross functions inputs to specification
• Stakeholders inputs to be considered in specification
• EBI & ESI
• Types of Specification:
• Conformance Specifications
• The technical specification for product and service
• Performance Specification
• Pro and Cons of Conformance and Performance Specification
• Use of Standards in Specification
Module 2 – Developing Sustainable Specifications
• Incorporating – HSE considerations when developing the specification
• Context of Right Specification to meet the business needs
• Consequences of wrong/inadequate specification
• Developing KPI’s and SLA’s
• Use of Benchmarking to develop effective specifications
Module 3 – Pre-Tender Assessments
• The rationale for Tendering Process
• Anti-competitive agreement (Competition laws)
• Collusive Tendering and Bid-Rigging
• Transparency & corruption
• The Scope of the Contract (Scoping)
• Type & Quality of Goods and Services required
• Mode of Delivery of Services
• Consultancy contracts
• Construction/ Works / Service contracts
• Factors affecting the contract
• Cost, complexity
• Project drivers
• Time constraints
Module 4 – Introduction to Tender
• Strategies governing Tender
• Tendering governance in Procurement Policy and Procedures
• Type of Tenders
• Tender Working Group
• Cross functional input to Tender
• Preparation of Tender Documents
• Invitation to Bids – ITT/ IFB
• Preparation of Pre-qualification process
• Developing on the RACI Matrix
Module 5 – Defining Tender Committee Roles and Responsibilities
• Presents the Goal of Evaluation and Selection Methods
• Provides A List of Policies and Related Legislation
• Stresses the Departmental Guiding Principles and Best Procurement Practices
• Defines the Role and Responsibilities of Personnel Involved Within the Evaluation and Contractor Methodology Process Identifying the Requirements to Prepare the Bid Solicitation Document
• Discusses the Structure and Content of The SOW Provided by The Client
• Explores the Importance of The Requirement Definitions
• Exploring the Time line before
Module 6 – Detailed List of Elements of a Bid Solicitation Document
• Define Players and Responsibilities of The Bid Evaluation Team
• Technical criterion
• Commercial criterion
• Joint Evaluation Matrix
• Key Principles in the Evaluation of Tenders
• How to Evaluate Non-Price Criteria
• Clarifying Tender Submissions that may be unclear
• The weighting of Criteria and Scoring
• Pre-Tender negotiation
• Post Tender negotiation
• LOI / Contract Finalization
• Process of De-briefing
Module 7 – Evaluating the Bid Responses
• Explores in Depth the Evaluation Process
• Presents Examples of Bid Scoring Grids and The Evaluation Summary Report
• Introduces Negotiation Procedures
• Discusses the Options of Bypassing, Cancelling, Reissuing and Extending Bids
• Lists the Considerations Prior To Awarding A Contract and Most Common Complaints
• Provides an Introduction and Lessons Learned from Past Bid Challenges
• Review of Bids and Recommend the Awards
Module 8 – Cost Plus Evaluation and Principles on Contract & Negotiations
• Cost Plus Factors
• Fixed Price Mechanism
• Negotiation in Price and Contract Terms
• Introduction to Contract
• Indemnities & Liabilities
• Contract Management
Module 9 – Risk Management in Tender Bidding Process
• Binding Process Contract
• Non-binding relationship
• Flexibility within the Tender Guidelines / Specifications
• Documentation
• Diligence in Drafting Tender Documents
• Fair & Equal Treatment to all Bidders in Tender Process
• Training to highlight Risks
• Misrepresentations to Bidders and Tenderers
• Reducing risk being non-compliant bids
Module 10 – Sharing Best Practices in Bidding
• How to Win Bids? What 7 things client wants …
• Bid or No Bid?
• What is the strongest strategic tool?
• Guidelines for Bidding
• Points to look out for in Tender Documents
• Managing Bid & Bidding team
• 6 Key features of bid summary
• Sharing Ethical Moral principles
End of the Workshop
For Training arrangements call us on the detail below
TANZANIA: +255 749 50 26 78
SOUTH AFRICA: +27 694 31 79 73
KENYA: +255 749 50 26 78
DUBAI: +27 694 31 79 73
