Executing the Pre-Award Phase of a Project or Major Procurement

Introduction:

This manual on pre-award procurement and project management covers the core principles of contract management. It addresses everything from establishing a business case and justifying its need to relationship management, contract administration, and evaluating contract effectiveness.

Designed to encompass both bid submission and post-award contract administration phases, the course provides a universal approach applicable to various contracts, from simple purchase orders to complex construction or service contracts. It advocates for a project management strategy relevant to both public and private sector contracts.

Objectives:

In this Pre-Award Procurement and Project Implementation program, you will:

• Understand the stages of project implementation and procurement processes.
• Examine the role of project procurement in project management.
• Explore the project procurement process from planning to contract execution.
• Identify project procurement strategies and their application.
• Develop a tailored project procurement plan.
• Understand different types of project procurement and their characteristics.
• Analyze tools and systems used in project procurement management.
• Describe the pre-award phase in relation to project or procurement awarding.
• Identify the implementation phase within the project lifecycle.
• Appreciate the significance of the implementation phase in project management.

Training Methodology:

• Expert-led lectures
• Case studies
• Group discussions
• Role play
• Workshops
• Simulation exercises
• Document analysis
• Q&A sessions

Course Outline:

Unit 1: Project Definition

• Scope of Work
• Work Schedule
• Cost Estimation
• Contract Price Risks (Lump Sum, Unit Rates, Combination)
• Fixed Price Contracts
• Tender Types (Open, Limited, Single Source)
• Bidding Policy and Management
• Invitation to Tender or Request to Qualify

Unit 2: Prequalification Form

• Tender Package Preparation
• Technical Bid Documents
• Key Technical Requirements
• Managing Scope-Related Risks
• Commercial Bid Documents
• Key Contract Clauses
• Pricing of Variants
• Documentation

Unit 3: Managing the Bidding Stage

• Document Delivery
• Query Handling
• Meetings with Bidders
• Site Inspection Trips
• Interactions with Bidders
• Bid Opening Dates
• Submission Requirements Confirmation

Unit 4: Bid Programs, Schedules, and Submission Requirements

• Bonding Bids
• Alternate Proposals Submission and Evaluation
• Bid Comparability
• Bid Clarificatory Negotiation
• Negotiation During Evaluation

Unit 5: Award Recommendations

• Award Letter
• Intent Letter
• To Proceed Letter
• Award Notification Letter
• Guarantees and Bonds
• Contract Agreement
• Notification to Unsuccessful Tenderers

Unit 6: Good Management Practice with IT Tools

• Improving Productivity
• Delivering Better Quality
• Reducing Expenses
• Introduction to E-Tendering
• E-Tendering Developments

Conclusion:

This course provides essential knowledge and skills for understanding project implementation processes and procurement management techniques. Participants will outline the phases of project implementation and procurement, formulate appropriate plans for project execution, and address intricacies of the pre-award phase. The course enhances participants' knowledge of project procurement methods and their application, leading to a stronger understanding and capability in project procurement practice.