Contract Preparation, Tendering and Evaluation

About the Course

In the age of commercial complexity, it is vital that the procurement and supply chain functions collaborate on their efforts and expertise. Procurement and supply chain management are being relied upon to make a difference and make meaningful contributions to the bottom line operating costs and capital expenditure.

This Contract Preparation, Tendering and Evaluation training course will give delegates the skills to draft contracts and tenders and the necessary understanding of what makes a fair and legally acceptable supplier evaluation. Delegates will leave with an in-depth appreciation of the current best practice tools and techniques used in drafting and preparing contractual documents, the process of tendering, and the nuances of evaluation. It is highly practical content aims to develop the commercial thinking of delegates about managing the process for strategic goals and day-to-day tactical needs.

Moreover, it is designed to empower the delegates with the skills and knowledge to understand drafting and tendering principles and techniques in an operational and managerial role to ensure optimal outcomes and to work in an agile and collaborative way with key suppliers.

Core Objectives

The delegates will achieve the following objectives:

• Understand the basic concepts of good procurement practices
• Understand the procurement cycle, from the development of needs to tendering, procurement, and contract award
• Understand the basic concepts of good procurement practices
• Apply a range of tools and techniques for developing scopes of work and specifications
• Understand how to write precise needs statements and scopes of requirements and why this is particularly important in procurement
• Develop skills for successful tendering and procurement
• Learn ‘best practice’ techniques for tendering and procurement
• Learn how to write a legally enforceable contract in an international environment

Training Approach

This training course is driven by a blended learning approach and draws on various adult learning techniques such as action learning, experiential exercises, group discussions, video case studies, role play, and self-reflection activities. The resulting variety helps delegates stay engaged throughout the course, feel challenged and draw quick wins for their development. It also ensures delegates are exposed to ample opportunities to apply what they learn to the real-world challenges they face in the workplace.

The Attendees

The training course is ideal for experienced (and semi-experienced) commercial procurement managers in public and private sectors who want to demonstrate significant achievements in the field and/or gain knowledge and best practice insights. It is expected that the delegates will have some varied experiences. Similarly, it is of value to those who have recently embarked upon a career in procurement.

Likewise, it will be valuable to the professionals but not limited to the following:

• Lead Buyers and Buyers
• Procurement Specialists
• Contracting Officers and Managers
• Procurement Analysts
• Purchasing Managers
• Procurement Officers
• Directs and Indirect Buyers
• Sourcing Managers
• Category Managers
• Procurement Assistants and Managers

Daily Discussion

DAY ONE: PROCUREMENT PRACTICES AND PRINCIPLES

• The Basics of Procurement
• The Procurement Cycle Explained: From the definition of need to the satisfaction of the need 
• The Role of Procurement in the Cycle
• Key Procurement Documents
• Importance of Cross-functional Working
• Operational Risks that Procurement Manage

DAY TWO: THE TENDERING PROCESS

• Understanding Business Needs
• Specifications: Conformance or performance specifications? Specifying capital assets, Specifying services
• The Use of International Standards
• Deciding on Contract Strategy: Single or dual or multiple sources? Long-term or short-term?
• Supplier Research: Researching for suppliers available – Internet, databases, advertising. The use of market research for gaining in-depth information, Financial performance
• Supplier Appraisal Tools

DAY THREE: TENDER EVALUATION

• Evaluation Criteria
• Scoring and Weighting
• Methods of Tender Evaluation
• Moderation Meetings
• Contract Award Decisions
• Debriefing Suppliers
• Best practice in Tender Evaluation

DAY FOUR: CONTRACT DRAFTING AND PREPARATION I

• What is a Contract?
• Elements of Contracts
• Implied and Express Terms
• Conditions and Warranties
• Exclusions and Liability Clauses
• Payment and Incentive Mechanisms
• Best practice Contract Management techniques

DAY FIVE: CONTRACT DRAFTING AND PREPARATION II

• Dispute Resolution
• Governing Law and Jurisdiction
• Entering into a Valid Contract
• Drafting Guidelines and Considerations
• Reviewing Existing Contracts – Tips
• Future-proofing Contracts
• Close Out and Action Planning