Complete Tendering and Contracts process

Course Overview

The purpose of this course is to make the learner understand the complete principles of
contracts administration from the inception of tender preparation till the contract award including
the post award activities. The author has outlined each stage with detailed description in order
to make the learner understand and practice the roles of a contracts professional and perform
the assigned tasks with great confidence.

Who should attend this course?

 Contracts Managers
 Procurement Managers
 Procurement Engineers
 Supply Chain Managers
 Strategic Sourcing Executives
 Contracts engineers
 Contracts executives
 Contracts administrators
 Contracts specialists
 Contracts assistants
 Cost engineers
 Fresher in the field of contracts
 Individuals interested to maximize their knowledge skills

Course Content

Chapter Title Description

Administration  Definition
 Examples
Malmanagement  Definition
 Examples
Contract  Definition
 Different terms for contract
 Difference between different
forms
 Necessity of a contract
Contracts administration  What is Contracts
Administration
 Importance of Contracts
Administration
 Stages in contract
 administration
 Role of a contracts
administrators
 example of contract
administration
 advantages of contracts
administration
 purpose of contracts
administration
 contract administration
strategy
Contracts Management  What is Contracts
Management
 Importance of Contracts
Management
 Stages in Contracts
management
 Role of a Contracts
administrators
 example of Contract
management
 advantages of Contracts
management
 purpose of Contracts
management
 Contract management
strategy
Contract Lifecycle Management  CLM Explanation
 CLM stages
Documentation  Recording the document
management
 Auditing
 Claims
 Arbitration and disputes
Fundamentals of Contracts  What are the fundamentals of
Management contracts Management

Contract stages  Pre-Tender

Activities under Contract stages
Budgets and Estimate
 Post Tender
 Pre-Contract
 Post Contract
 Pre-Tender Activities
 Post Tender Activities
 Pre-Contract Activities
 Post Contract Activities
 Estimates
 Budget approval
 Templates
Tender  Definition of a tender or bid
 Purpose of a Tender
 Definition of a tendering
process
 Purpose of tendering process
 Definition of a tenderer or
bidder
 Tender numbering
Tender committee  What is tender committee
 Roles and responsibilities of
Tender committee
 Financial threshold of a
tender
Pre-qualification Process  What is prequalification
 Prequalification
advertisement
 Prequalification documents
 criteria
 Evaluation
 Notification
Prequalification documents  Contractors General
Information
 Company Organization
 Site/Project Organization
 Project Facilities, Plant and
Equipment
 Proposed Suppliers
 Subcontractors
 Procedures, QA/QC, HSE,
 WORKLOAD
 Purpose of a Tender
 Definition of a tendering
Objectives of Tendering process
 Purpose of tendering process
 Importance of the tender
process
 Definition of a tenderer or
bidder
Scope initiation  Scope receipt
 Scope finalization
 What are the types of tenders
 Open or competitive
 Short listed or Restricted
 Single source
Types of Tenders
 Sole source
 Advantages and
disadvantages of each type

Types of Contracts
Pros and cons of each type
Methodology in choosing the right
type of Contract
Tender Strategy
Contents of a Tender document
Instructions to Tenderers
Issuing Draft Tender internal
review
 what are the types
 lumpsum
 measurable
 cost plus
 time and material
 unit rate
 advantages of each type
 scope
 duration
 examples
 Definition
 Need
 Tender Plan format
 Contract Request form
 templates
 Invitation to Tender
 RFQ, RFP and RFI
 Instruction to tenderers, ITT
 Terms and conditions
 Scope of work
 BoQ
 Payment terms
 Insurance requirements
 Administrative instructions
 Contractor resources
 Materials provided by client
 Facilities provided by client
 Drawings
 Plans HSE, Quality, engg,
execution plan
 templates
 introduction
 scope
 submission details
 tender bond, template
 when the tender bond is not
applicable
 Acknowledgement
 intent to submit
 tenderer check list
 tender decline/accept
 templates
 Prepare draft tender
 Issue for internal review to
finance, legal and end user
Finalizing the Tender document
Issuance of Tender
Mid Tender meeting/site visit
Tender bulletins
Bid closing date
Receipt of Bids
Distribution of Bids
Technical Clarifications
Technical evaluation
 Incorporate comments
 Finalize the tender document
 Make the tender ready
 Whom to issue
 Advertisement form
 How to issue
 Invitation to Tender
 Collection of Tender
 Record of issuing the tender
 what is mid tender meeting
 when to call for a mid-tender
meeting
 format for mid tender meeting
invite
 site visit invitation
 process of conducting site
visit
 what is tender bulletin
 when to issue
 Tender Bulletin Format
 definition of bid closing date
 approval of bid closing date
 extension of bid closing date
 bid receipt
 bid log
 bid opening procedures
 commercial bids
 technical bids
 bid forwarding memo
 custody of bids
 distribution of bids
 copies of bids
 what is technical clarifications
 whom to issue the technical
clarifications
 what is technical evaluation
 why technical evaluation is
needed
 team members
 role of team members
 Technical evaluation criteria
 scoring
 format of technical evaluation
report

Commercial Clarifications
Commercial evaluation
What is negotiation?
Award Approval process
Definition of a Contract
Contents of a Contract
Preparing a draft Contract
Preparing the final Contract
 what is commercial
clarifications
 whom to issue the
commercial clarifications
 Need for commercial
evaluation
 team members
 role of team members
 commercial analysis
 scoring
 format of commercial
evaluation report
 What is negotiation?
 Types of negotiations
 Process of negotiation
 Negotiations skills
 Effective documentation
 Negotiation strategy
 Team members in negotiation
 Invitation of negotiation
 Finalizing the negotiation
 Documenting the negotiation
 award recommendation
 letter of acceptance
 performance bond
 insurance
 letter of award
 letter of acceptance
 what is a contract
 importance of contract
 parts of a contract document
 form of contract
 terms and conditions
 scope
 price
 appendices
 filled in forms
 deliverables
 inputs
 contents
 review process
 inputs
 contents
 finalization process
 recipients
 storage
 filing
Contract distribution  regret letters

Invoice Processing  progress receipt

 progress certification
 invoice receipt
 invoice payment
 invoice log
 completion certificate
 discharge certificate
Close out  final payment
 document lessons learnt
 What is variation
 Types of variations
 Change order
 How to avoid variations
Variations
 amendments
Variation process  review change request
 issue change notice
 prepare scope and estimate
 issue invitation
 receive proposals
 prepare negotiation strategy
 conduct negotiation
 award change order
 prepare change order logs
claim  what is a claim
 types of claims
 reasons for claims
 tools to avoid claims
Process steps of claims  register a claim
 form the team
 evaluation
 recommendation
Dispute resolution  what is a dispute
 what is ADR
 Types of ADR
Supply chain  What is supply chain
 Difference between supply
chain and contract
 Functions of SCM
Supply chain process steps  The SCM process steps
 Benefits of SCM
Procurement  What is procurement
 Types of procurement
 Difference between
procurement and a contract
Procurement process  Step by step process of
 procurement
 Principles of procurement
 Procurement vs purchasing
Material procurement  Material procurement
 Stages of Material
Procurement