Tendering for Contracts Training - Top Ten Procurement Tips

Creating a Level Playing Field in Public Sector Tendering and Contracting:       Contract Tendering Tips

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(13)  Preparing Estimates for Quotation. The Purpose, Function and Objectives of Cost Estimating.

Reviewing the tender requirements and some of the required steps in preparing a cost estimate for quotations / tender.
  • Mechanics of Cost Estimating
  • Cost estimate format
  • Establish labour rates and labour cost calculations
  • Preparing Bond Calculations & Assessing Risks
  • Assessment of risk and profits
  • Establishing the Right Tender Pricing
  • Types of pricing / Cost and price analysis / Price variations
  • The Tendering Process
  • Specification writing and tender documents
  • Tender evaluation and procedures
  • Contract Negotiation and Contracts Administration
  • Tender negotiation / Negotiation skills / Cash flow
  • Project control management / Work exercises
  • Building a Tender Information System
  • Data classification / Data gathering / Data Protection
  • Data storage and retrieval

(14)  Tendering Documents

  • Preparation

  • Structuring

  • Presentation

  • Check List

Barriers to SME Entry into the Contracts and Procurement Process
One of the main barriers to SME entry into this lucrative sector are; (a) lack of appropriate resources that would ensure success (b) lack of appropriate training in the contract and procurement process (c) pre-conceived ideas of obstacles to wining a contract, (d) lack of information, (e) the perceived complexity of the contracting and procurement process, (f) a lack of clear and measurable commitment from government.

Because of both the actual and perceived barrier to entry, SME’s need access to top level training and mentoring support and a clear commitment from government that SME's are indeed welcome to take part in the process.
    What is most important in a Proposal?
    It depends on the case, in a normal business plan this is usually the cash flow analysis and specific implementation details. In a contract project the cash flow element is more or less guaranteed – it is the project management, quality and work flow elements that are most important.

    Market Analysis:
    SME’s need to know their markets, customer needs, where they are, how to reach them, etc. Who does what and when - this should not stop here you need to review your progress against the plan at periodic intervals and amend the plan to suit any changes that might occur.

    You need to develop an Action Plan and Schedule, emphasis should be made on setting review periods for each of your activities or tasks to help ensure you are on course to achieve your Contract Objectives.

    Crisis Management
    Crisis Management occurs when you focus on a problem only when and where it manifests itself, rather than investing the time and resources to install a long-term solution, which would ultimately prevent the crisis from occurring in the first place.

    Implementing Quality Management Systems
    If you purchase the computer in the first place and invest the time to learn how to use accounting software, entering sales activity once not only produces your invoices and statements automatically, it simultaneously creates the revenue portion of your accounting.

(15)  What are the important lessons that SME’s should learn?.

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Understanding and developing a strategy is based on discussion, dialog and debate, in a word, through conversations. Ultimately, the objectives can be expressed via a scorecard or some other device for measuring and reporting on company performance. Individual effort can then be assessed in light of these objectives.

Common Procurement Vocabulary : Some Fundamental Facts
Regardless of what business you are in, there is a buyer somewhere within the public sector with whom you can do business, this is a fact.

    Prospective Public Sector Suppliers must learn How To;

    1. supply procurement Needs with innovative Solutions that deliver added Benefits
    2. be aware of tenders, as they are announced by the public sector
    3. develop Procurement strategies, their solutions and benefits
    4. respond to invitation to tender notices
    5. make contact with potential contract providers
    6. establish a partnership to compete more effectively
    7. prepare well structured tender documents abd proposals
    8. implement quality management systems
    9. differentiate yourself & increase your chances
    10. build relationships as sub-contractors
    11. market their products & services for contracts
    12. where they fit into the supply chain
    13. manage projects effectively & profitably
    14. profit from the contracting and procurement process
    15. get involved in the lucrative contracting and procurement sector
Learn to develop a tendering strategy that is adaptive to the public sector procurement process, determine what is required and devising and adopting the means to become the supplier.

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