Organizations commonly delegate certain tasks to external entities such as contractors, vendors, consultants, and suppliers through procurement processes to acquire goods and services. These processes encompass two primary phases. The initial phase, known as the Pre-Contract process, involves steps from identifying the need to formulating the contracting strategy, preparing procurement documents, floating tenders, evaluating proposals, selecting contractors, and concluding with the signing of a contract or agreement. The subsequent phase entails the execution of the contract by the involved parties and the management of the contractual relationship until the delivery of goods and services to the client.

The Pre-Contract Essentials training course has been developed to address the intricacies of the pre-contract processes. It underscores the significance of creating a well-structured and equitable contract that will facilitate smooth execution, minimize conflicts and disputes, and preserve positive business relations between the contracting parties.

The STRATEDGE Pre-Contract Essentials training course will cover the following key aspects:

• Aligning the procurement strategy with corporate goals
• Identifying needs and preparing procurement documents
• Soliciting bids from qualified sources (vendors, contractors, suppliers, consultants)
• Evaluating bids and selecting the most responsive proposals (Technical/Financial)
• Contract signing and an overview of various contract forms
• Contract negotiations and award

Upon the successful completion of the Pre-Contract Essentials training course, participants should be able to:

• Grasp the fundamentals of pre-contract processes.
• Comprehend the project strategy selection process, including the choice of project delivery methods, contract types, tendering methods, and prequalification processes.
• Understand the transformation of a comprehensive scope of work, goods, and services into a contracted scope.
• Gain insights into the creation of Pre-Qualification documents and tender documents.
• Actively participate in contract evaluation, source selection, and contract award processes.
• Acquire a clear understanding of the roles and responsibilities associated with all the aforementioned processes.

The training course aims to be dynamic and will employ interactive learning approaches. It will incorporate a range of established adult learning methods to guarantee optimal understanding, comprehension, and retention of the presented information, adhering to international standards and incorporating practical case studies.

DAY 1: Introduction and Procurement Strategy

• Course Overview and Preliminary Assessment
• Aligning procurement with corporate strategy
• Developing Programs/Schedules for procurement
• Traditional and innovative procurement methods
• Determining Procurement Method and Tendering Form
• Array of contract types
• Key elements of an effective procurement process
• Phases in the tendering process

DAY 2: Needs Identification and Document Quality

• Evaluating procurement documents
• Scope definition and Statement of Requirements (SOR)
• Using Project Definition Rating Index (PDRI) for scope evaluation
• Cost estimate preparation as a bidding reference
• Crafting General and Particular Specifications
• Creating Bills of Quantities
• Formulating other Technical Requirements
• Preparing General and Particular Conditions of Contract
• Developing additional tender documents

DAY 3: Source Pre-Qualification and Bid Acquisition

• Enhancing procurement through pre-qualification
• Preparing Pre-Qualification documents
• The pre-qualification process and shortlisting sources
• Compiling tender documents and inviting bidders
• Establishing Evaluation Criteria
• Addressing tender securities
• Bidder Conference and query responses
• Receiving and Opening Bids

DAY 4: Source Selection and Contract Award

• Technical Evaluation of Tenders
• Financial Evaluation of Tenders
• Handling tenders with deviations
• Final evaluation and bid ranking
• Negotiation and contract award
• Implementation of Performance Security
• International standard contract forms (e.g., FIDIC)
• Contract signing

DAY 5: Negotiation Skills and Course Review

• Role and significance of Negotiation
• Understanding Negotiation
• Characteristics of an effective Negotiator
• Essential Rules of Negotiation
• Strategies and tactics in Negotiation
• Comprehensive Course Review, Lessons Learned, and Future Directions
• Post-Course Assessment
• Course Conclusion