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Tender Manager

Tender Manager. Scott Warnock Andrew Smillie. Company Background. Company formed in 2002 by two founding directors Our offerings are in the areas of: Business Consultancy eBusiness design & Implementation IT Security Networking & telecoms consultancy Sales Development

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Tender Manager

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  1. Tender Manager Scott Warnock Andrew Smillie

  2. Company Background • Company formed in 2002 by two founding directors • Our offerings are in the areas of: • Business Consultancy • eBusiness design & Implementation • IT Security • Networking & telecoms consultancy • Sales Development • Tender Process Management

  3. What have we done? • Home Office - Time recording & expenses system • WOSW - Business customer portal • CICA - eBusiness strategy Full Tender Management • United Utilities - Content & Knowledge management • NTL - 3G Network Implementation

  4. Why do people Tender? • To ensure best value for your investment • Want a solution that best matches your needs • Make sure that whatever you buy will last • Get opinions & Ideas from external suppliers who have done this before

  5. Risks of loosely specified Tendering • End up with a solution that you don’t want • At a price which you don’t want to pay • Solution may only solve short term problem • Might not be used widely • Have no audit trail describing why you chose the solution

  6. Business Case Preparation Requirements Study Tender Preparation & Release Tender Evaluation Implementation & Review Independent Management of Tender Process Overview of Tender Process

  7. What can Ascension offer? • Independent advice before you go to tender • Suppliers perspective • Full audit trail • Reduced cost and timeframe • Management of total process

  8. Implementation & Review Project Initiation meet Roles & Responsibilities Reporting Structure Change Control Weighted Scor- -ing Matrix Tender results Analysis Supplier Short list Recommen- -dations Tender Evaluation Tender Preparation & Release Tender Document Assessment Criteria Supplier List OJEC / SCAT Notice Requirements Study Functional / User Requirements Technical Requirements Commercial Requirements BPR Business case Preparation Business Case Document Business Readiness Doc. Cost / Benefit Analysis Market Analysis Typical Deliverables

  9. Business Case Preparation Requirements Study Tender Preparation & Release Tender Evaluation Implementation & Review Independent Management of Tender Process Overview of Tender Process

  10. Business Case Preparation • Preliminary Study prior to allocating funds • Identification & evaluation of possible business benefits • Evaluation of the businesses capability to complete the programme • Assessment of the companies market position • Project fit with current strategy

  11. Typical Activities • Information gathering • workshops & • Interviews • Benefits realisation work • Industry analysis • Market testing

  12. Typical Deliverables • Business Case document • Business readiness assessment • Cost benefit analysis • Benefits statement & Plan • Market analysis • Terms of reference for next stage of work

  13. Requirements Study • Outline of all the requirements to achieve the objective outlined in the business case • Consideration of all options and perspectives • Seek wider acceptance of impending change • Identify business process changes • Mitigate potential project risks

  14. Typical Activities • Detailed Functional requirements • Detailed User requirements • Detailed Technical requirements • Development of commercial requirements • Benchmarking & mapping of current processes • Business process re-engineering

  15. Typical Deliverables • Functional & non-functional requirements • Refined benefits statement & plan • Current systems analysis & benchmark • Documentation of current processes • Business change statement • Organisation, Training, Communocations, Staffing

  16. Tender Preparation & Release • Agreement of project scope & content • Identification of the distinctive requirements • Expansion of the user, functional, technical and commercial requirements • Workshop, review and re-work until tender document is accepted and agreed

  17. Typical Activities • Information gathering • workshops & • Interviews • Review meetings with sponsor • Procurement procedure checks • Possible phasing of project • Q & A session with suppliers

  18. Typical Deliverables • Tender Document • Assessment criteria • OJEC / SCAT notice • Suitable Supplier list

  19. Tender Evaluation • Construction of a weighted scoring matrix • Identification of any “Soft” criteria to be applied • Construction of markers scoring sheets • Creation of supplier short lists • Supplier presentations • Recommendation to project board

  20. Evaluation Process

  21. Weighted Scoring System Scorers Sheet Individual Criteria Score Weightings Agreed earlier Overall Score

  22. Example Scoring Sheet

  23. Example Result Sheet

  24. Example Graphical Output

  25. Implementation & Review • Project Initiation meeting • Identification of roles & responsibilities • Creation of Reporting structure and change control procedures

  26. Independent Management of Tender • Project management of resources • Workshop / Interview Planning & Facilitation • Co-ordination of staff and project team • Independent advice • Supplier insight & knowledge

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