Bids, Tender and Contract Management

Module 1: Introduction to Bids, Tenders & Contracts

• Definitions & key concepts
• Public vs private sector procurement
• Tender lifecycle overview
• Importance of transparency and compliance
• Regulatory frameworks (e.g., UNCITRAL, FIDIC, local laws)

Module 2: Planning and Preparing for Tendering

• Identifying procurement needs
• Market research and pre-tender analysis
• Developing procurement strategy
• Expression of Interest (EOI) and Request for Information (RFI)
• Pre-qualification vs open tenders

Module 3: Developing Tender Documentation

• Request for Proposal (RFP), Request for Quotation (RFQ), Invitation to Tender (ITT)
• Technical vs financial specifications
• Defining evaluation criteria
• Terms of reference (ToR) and Statement of Work (SoW)
• Use of standard templates (e.g., World Bank, UN, national)

Module 4: Managing the Tendering Process

• Advertising and issuing tenders
• Bidder questions and clarifications
• Bid submission protocols
• Bid opening and recording
• Avoiding collusion and bid rigging

Module 5: Bid Evaluation Techniques

• Technical vs commercial evaluation
• Scoring methodologies
• Evaluation panels and conflict of interest
• Due diligence and compliance checks
• Documentation and audit trails

Module 6: Awarding the Contract

• Award recommendations and approvals
• Notification of award and regret letters
• Debriefing unsuccessful bidders
• Handling protests and disputes
• Contract finalization and execution

Module 7: Principles of Contract Management

• Contract lifecycle management
• Roles and responsibilities of contract managers
• Contract types: lump sum, unit price, time & material, etc.
• Service Level Agreements (SLAs) and KPIs
• Contract change control

Module 8: Performance Monitoring & Risk Management

• Tracking deliverables and milestones
• Contractor performance reviews
• Handling variations and amendments
• Managing risks and disputes
• Early warning systems

Module 9: Legal and Ethical Considerations

• Legal principles of contracts (offer, acceptance, consideration)
• Force majeure, indemnities, warranties
• Dispute resolution: arbitration, mediation, litigation
• Ethics, anti-bribery, and corruption frameworks (e.g., OECD, FCPA)
• Whistleblower protections

Module 10: Strategic Procurement and Lessons Learned

• Linking procurement to organizational strategy
• Sustainable and green procurement
• Digital transformation in tendering (e-procurement, AI tools)
• Capturing lessons learned for continuous improvement
• Case study review and participant presentations