How To Convert Tender To Contract

Take this scenario/ Case, potential contractor submits their offer of your TOR or RFP and include
their timeframe with high level schedule as mentioned in tender requirement documents, what
there:

Root Causes

  • Proposed offer includes timeframe schedule include that the access to site to begin
    after 4 weeks of project commence date;
  • But document appendix to tender still include that the access to site within 2 weeks
    only;
  • Employer release LOA based on winning tenderer offer, without mention to site
    possession topic;
  • While the Planning specialist reviewing the proposed baseline schedule submission, the
    Project Manager notifying his/her Planner to ensure that contractor reflect the
    mobilization planned start to be not less than 4 weeks as contractor mentioned in their
    offer, which not happened as the planned start date was adapted to Appendix To
    Tender Document.

The Crash Topic

Care Preventative actions taken with existing controls in place by both parties during convert
tender documents to Contract.

Crash Topic Description

Useful benefit mentioned in lower priority contract documents conflicted with opposite or/and
less benefit mentioned in higher priority contract documents.

Case To Be

  • Engineer/ Employer while reviewing potential contractor offer documents found a benefit to their project provided by the tenderer, but conflict with higher priority documents.
  • During negotiation period Engineer/Employer to discuss the issue with potential Contractor and argy with them to include and modify the conflict item(s) in higher priority document.
  • Base on Win-Win Deal both parties to process the Contract conflicts. 
  • For full Presentation slides click here.  
Slide 00
Crash Topic
Slide 01
Slide 02 Tender
Slide 03 Offer
Slide Contract
Tricky
Learnt Lessons
Tools
drop

Tricky Topic Here:

  • Potential Contractor provide more useful offering services include in their schedules.
  • Potential Contractor provide conditions / or Not include some of enabling works in their schedules.
  • Response to tenderers’ queries not crystal nor adding more deTails about contract.
  • Tech team reviewing only their related Items of their niche

Learnt Lessons:

  • Engineer / Employer to add contractor useful changes in upper priority contract doc;
  • Consider Contractor missing Contract enabling works during negotiation period.
  • Contract administrator to avoid generic reply from tech team.
  • Reviewing team include t-shape member to close the Gap Between tech niches.

Tools & Techniques:

To ensure proper implement of that procedure, I recommend to implement those tools & techniques for healthy outputs performance:

  1. Relief Pain A4 sheet to anaLyze Tenderer schedules.
  2. DOD table Definition of done reQuired from reviewing team.
  3. Compliance Checklist to avoid technical conflicts.  

Leave a valuable comments below to get those template for free. 

Full Crash Topic presentation is available here

This Post Has 2 Comments

  1. Migdad7@outlook.com May 30, 2022

    Go forward Prof of Project Management

    1. hadyshendy June 1, 2022

      Thanks and if you need any services contact me

Comments are closed.