Tender Manager

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Tender Manager

• Scott Warnock
• Andrew Smillie

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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

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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

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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

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Risks of loosely specified Tendering

• End up with a solution that you dont want
• At a price which you dont 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

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Overview of Tender Process
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What can Ascension offer?

• Independent advice before you go to tender
• Suppliers perspective
• Full audit trail
• Reduced cost and timeframe
• Management of total process

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Typical Deliverables
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Overview of Tender Process
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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

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Typical Activities

• Information gathering
• workshops
• Interviews
• Benefits realisation work
• Industry analysis
• Market testing

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Typical Deliverables

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

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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

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Typical Activities

• Detailed Functional requirements
• Detailed User requirements
• Detailed Technical requirements
• Development of commercial requirements
• Benchmarking mapping of current processes
• Business process re-engineering

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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

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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

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Typical Activities

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

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Typical Deliverables

• Tender Document
• Assessment criteria
• OJEC / SCAT notice
• Suitable Supplier list

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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

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Evaluation Process
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Weighted Scoring System
Scorers Sheet
Individual Criteria Score
Weightings Agreed earlier
Overall Score
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Example Scoring Sheet
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Example Result Sheet
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Example Graphical Output
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Implementation Review

• Project Initiation meeting
• Identification of roles responsibilities
• Creation of Reporting structure and change
  control procedures

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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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