Date post: | 03-Jan-2016 |
Category: |
Documents |
Upload: | buck-edwards |
View: | 215 times |
Download: | 1 times |
Let Ascension take your business to new heights
Tender ManagerTender Manager
Scott WarnockAndrew Smillie
Let Ascension take your business to new heights
Company BackgroundCompany 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
Let Ascension take your business to new heights
What have we done?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
Let Ascension take your business to new heights
Why do people Tender?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
Let Ascension take your business to new heights
Risks of loosely specified TenderingRisks 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
Let Ascension take your business to new heights
Overview of Tender ProcessOverview of Tender Process
Business Case
Preparation
Requirements Study
Tender Preparation & Release
Implementation &
Review
Tender Evaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
What can Ascension offer?What can Ascension offer?
• Independent advice before you go to tender
• Suppliers perspective
• Full audit trail
• Reduced cost and timeframe
• Management of total process
Let Ascension take your business to new heights
Typical DeliverablesTypical Deliverables
BusinessCase Document
BusinessReadiness Doc.
Cost / BenefitAnalysis
MarketAnalysis
Business caseBusiness casePreparationPreparation
Functional / UserRequirements
TechnicalRequirements
CommercialRequirements
BPRRequirementsRequirements
StudyStudy
Tender PreparationTender Preparation& Release& Release
TenderDocument
AssessmentCriteria
OJEC / SCATNotice
SupplierList
Weighted Scor--ing Matrix
Tender resultsAnalysis
SupplierShort list
Recommen--dations
Tender EvaluationTender Evaluation
ProjectInitiation meet
Roles &Responsibilities
Reporting Structure
ChangeControl
ImplementationImplementation& Review& Review
Let Ascension take your business to new heights
Overview of Tender ProcessOverview of Tender Process
Business Case
Preparation
Requirements Study
Tender Preparation & Release
Implementation &
Review
Tender Evaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Business Case PreparationBusiness 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
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Typical ActivitiesTypical Activities
• Information gathering – workshops & – Interviews
• Benefits realisation work
• Industry analysis
• Market testing
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Typical DeliverablesTypical Deliverables
• Business Case document
• Business readiness assessment
• Cost benefit analysis
• Benefits statement & Plan
• Market analysis
• Terms of reference for next stage of work
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Requirements StudyRequirements 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
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Typical ActivitiesTypical Activities
• Detailed Functional requirements
• Detailed User requirements
• Detailed Technical requirements
• Development of commercial requirements
• Benchmarking & mapping of current processes
• Business process re-engineeringBusiness
CasePreparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Typical DeliverablesTypical Deliverables
• Functional & non-functional requirements
• Refined benefits statement & plan
• Current systems analysis & benchmark
• Documentation of current processes
• Business change statement– Organisation, Training, Communocations, Staffing
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Tender Preparation & ReleaseTender 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
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Typical ActivitiesTypical Activities
• Information gathering – workshops & – Interviews
• Review meetings with sponsor
• Procurement procedure checks
• Possible phasing of project
• Q & A session with suppliersBusiness
CasePreparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Typical DeliverablesTypical Deliverables
• Tender Document
• Assessment criteria
• OJEC / SCAT notice
• Suitable Supplier list
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Tender EvaluationTender 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 boardBusiness
CasePreparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Evaluation ProcessEvaluation Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Receipt Of Tender
Opening Ceremony/Compliance Check
ShouldAny Tenders be
Rejected?
Initial Impression/Evaluation (1)
Short List createdAnd agreed
User requirementsEvaluation
IsThere a clear
Winner
Ready toShort list?
TenderConditionsFollowed?
ClarificationsRequired?
Are Presentations
Reqd?
Agree recommendationSubmit report
Start ContractNegotiations
AwardContract
RejectTender(s)
CommercialEvaluation
TechnicalEvaluation
Acquire additionalInformation
ConductPresentations
Evaluation (2)
Yes
NoYes
No
Yes
Yes
No
No
Additional Info.Gathered
No
Yes
Yes
No
Evaluation(4) / review
Evaluation (3)
Let Ascension take your business to new heights
Weighted Scoring SystemWeighted Scoring System
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Reqts Weighted% Fit Score
81.1 9.56Requirement
Priority PossibleScore
ScoreGiven Actual Score
1.4.12 M 10 90% 91.4.13 D 6 60% 3.61.4.14 O 2 100% 2
81.1 5.03Possible Score
Score Given1.8.12 M 10 90% 91.8.13 D 6 60% 3.61.8.14 O 2 100% 2
65Total % Fit for This Tender
Priority Actual Score
Requirement
Timescale 50 6.21
Cost 95 11.8
AcceptanceCriteria
Weighting % of Total Score
ScorersSheet
WeightingsAgreedearlier
IndividualCriteriaScore
OverallScore
Let Ascension take your business to new heights
Example Scoring SheetExample Scoring Sheet
Number Description Req't Asses 1 Asses 2 Asses 3 Asses 4 Asses 54.11 Schedule of rates M G1 G2 G1 G2 G14.12 Overall Project Costs M G1 F2 F2 F2 F24.12.1 eBusiness application costs M G1 F2 F2 F2 F24.12.2 GSI Costs M6.1.1 Recent Implementations M E1 E2 G1 E2 G16.1.2 Alliances & Partnerships N E1 E2 G1 E2 G16.1.3.1.1 Details of staff M E2 E2 G1 E2 G16.1.3.1.2 Retention / assurances of staff D G1 G2 G2 G2 G26.1.3.1.3 Veto to change staff D G1 G2 G2 G2 G26.1.4.1.1 Specialise in software / implementationsO G1 G1 G1 G1 G16.2.1 Skills & Competencies (Arch & Infra) D G1 G1 G1 G1 G16.2.2 Implementation Experience M E2 E1 E2 E1 E26.2.3.1.1 Technical organisation M G1 E2 G1 E2 G16.2.4.1.1 Benefits your companies technical skillsM G1 G2 G2 G2 G2
Scores
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
LevelE1
E2G1G2F1F2P1P2U
Description WeightExcellent 100%
Good 80%Excellent 90%
Good 70%
Poor 30%Fair 50%Fair 60%
Poor 15%Unnaceptable 0%
Let Ascension take your business to new heights
Example Result SheetExample Result Sheet
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Aspects Considered Weighted PointsWeight
Points % Note Points % Note Points % Note Points % Note Points % Note
AverageA 70 49 70% 49 69% 46 66% 46 65% 47 67%
1 95 67 70% 38 40% 41 43% 38 40% 41 43% 51%
2 50 38 76% 35 70% 33 66% 35 70% 33 66% 70%
3 70 52 74% 50 71% 46 66% 50 71% 46 66% 70%
4 60 41 69% 46 77% 41 68% 42 70% 45 75% 71%
5 60 44 73% 46 76% 43 71% 45 75% 41 69% 73%
6 90 61 68% 68 75% 62 69% 63 70% 64 71% 71%
7 70 50 72% 52 74% 49 70% 51 73% 51 73% 72%
8 100 72 72% 74 74% 69 69% 74 74% 71 71% 72%
9 70 48 68% 49 70% 46 66% 49 70% 49 70% 68%
10 85 43 50% 64 75% 58 69% 43 50% 58 69% 65%
11 55 44 80% 36 65% 44 80% 36 65% 44 80% 75%
805 560 558 532 526 543
70% 69% 66% 65% 67% 68%
B 30 24 81% 24 81% 24 81% 0 0% 0 0%
1 10 9 85% 9 85% 9 85% 0 0% 0 0% 85%
2 30 24 80% 24 80% 24 80% 0 0% 0 0% 80%
3 30 24 80% 24 80% 24 80% 0 0% 0 0% 80%
4 30 24 80% 24 80% 24 80% 0 0% 0 0% 80%
5 0 0 0% 0 0% 0 0% 0 0% 0 0% 0%
6 0 0 0% 0 0% 0 0% 0 0% 0 0% 0%
7 0 0 0% 0 0% 0 0% 0 0% 0 0% 0%
100 81 81 81 0 0
% Fit 81% 81% 81% 0% 0% 81%
73% 73% 70% 46% 47% 72%Total With Weighting
Subtotal
Soft Criteria
Relationship / ConfidenceOverall Costings
Overall Solution
Subtotal% Fit
Maintenance / Resilience / AvailabilityScaleabilityRisk
CredentialsSolution (Functionality / requirements)SecurityIntegration with current systems
CostTimescalePhased Project plan / DocumentationTechnology
Assessor 4 Assessor 5
Tender presentation
Assessor 1 Assessor 2 Assessor 3
Evaluation Criteria
Let Ascension take your business to new heights
Example Graphical OutputExample Graphical Output
Assessor's Scoring
0%10%20%
30%40%50%60%
70%80%90%
Cost T imescale P hased
P r oject plan /
Documentation
T echnology Cr edentials Solution
(Functional i ty
/
r equir ements)
Secur i ty Integr ation
with cur r ent
systems
Maintenance /
Resi l ience /
Avai labi l i ty
Scaleabi l i ty Risk
Acceptance Criteria
% S
co
re
Assessor 1
Assessor 2
Assessor 3
Assessor 4
Assessor 5
0%10%20%30%40%50%60%70%80%
1 2 3 4 5
Assessors
Overall Tender Scoring
Assessor Scores
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
0%10%
20%
30%
40%
50%
60%
70%
80%
Cost Timescale Phased
Project plan /
Documentation
TechnologyCredentials Solution
(Functionality
/
requirements)
Security Integration
with current
systems
Maintenance /
Resilience /
Availability
Scaleability Risk
Assessor 1 Scoring
Assessor 1
Let Ascension take your business to new heights
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Implementation & ReviewImplementation & Review
• Project Initiation meeting
• Identification of roles & responsibilities
• Creation of Reporting structure and change control
procedures
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
Let Ascension take your business to new heights
Independent Management of TenderIndependent Management of Tender
• Project management of resources
• Workshop / Interview Planning & Facilitation
• Co-ordination of staff and project team
• Independent advice
• Supplier insight & knowledge
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process
BusinessCase
Preparation
RequirementsStudy
TenderPreparation& Release
Implementation&
Review
TenderEvaluation
Independent Management of Tender Process