Managing Preparation of Requests for Proposals
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Transcript of Managing Preparation of Requests for Proposals
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8/19/2019 Managing Preparation of Requests for Proposals
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MANAGING PREPARATION OFMANAGING PREPARATION OF
REQUESTS FORREQUESTS FOR
PROPOSALS:PROPOSALS:A QUANTITY SURVEYOR’SA QUANTITY SURVEYOR’S
OUTLOOKOUTLOOK
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The adoption of Act No 21 ofThe adoption of Act No 21 of2004 (The Public Procurement2004 (The Public Procurement
Act, replacing and repealing a Act, replacing and repealing asimilar Act of 2001similar Act of 2001
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Consultants have to be very
familiar with the Act andRegulations made under theAct for competitive responsesto RFPs
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Some features of the Act and
Regulations wrt Consultants:
• Act does not directly distinguishbtn Contractors, Consultants orSuppliers this done by Reg!lations"
• Procuring #ntity Staff may andoften feature in evaluation andtender reporting
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• Fraud and Corruption
• Appeals
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The RFP-Basic
features 1) Letter of Invitation
2) Information toConsultants
(normally of a generalnature on the RFP-incl. o!s an on!ts )
") #tanar Format for the
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%) #tanar Format forthe &nancial $ro$osal
') erms of Reference-
s$eci&es generalreuirements
*) #am$le Form ofContract
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Responding to the RFPResponding to the RFP
Read all pages carefully-ask for yr own copyRead all pages carefully-ask for yr own copy Stick to one Architect for a given RFPStick to one Architect for a given RFP
AN N!T"#$AN N!T"#$ Two i%portant parts& Two i%portant parts&
Technical Technical
FinancialFinancial
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The Technical ProposalThe Technical Proposal
Consider and discuss %ain areas ofConsider and discuss %ain areas of
di'culty (e$g$ e)cessive anddi'culty (e$g$ e)cessive and
strenuous travels* e)tre%ely hugestrenuous travels* e)tre%ely huge
volu%es of reportsvolu%es of reports "sta+lish your technical capa+ilities&"sta+lish your technical capa+ilities&
-Availa+ility of sta,hiring possi+ilities-Availa+ility of sta,hiring possi+ilities
-Previous e)perience-Previous e)perience
-Consultants you %ay need-Consultants you %ay need
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rganise all information re!uired b"rganise all information re!uired b"
the Architect#$ngineer%the Architect#$ngineer%
Fir%.s previous e)perienceFir%.s previous e)perience
Co%%ents on T!R if anyCo%%ents on T!R if any /ethodology (your co%ponent0/ethodology (your co%ponent0 Sta, co%position and task assign%entsSta, co%position and task assign%ents
C1s on accepta+le for%atC1s on accepta+le for%at Ti%e schedules for Professionals Ti%e schedules for Professionals Activity schedulesActivity schedules
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The Financial ProposalThe Financial Proposal
2reakdown of your re%uneration per2reakdown of your re%uneration per
activity and su%%aryactivity and su%%ary
2reakdown of Rei%+ursa+les2reakdown of Rei%+ursa+les
-Regular sta, -Regular sta,
-3ocal sta, -3ocal sta,
-Consultants-Consultants
-!'ce rentsta, salaries etc$-!'ce rentsta, salaries etc$
-4our other costs e$g$ loss on other-4our other costs e$g$ loss on other
proposals5proposals5
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Financial Proposal contd&Financial Proposal contd&
2reakdown of /iscellaneous e)penses2reakdown of /iscellaneous e)penses
-Travel costs-Travel costs
-Su+sistence allowances-Su+sistence allowances
-!'ce rent-!'ce rent
-Phones and fa)es etc$-Phones and fa)es etc$
-"6uip%ent (vehiclesco%puterscopiers0-"6uip%ent (vehiclesco%puterscopiers0
-Software-Software
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For discussion%For discussion%
'pecial issues rt to )' profession'pecial issues rt to )' profession Additional work re7ecting in evaluation of lossAdditional work re7ecting in evaluation of loss
and e)pensesand e)penses
Additional ti%e in handlingAdditional ti%e in handling
disputesnegotiationsdisputesnegotiations Additional travels for valuations whereAdditional travels for valuations where
veri8cations +eco%e necessary-e)tra travelsveri8cations +eco%e necessary-e)tra travels
/easure%ent and valuing of variations/easure%ent and valuing of variations
(depending on nature of pro9ect and variation0(depending on nature of pro9ect and variation0 And for all& Professional :nde%nity issues wrtAnd for all& Professional :nde%nity issues wrt
RFPs5RFPs5
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*o can this be handled+*o can this be handled+
Raise so%e of the issue in co%%entsRaise so%e of the issue in co%%ents
to T!Rto T!R
4our winning tea% %akes a lay client 4our winning tea% %akes a lay client
aware of what is at stake (e$g enter aaware of what is at stake (e$g enter a
caveat-that drastic changes in futurecaveat-that drastic changes in future
will attract added fees0will attract added fees0
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$istential -ontradiction%$istential -ontradiction%
4our co%petitor friend will deeply 4our co%petitor friend will deeply
sy%pathi;e with you if you su+%itsy%pathi;e with you if you su+%it
late of the su+%ission is de8cientlate of the su+%ission is de8cient
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$istential contradiction cont.d$istential contradiction cont.d
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on.t avail hi% of thison.t avail hi% of this
opportunity====opportunity====
Thank you