# Introduction

Organizations often outsource tasks to contractors, vendors, consultants, and suppliers through procurement processes to acquire goods and services from external sources. This process consists of two main phases: the Pre-Contract phase and the Contract execution phase. The Pre-Contract phase involves identifying needs, formulating a contracting strategy, preparing procurement documents, inviting tenders, evaluating proposals, selecting contractors, and signing the contract. The second phase focuses on executing the contract and managing the relationship until the goods and services are delivered to the client.

This Pre-Contract Essentials training course is designed to navigate the Pre-Contract processes and emphasizes the importance of creating a fair and comprehensive contract that minimizes conflicts and preserves positive business relationships.

This GLOMACS training course will cover:

– Aligning procurement strategy with corporate objectives
– Identifying needs and preparing procurement documents
– Obtaining bids from qualified vendors, contractors, suppliers, and consultants
– Evaluating bids and selecting the most responsive submissions (Technical/Financial)
– Understanding contract forms and signing processes
– Conducting contract negotiations and awards

### Objectives

By the end of this Pre-Contract Essentials training course, participants will be able to:

– Understand the key components of the Pre-Contract processes
– Recognize the project strategy selection process, including delivery methods and contract types
– Develop a comprehensive scope of work for goods and services
– Create Pre-Qualification documents and tender documents
– Participate effectively in contract evaluation, source selection, and contract awarding
– Understand the roles and responsibilities involved in these processes

### Training Methodology

This training course will employ interactive learning methods, utilizing proven adult learning techniques to maximize understanding, retention, and application of the presented information, supported by international standards and practical case studies.

### Organizational Impact

Participants attending this GLOMACS Pre-Contract Essentials training course will be better prepared to manage pre-contract activities proactively. As a result, the organization will benefit from:

– Enhanced skills for fulfilling responsibilities and objectives in the pre-contract phase
– Development of comprehensive tender documents that streamline processes and support later contract administration
– Improved project team performance, allowing for quicker and more cost-effective contract development
– Better contract selection and award processes

### Personal Impact

Participants will be able to:

– Comprehend and apply effective pre-contract processes
– Demonstrate increased competence in contemporary contract development and management
– Create realistic bid documents and manage them professionally
– Minimize future disputes and claims through the development of professional contracts

### Who Should Attend?

This GLOMACS Pre-Contract Essentials training course is suitable for a wide range of professionals involved in contract preparation and source selection, including:

– Individuals responsible for preparing procurement strategies and tender documents
– Professionals engaged in developing tender documents
– Those involved in source selection and contract awarding
– Contract administrators, supervisors, and support staff
– Project owners and clients

### Course Outline

**Day 1: Introduction and Procurement Strategy**
– Course introduction and pre-assessment
– Aligning procurement with corporate strategy
– Preparing procurement schedules and programs
– Traditional vs. innovative procurement and project delivery methods
– Establishing procurement methods and tendering forms
– Overview of various contract types
– Key elements of a successful procurement process
– Stages in the tendering process

**Day 2: Identifying Needs and Improving Procurement Documents**
– Defining the scope and statement of requirements (SOR)
– Using the Project Definition Rating Index (PDRI) for scope evaluation
– Preparing cost estimates as bidding references
– Developing general and specific specifications
– Creating bills of quantities and other technical requirements
– Preparing general and specific conditions of contract
– Compiling additional tender documents

**Day 3: Source Pre-Qualification and Bid Solicitation**
– Benefits of pre-qualification in the procurement process
– Preparing pre-qualification documents
– Executing the pre-qualification process and short-listing sources
– Compiling tender documents and inviting bidders
– Establishing evaluation criteria and tender securities
– Conducting bidder conferences and addressing queries
– Receiving and opening bids

**Day 4: Source Selection and Contract Award**
– Conducting technical evaluations of tenders
– Performing financial evaluations of tenders
– Managing deviations in tender submissions
– Final evaluations and ranking of bids
– Negotiating and awarding contracts
– Understanding performance security requirements
– Familiarizing with international standard forms of contracts (e.g., FIDIC)
– Signing the contract

**Day 5: Negotiation Skills**
– Understanding the role of negotiation
– Defining negotiation and its significance
– Identifying characteristics of effective negotiators
– Learning essential rules of negotiation
– Exploring negotiation strategies and tactics
– Reviewing the course content, lessons learned, and next steps
– Conducting a post-course assessment

### Conclusion

This comprehensive training course equips participants with essential knowledge and skills for effective pre-contract management, leading to improved organizational performance and successful procurement outcomes.