Course Introduction

The work of public procurement is no longer a clerical function performed independently by various people
throughout different agencies or departments within a government entity. This class provides an overview of the
ever-changing profession by identifying fundamental concepts that affect procurement in the public sector.
Practical examples, discussion, group exercises and case studies will be used throughout the course.
This workshop is intended for individuals interested in an overview of procurement functions for the purpose of
understanding the basic elements that underlie all areas of public procurement. Any government employee or
public officer who has delegated authority to purchase goods and services on behalf of the government, public
firms or bodies should take advantage of this class. Discussion and content is relevant for those outside the
profession who are also impacted by the public procurement environment.
In order to improve the procurement process and expedite the implementation of development projects, thereby
improving public procurement in Africa and beyond, COT MANAGEMENT INSTITUTE, developed this course to help
public institutes turn their procurement units from cost centres to profit centres. Participants will get an
overview of all phases public procurement
Overview and Objectives
By the end of the course, participants will be able to:

Describe the roles, organization and functions of public procurement

Explain the steps in the procurement cycle and the stakeholder relationships inherent in each step

Demonstrate how public procurement adds value to the delivery of public services

Describe the cultural, social, political, economic and legal environments that impact public procurement

Demonstrate the importance of ethics and professionalism in public procurement

Identify the fundamental sources of public-sector procurement principles and objectives, including trade
agreements, legislation and organizational policies

Differentiate between regular contract law and competitive contract law

Review available procurement methods and tools, including market assessment and prequalification
options

Be aware of the risks of negligence claims, and the importance of controlling who provides information to
respondents

Define copyright, moral rights and other key legal principles that influence public-sector procurement

Describe the steps necessary to obtain approvals to proceed with a procurement

Recognize the key steps of the solicitation and award phase of procurement, including proper handling,
safekeeping and opening of bids and proposals

Describe the key steps in the managing and evaluation phase of procurement

Adopt best practices by capturing and incorporating lessons learned

Who should attend?

The program is primarily intended for senior executives in government and public service. It is also suitable for
anyone at senior or junior level who has responsibility and influence in relation to any interaction the organisation
has with external suppliers and markets. That could include:

Ministers or other elected representatives

Permanent Secretaries and chief executives
Directors in Ministries or local government
Directors and leaders of arms-length bodies and agencies
Consultants working with the public sector
Senior managers and directors of organisations with a commercial / procurement interest
Procurement Officers in Public sector
Procurement Specialist and all those interested in understanding procurement of contracts and tendering

MODULE 1:
Session 1: Procurement Management and Session 4: Tender Administration
Procurement Best Practices
Two Stage Tendering
Seeing Procurement as a Dynamic, Interactive
Pre -Qualification of Tender
System
Key Features of Tendering
The System Approach vs. the traditional
Notification and Advertising
Functional Approach
Tender documents
What is the goal of Procurement?
Purpose of the Bidding Documents
Developing the Strategic Procurement Plan
Content of the Bidding Documents
An overview of the procurement process
Clarity of the Bidding Documents
Procurement as part of the Supply Chain
Preparation of Bidding Document
Submission and Receipt of Bids
Session 2: Some Introductory Definitions
What Is Purchasing?
Session 5: Bid opening and bid evaluation
Purchasing Documentation
Bid Opening
What is Procurement?
Bid Evaluation
Public and Private Sector Procurement
Bid Evaluation, General Procedures
Types of Procurement
Alternative Evaluation Procedures
Turnkey Contracts
Application of Domestic Preference
Post-Qualification
Session 3: Managing the Procurement Process
Bid Evaluation Report
Public Procurement Method
Rejection of All Bids
Competition
Negotiations
Preference for Competitive Methods
The. Case for Restricted/Selective Tendering
Session 6: Payments
Mis-Procurement
Payment Procedures in World Bank Funded
Project
Session 3: The Procurement Methods
Special Commitment
Procurement of Goods and Works
Statement of Expenditure
International Competitive Bidding (ICB
Special Account
Other Methods of Procurement
Checklist for Request to Release Funds
Procurement Planning
Payment Delays
Procurement Plan
Trade terms
Procurement Planning Steps
Incoterms
Freight Forwarding and Clearing

MODULE 2:
Session 1:. Contract Management & Tendering When does the Process Start?
What You Need To Know To Be Competent
At Contract Management
Elements Of A Good Procurement &
Competitive Bidding Process
Standards Of Ethical Practice
Example Policy Relations With Suppliers
Selecting The Right Contracting Strategy
Types Of Statement Of Work
The Importance Of The Contract
Basic Contract Types
Basic Types Of Project Delivery
Session 2: Fundamentals of Contracts and
Contract Management Process
Terminology - procurement and contracting
Contract definition - practical and legal
Purpose of contracts
Risk transfer through contracting
Definition of contracting success
Stakeholder expectations
Communications chain
Buyer, seller, and subcontractor terms
Description and uses of contracts
The buyer and seller objectives
Contract management and PMBOK Guide
Contracting Concepts and Principles
Elements of a contract: offer, acceptance,
competent parties, consideration, legality of
purpose
Terms and conditions
Interpreting contract provision
Negotiation Tips

Session 6: Pre-Award Phase

Developing a procurement plan
Solicitation
Bid/no-bid decision making
Proposal preparation
The buyer and sellers activities
Buyer activities

Plan purchases and acquisitions

Plan contracting

Understanding the PMBOK Guide

Session 7: Award Phase
Source selection process
Selection criteria: management, technical,
and price criteria
Evaluation standards
Negotiation objectives
Negotiating a contract
Session 6: Developing Contract Pricing
Agreement
Uncertainty, risk, and performance
measurements
Categories and types of contracts
Contract incentives and fees
Time-and-materials contracts

Session 8: Contract Administration

Key contract administration policies
Dealing with non-compliance
Continuous communication
Applicable charges to the buyers and the
sellers
Change Management
Termination and contract resolution
Key contract administration policies
Pre-contractual documents and documents of
Tasks for buyers and sellers
contract effectiveness
Contract analysis
Letters of Intent and Award, Instructions to
Performance and progress
Proceed
Records, files and documentation
Bonds
Resolving claims and disputes Managing the
Tender documents
Contract Performance
Parent Company Guarantees
The
Criticality
Of
Good
Contract
Letters of Comfort and Awareness
Administration
Use of commercial standard documents
Contract Changes
Use of General and Special Conditions
Determining Status And Expediting
Contractor Payments
Session 3: Needs Analysis
How Contracts End
Objectives to requirements documents
Remedies For Breach Of Contract
Requirements documents to SOW
Types Of Bonds & Guarantees
Contract types
Contract management mistakes
Role of legal department

Session 4: Teamwork-Role and Responsibilities

Concepts of agency
Types of authority
Contract privacy Concept of agency
Privity of contract
Contractor personnel
Session 5: Contracting Methods
Contracting methods competitive and noncompetitive
Sealed bidding
Single-source negotiation vs. sole-source
negotiation

Session 10: Procurement Of Consultancy

Services
Procurement Methods
Competitive Tendering
Single Sourcing
The Comparative Selection Process
Evaluation of Proposals
Award of Contract
Consultant Data Bank
Performance Rating
Session 9: Code of Ethics In Public Procurement
Anti - Corrupt Measures
Code of Conduct

Training Materials( Soft Copies) and notes Hand-outs

Tablet 10 inch/Laptop
Tea Breaks/ refreshments
Course tuition
Personal action planning
Certification
Follow-up support (on request)