let ascension take your business to new heights tender manager scott warnock andrew smillie

Let Ascension take your business to new heights

Tender ManagerTender Manager

Scott WarnockAndrew Smillie


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


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


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


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


Overview of Tender ProcessOverview of Tender Process

Business Case

Preparation

Requirements Study

Tender Preparation & Release

Implementation &

Review

Tender Evaluation

Independent Management of Tender Process


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


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


Overview of Tender ProcessOverview of Tender Process

Business Case

Preparation

Requirements Study

Tender Preparation & Release

Implementation &

Review

Tender Evaluation



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


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation



Typical ActivitiesTypical Activities

• Information gathering – workshops & – Interviews

• Benefits realisation work

• Industry analysis

• Market testing

BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation




• 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


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation



BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation



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


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation




• Detailed Functional requirements

• Detailed User requirements

• Detailed Technical requirements

• Development of commercial requirements

• Benchmarking & mapping of current processes

• Business process re-engineeringBusiness

CasePreparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation




• 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


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation



BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation



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


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation




• Information gathering – workshops & – Interviews

• Review meetings with sponsor

• Procurement procedure checks

• Possible phasing of project

• Q & A session with suppliersBusiness

CasePreparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation




• Tender Document

• Assessment criteria

• OJEC / SCAT notice

• Suitable Supplier list

BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation



BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation



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


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation



Evaluation ProcessEvaluation Process

BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


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)


Weighted Scoring SystemWeighted Scoring System

BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


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


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


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


LevelE1

E2G1G2F1F2P1P2U

Description WeightExcellent 100%

Good 80%Excellent 90%

Good 70%

Poor 30%Fair 50%Fair 60%

Poor 15%Unnaceptable 0%


Example Result SheetExample Result Sheet

BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


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


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


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


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


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation



Implementation & ReviewImplementation & Review

• Project Initiation meeting

• Identification of roles & responsibilities

• Creation of Reporting structure and change control

procedures

BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation



BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation



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


Implementation&

Review

TenderEvaluation


BusinessCase

Preparation

RequirementsStudy


Implementation&

Review

TenderEvaluation


let ascension take your business to new heights tender manager scott warnock andrew smillie

Documents