Preparation of Technical Preparation of Technical Proposal for External ProjectsProposal for External Projects

Dr. V. ThanikachalamDr. V. Thanikachalam ( vthani2025@yahoo.in( vthani2025@yahoo.in

What is a Technical What is a Technical Proposal?Proposal?

Technical ProposalTechnical Proposal

• Project planning and execution documentProject planning and execution document• Based on the terms of reference (TOR) of the project Based on the terms of reference (TOR) of the project

authoritiesauthorities• Indication of project objectivesIndication of project objectives• Interpretation of the purpose of the projectInterpretation of the purpose of the project• A blue print for planning and executionA blue print for planning and execution• A communication devise to evaluate your proposalA communication devise to evaluate your proposal

What are the Components of the What are the Components of the Technical Proposal?Technical Proposal?

• Comments on the T.O.R.Comments on the T.O.R.• Stating the proposed development Stating the proposed development

activitiesactivities• Describing the outcomesDescribing the outcomes• Indicating the timelineIndicating the timeline• Describing the needs from the clientsDescribing the needs from the clients• Outlining the course materialsOutlining the course materials

Total Quality MaintenanceTotal Quality Maintenance

T .O .R T .O .R If the T.O.R is NOT accurate, would you If the T.O.R is NOT accurate, would you

like to improve the T O R ?like to improve the T O R ? Balance between T.O.R and planned Balance between T.O.R and planned

outcomeoutcome

Whether Technical Proposal is a Whether Technical Proposal is a ‘fixed’ Document?‘fixed’ Document?

• NONO• Is to be enlarged / modified based on the Is to be enlarged / modified based on the

negotiation before signing the contract / negotiation before signing the contract / agreementagreement

• After agreement is signed, it is a ‘fixed’ After agreement is signed, it is a ‘fixed’ document.document.

Can we deviate from the agreed Can we deviate from the agreed Technical Proposal?Technical Proposal?

• May be May be • Only with concurrence of the project Only with concurrence of the project

authorities who is empowered to sign the authorities who is empowered to sign the contractcontract

• Should NOT be altered based on the other Should NOT be altered based on the other members opinion.members opinion.

Development of Project Development of Project ComponentsComponents

• All agreed objectives are to be achievedAll agreed objectives are to be achieved• Quality is to be maintainedQuality is to be maintained• Training of Trainers are to be completed Training of Trainers are to be completed

within the time schedulewithin the time schedule

If the client is not able to accept the If the client is not able to accept the agreed time schedule for training the agreed time schedule for training the trainers, what will you do?trainers, what will you do?

• Negotiate with the client,Negotiate with the client,• Request for early completion of the projectRequest for early completion of the project• If it is delayed due to unforeseen reasons, If it is delayed due to unforeseen reasons,

can you get the reschedule approved by can you get the reschedule approved by the project authorities?the project authorities?

Suppose project authorities have taken Suppose project authorities have taken deviation from the project agreement, deviation from the project agreement, who is responsible?who is responsible?

• Whenever deviations are indicated, and Whenever deviations are indicated, and accepted, get them to enforceable stage.accepted, get them to enforceable stage.

• Make an appeal to the higher up (who has Make an appeal to the higher up (who has the authority) as per natural law of justice.the authority) as per natural law of justice.

Changes to be incorporated in the Changes to be incorporated in the products delivered for validationproducts delivered for validation

• Accept those changes which are within the Accept those changes which are within the signed contact / agreementsigned contact / agreement

• If additional funds are made available, If additional funds are made available, then you take up the changes.then you take up the changes.

• Demand additional funds based on the Demand additional funds based on the estimate.estimate.

Quality of ProductsQuality of Products

• Ensure highest prevailing qualityEnsure highest prevailing quality

Guarantee PeriodGuarantee Period

• Some time, the institute has to provide one Some time, the institute has to provide one year maintenance service free of cost.year maintenance service free of cost.

• If it is not included in the original contract, If it is not included in the original contract, you may demand supplementary contract you may demand supplementary contract and appropriate fees for carrying out the and appropriate fees for carrying out the maintenance work ,if it is not included in maintenance work ,if it is not included in the original contract.the original contract.

Updating the Software Updating the Software PeriodicallyPeriodically

• If the contract provides such conditions, If the contract provides such conditions, you have to update / modify the software.you have to update / modify the software.

BreakagesBreakages

• Usually they are not covered by the Usually they are not covered by the contract.contract.

• The client has to pay for the procurement The client has to pay for the procurement and installation.and installation.

Continuation of Project as Continuation of Project as Second PhaseSecond Phase

• You can continue, provided it is financially You can continue, provided it is financially and technically feasible.and technically feasible.

• Negotiate and get a contract signed.Negotiate and get a contract signed.

Ultimate Objective of Technical Ultimate Objective of Technical ProposalProposal

• Ensure high quality service based on the Ensure high quality service based on the T.O.R. and the agreed contract.T.O.R. and the agreed contract.

Financial TermsFinancial Terms

You may indicate the terms regarding the tax You may indicate the terms regarding the tax to be deducted at the sourceto be deducted at the source

You have to indicate the Permanent Account You have to indicate the Permanent Account Number [PAN]Number [PAN]

You can get the tax exemption, if your You can get the tax exemption, if your institute is a nonprofit organization, and institute is a nonprofit organization, and receives substantial grants from the receives substantial grants from the government.government.

Produce a tax exemption certificateProduce a tax exemption certificate

Review the Technical ProposalsReview the Technical Proposals

Check the statements Check the statements Check the process Check the process The accuracy of calculationsThe accuracy of calculations Check the proposed strategies Check the proposed strategies Check the viability of the implementationsCheck the viability of the implementations

Develop your skills in preparing Develop your skills in preparing appropriate appropriate

Technical and Financial Technical and Financial proposalsproposals