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ISpec presentation. A revolution in Tender, Bid and Contract Management Systems Company background.

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Presentation on theme: "ISpec presentation. A revolution in Tender, Bid and Contract Management Systems Company background."— Presentation transcript:

1 iSpec presentation

2 A revolution in Tender, Bid and Contract Management Systems Company background

3 A revolution in Tender, Bid and Contract Management Systems Our solutions Remy InfoSource iSpec (Tender, Bid and Contract Management) iTech (Artificial Intelligence Diagnostics) ICAM (Equipment Logistics System)

4 A revolution in Tender, Bid and Contract Management Systems Some of our customers Remy InfoSource Siemens (MagLev) HPH (no2 in ports) DP World (no3 in ports) SABMiller (no2 in beer) Bermuda Government

5 A revolution in Tender, Bid and Contract Management Systems The issues

6 A revolution in Tender, Bid and Contract Management Systems 6 The dilemma Large CAPEX projects Complexity. Decisions made, technical problems solved, financing requirements assessed, supplier capacities evaluated, legal issues addressed. Not even the smallest detail can be overlooked. Multiple stakeholders. Aligning the many functional stakeholders typically involved in large capex projects is a major task. Finance, procurement, legal and engineering all consider different issues. Interfaces. The combination of functional and international stakeholders and different segments and procurement packages requires well-managed interfaces. Good communication/collaboration is essential.

7 A revolution in Tender, Bid and Contract Management Systems 7 Typical CAPEX project management Document management system Project management system Microsoft office Outlook/excha nge server Contract management system Workflow system Quality assurance/ins pections e-Sourcing system Many systems involved - duplication of data/effort

8 A revolution in Tender, Bid and Contract Management Systems Where how why when? The result Project information is scattered on computers and in documents throughout multiple organisations and in multiple systems Missing/outdated documents No Accountability Difficult to audit No control/authorisation No transparency High risk Many disputes

9 A revolution in Tender, Bid and Contract Management Systems 9 Filling the gaps Tech Spec Managemen t Planning systems Evaluation MRP Inventory Managemen t Quality Managemen t Invoice processing Goods receiving Approval Purchase order Payment Requisition Internal business requirement Reporting Contract implemented Contract draft and review Negotiation Sourcing RFx External info gathering Transactional Processing Strategic Sourcing Trials & Supplier Accreditation iSpec Typical ERP /eTendering system Item based procurement - SKUs

10 A revolution in Tender, Bid and Contract Management Systems Pressure (time and resources) Reality Insufficient resources Time constraints Skills shortages Sequential document access (long lead time) Bad collaboration Geographically dispersed data and stakeholders Reality Incomplete bids Manual processes Data mining Comparative reports Evaluation Massive paper/email trail Time constraints Reality Many design reviews Many change requests Many disputes No proper audit trail Cost overruns Much time spent resolving issues Delays

11 A revolution in Tender, Bid and Contract Management Systems 11 Typical intangible risks Risk management Knowledge risk (poor access to information/skills) Relationship risk (poor collaboration) Process-engagement risk (poor procedural compliance and no transparency) Intangible risk has a 100% probability of occurring but is ignored by the organisation due to a lack of identification ability. It directly reduces the productivity of knowledge workers, decreases cost effectiveness, profitability, service, quality, reputation, brand value, and earnings quality.

12 A revolution in Tender, Bid and Contract Management Systems 12 SKU based procurement Total Cost of Ownership(TCO) Inadequate evaluation methods Cost implications beyond the sourcing phase not considered/handled No consideration of costs external to contract No life-cycle approach

13 A revolution in Tender, Bid and Contract Management Systems The Solution

14 A revolution in Tender, Bid and Contract Management Systems 14 The solution Web based solution Requires only a browser Fewer support issues Global access Role-based access Full security Manages integrated process Master library Tender creation/publication Vendor response Evaluation and negotiation Contract management Quality Assurance

15 A revolution in Tender, Bid and Contract Management Systems 15 iSpec - A-in-1/OTS - fully integrated Tools Doc Mgt QA Workflow/ Approvals Proj Mgt e- Source Contract mgt Messagin g Docs Reminder s iSpec Doc Mgt QA/inspections Workflow/Approval s ERP Contract mgt Outlook Office Proj Mgt. Initial request through sourcing, contract management and QA

16 A revolution in Tender, Bid and Contract Management Systems 16 Technical/Engineering Specifications QA Project management Technical evaluations Only 1 copy of each document Centralised control, global access Only 1 copy - the right one Global role-based access Concurrent editing Version control (audit trail) Complete contextual audit trail All email collaborations All negotiations All vendor responses All clarifications Contract amendments Approvals By whom, when, from where Management Approvals Overview Programme mgt KPI Procurement/legal Agreement Terms and conditions Health and safety Financials Vendor KPI Approvals Commercial evaluations Vendors Bid submissions Clarifications Change requests Delivery tracking

17 A revolution in Tender, Bid and Contract Management Systems 17 The solution Help file Training videos Wizards on every screen

18 A revolution in Tender, Bid and Contract Management Systems The Solution

19 A revolution in Tender, Bid and Contract Management Systems Current method Master documents Control Authority Audit trail Outdated documents Missing documents

20 A revolution in Tender, Bid and Contract Management Systems Create master set Create a template Add template Add documents that form part of master set

21 A revolution in Tender, Bid and Contract Management Systems Adjust document settings Create a template Add new content Add content from library Only certain items are editable

22 A revolution in Tender, Bid and Contract Management Systems Requirement/response settings Create a template What are requirements? Delivery dates How will responses be scored What response is expected? Delivery dates Prices Product data Responses to questions

23 A revolution in Tender, Bid and Contract Management Systems Audit trail Audit trail - version tracking All changes recorded: By whom When Compare Roll back

24 A revolution in Tender, Bid and Contract Management Systems Dedicate resources Creation of Master Library Remy service Develop specification for library Configuration of library Creation of master documents Vendor response settings

25 A revolution in Tender, Bid and Contract Management Systems The Solution

26 A revolution in Tender, Bid and Contract Management Systems Current method Issues for tender preparation Correct documents Procedural compliance Lead times Geographically distributed project team Audit trail

27 A revolution in Tender, Bid and Contract Management Systems User login Login takes user to My Workspace Lists all outstanding tasks Gets daily email with similar summary

28 A revolution in Tender, Bid and Contract Management Systems Create a new tender Add a tender Set basic options Publication dates Type - RFx Currency Business Unit

29 A revolution in Tender, Bid and Contract Management Systems Overview Prepare tender Dates Status Reports Open and completed tasks

30 A revolution in Tender, Bid and Contract Management Systems Tender preparation phase Prepare tender Documents copied from master template Documents requiring attention have alert icons Select project team and roles Select vendors to invite

31 A revolution in Tender, Bid and Contract Management Systems Document preparation Prepare tender Only items with pencils require editing Other headings are pre- approved and cannot be changed Less work - less checking

32 A revolution in Tender, Bid and Contract Management Systems Preparation Prepare tender Orange pencils turn green as items are completed Select options as set up in template - no editing required Import BOQ from Excel

33 A revolution in Tender, Bid and Contract Management Systems Attachments Upload attachments/addenda Upload multiple documents at a time Attach drawings, pictures, documents, spreadsheets, etc.

34 A revolution in Tender, Bid and Contract Management Systems Concurrent document access Team works simultaneously Multiple users can access document simultaneously from different geographic locations All changes are recorded

35 A revolution in Tender, Bid and Contract Management Systems Vendors Vendor management Register Assign to Groups Panels Trades

36 A revolution in Tender, Bid and Contract Management Systems Dedicate resources Creation of Tenders Remy service Create and prepare tender Customer review and approval Remy help desk support

37 A revolution in Tender, Bid and Contract Management Systems The Solution

38 A revolution in Tender, Bid and Contract Management Systems Current method Approval issues Ensure correct approvals Lead times (availability of approvers) Avoid unauthorised changes after approval

39 A revolution in Tender, Bid and Contract Management Systems Approvals Obtain approval Approvals can only start once all pencils are green It is impossible to publish an incomplete document Once approval starts all documents are frozen

40 A revolution in Tender, Bid and Contract Management Systems The Solution

41 A revolution in Tender, Bid and Contract Management Systems Current method Vendor response issues Incomplete submissions Different formats Difficult data mining Unnecessary marketing material Administration of clarifications and communications

42 A revolution in Tender, Bid and Contract Management Systems Vendor login Login takes vendor to My Workspace Lists all outstanding tasks Gets daily email with similar summary Wizard for guidance

43 A revolution in Tender, Bid and Contract Management Systems Vendor online submission Prepare bid and submit Vendor sees same basic overview Control panel for submitting/withdrawing bid Documents with alerts

44 A revolution in Tender, Bid and Contract Management Systems Vendor response Prepare bid and submit Red items require attention Vendor response for each item is specified and simple Delivery dates Prices Compliance Documentation

45 A revolution in Tender, Bid and Contract Management Systems Clarifications Clarifications - Audit trail All correspondence is recorded in iSpec automatically linked to the heading it relates to Creates comprehensive audit trail

46 A revolution in Tender, Bid and Contract Management Systems Addenda/clarifications Modifications/addenda Messages/addenda can be sent to one or all vendors Part of audit trail

47 A revolution in Tender, Bid and Contract Management Systems Response validation Vendor cannot submit bid unless all items have been completed Prepare bid and submit

48 A revolution in Tender, Bid and Contract Management Systems The Solution

49 A revolution in Tender, Bid and Contract Management Systems Approval status Open bids Track and expedite approvals

50 A revolution in Tender, Bid and Contract Management Systems The Solution

51 A revolution in Tender, Bid and Contract Management Systems Current method Evaluation issues Incomplete submissions Different formats Difficult data mining Pricing comparison Non-compliant items Different evaluation scenarios Technical Commercial

52 A revolution in Tender, Bid and Contract Management Systems Bid evaluation Compare pricing One click pricing comparison No data mining required

53 A revolution in Tender, Bid and Contract Management Systems Compliance

54 A revolution in Tender, Bid and Contract Management Systems Non-compliance details

55 A revolution in Tender, Bid and Contract Management Systems Score and negotiate Evaluate and negotiate Enter technical & commercial scores Accept or negotiate

56 A revolution in Tender, Bid and Contract Management Systems Evaluate

57 A revolution in Tender, Bid and Contract Management Systems Negotiation progress

58 A revolution in Tender, Bid and Contract Management Systems Final contract Prepare final version online Electronic version should be legally binding Option to print and sign Sign the contract

59 A revolution in Tender, Bid and Contract Management Systems The Solution

60 A revolution in Tender, Bid and Contract Management Systems Current method Contract management issues What about contract management? Project management Variation orders Tracking delivery Vendor performance Forget crucial milestones and follow up

61 A revolution in Tender, Bid and Contract Management Systems Resource planning Project planning Generate project plan containing Deliverables Milestones Use as basis for project planning MS Project or Primavera

62 A revolution in Tender, Bid and Contract Management Systems Vendor delivery Delivery tracking Automated reminders Vendor reports delivery Uploads certificates Manuals Delivery notes Customer verifies

63 A revolution in Tender, Bid and Contract Management Systems Vendor delivery performance Delivery schedule Track and compare: Original request Agreed per contract Actual delivery dates Calculate penalties

64 A revolution in Tender, Bid and Contract Management Systems Contract management Send email from iSpec Customer gets mail Vendor raises issue

65 A revolution in Tender, Bid and Contract Management Systems Contract management Mark item as read Change contract text Customer sees issue

66 A revolution in Tender, Bid and Contract Management Systems Contract management Content change is highlighted Email sent to vendor to accept Revision is made

67 A revolution in Tender, Bid and Contract Management Systems Contract management Vendor can view revision details and accept Vendor accepts revision

68 A revolution in Tender, Bid and Contract Management Systems Contract management Manage other revisions Pricing Delivery date Units Other revisions

69 A revolution in Tender, Bid and Contract Management Systems Capture MRO data MRO spares data Enter spares data Validate Interface to ELS (Equipment logistic systems)

70 A revolution in Tender, Bid and Contract Management Systems QA Quality assurance Monitoring of status of the works Checklists of outstanding/faulty items Acceptance tests/inspections Performance testing Certifications Consolidating this information into reports

71 A revolution in Tender, Bid and Contract Management Systems Inspection items Ad-hoc inspections Create inspection items Attach inspection records to specific items or as general issues

72 A revolution in Tender, Bid and Contract Management Systems Inspection items Ad-hoc inspections Take pictures of issues and faults Track correction Attach to milestones

73 A revolution in Tender, Bid and Contract Management Systems 73 Work packages as sub-tenders Main & sub-tenders Large project contains separate work packages Civil works Utilities Security Process control Plant Work packages can be published/awarded separately Roll up overview for evaluation Automatically generate separate contracts Manage them

74 A revolution in Tender, Bid and Contract Management Systems iSpec Improvement Standardised approach Enforced procedural compliance Easy collaboration amongst stakeholders Proper audit trail Concurrent document access Improved productivity Do it rightReap benefits Fewer design reviews Fewer change requests Fewer disputes Full audit trail Cost savings Better QA Improved productivity Transparency Reduced tender management costs Online clarifications are part of audit trail No incomplete bids Automated evaluation Negotiation audit trail Automated contract generation Better contracts Improved productivity

75 A revolution in Tender, Bid and Contract Management Systems Key Performance Indicators

76 A revolution in Tender, Bid and Contract Management Systems Bottlenecks/lead times Project timeline Identify bottlenecks Analyse lead times Send reminders Compare to bench-marks

77 A revolution in Tender, Bid and Contract Management Systems Vendor performance Project review On-time delivery Quality Reliability Vendor summary Flag vendors and projects Measure vendor performance

78 A revolution in Tender, Bid and Contract Management Systems Vendor contracts

79 A revolution in Tender, Bid and Contract Management Systems Vendor participation

80 A revolution in Tender, Bid and Contract Management Systems Analysis

81 A revolution in Tender, Bid and Contract Management Systems INSPECTIONS Online/offline inspections Can link to items in documents Quick reports & Punch lists Ad-hoc and standard inspections INSPECTIONS Online/offline inspections Can link to items in documents Quick reports & Punch lists Ad-hoc and standard inspections SUPPLIERSSUPPLIERS BIDS No downloading and uploading of documents All submissions done online and encrypted securely into the database Attachments allowed No information visible to the company until after bids have been opened electronically Negotiate/correspond online One-click conflict resolution Track delivery online Reminders for deliverable items BIDS No downloading and uploading of documents All submissions done online and encrypted securely into the database Attachments allowed No information visible to the company until after bids have been opened electronically Negotiate/correspond online One-click conflict resolution Track delivery online Reminders for deliverable items INTERNAL USERS/CONSULTANTS TENDERS/CONTRACT S Tender is a copy of the latest approved version of a template or newly created Customise only editable items Negotiate/correspond with suppliers online Full audit trail kept with date and time stamps Approvals at various stages up to contract signature Built-in pricing comparator, conformance reports and evaluation system (scoring) Built-in KPI reports Custom reports using Crystal reporter TENDERS/CONTRACT S Tender is a copy of the latest approved version of a template or newly created Customise only editable items Negotiate/correspond with suppliers online Full audit trail kept with date and time stamps Approvals at various stages up to contract signature Built-in pricing comparator, conformance reports and evaluation system (scoring) Built-in KPI reports Custom reports using Crystal reporter TEMPLATE LIBRARY Templates have assigned owners and approvers Colleagues can correspond regarding changes, etc. Messages stored with clause as part of the audit trail Copy and paste a template to create a similar one and just make the changes Multiple language versions possible Only fully approved templates can be used to create tenders/contracts TEMPLATE LIBRARY Templates have assigned owners and approvers Colleagues can correspond regarding changes, etc. Messages stored with clause as part of the audit trail Copy and paste a template to create a similar one and just make the changes Multiple language versions possible Only fully approved templates can be used to create tenders/contracts MASTER LIBRARY Clauses or complete documents Each with an owner/approver Changes automatically update any template in which item is used Comprehensive audit trail Rollback, compare, approve Correspondence regarding changes are stored as part of the audit trail Batch approvals Multiple language versions Item can be fixed, fully editable or only have editable fields - giving complete control over change permissions MASTER LIBRARY Clauses or complete documents Each with an owner/approver Changes automatically update any template in which item is used Comprehensive audit trail Rollback, compare, approve Correspondence regarding changes are stored as part of the audit trail Batch approvals Multiple language versions Item can be fixed, fully editable or only have editable fields - giving complete control over change permissions Master libraryitem item Template Tender Master libraryitem item item item item item item Master library item Tender Template Tender Supplier 1 Supplier 2 Supplier 3 Inspector Workflow, Communications and Audit trail

82 A revolution in Tender, Bid and Contract Management Systems 82 Concurrent licensing Unlimited users with iSpec login Users with iSpec login and password Users logged into iSpec at any time Estimate the maximum number of users that would be logged in at any time during the day. This is the number of concurrent licenses you will require. 3 concurrent users in this example

83 A revolution in Tender, Bid and Contract Management Systems Benefits

84 A revolution in Tender, Bid and Contract Management Systems 84 Financial savings Savings and benefits 3%-20% project cost savings 60% tender management cost savings Reduced audit costs Vendor cost savings

85 A revolution in Tender, Bid and Contract Management Systems 85 70% efficiency improvement Lead time reduction from 2 weeks to 1 day Improved vendor relations Better sharing of global expertise Improved control and transparency Improved management reporting capability improved procedural compliance Improved risk management Other benefits Savings and benefits

86 A revolution in Tender, Bid and Contract Management Systems Savings User observations - $ Standardisation of contracts and specifications (using iSpec) has lead to lower prices in general (3% on large projects). Business units not using iSpec are paying higher prices. (1 general case > 20%). Why - Clear unambiguous tenders. Transparency. Better leverage during negotiations. Because of the transparency vendors can no longer get away with charging different business units different prices for the same equipment. (or different prices for the same item on different projects)

87 A revolution in Tender, Bid and Contract Management Systems User observations - effort Transparency, traceability and keeping the communication/negotiations together are a huge benefit for both parties… The only reason that we can manage so many projects so effectively is because the negotiations and communications are recorded against each item/clause for anybody to read and see what has been discussed/negotiated. That is also valid for the Vendor because they pass the documents from Tender team to Engineering/Project management team. We do the same for 3rd party….. Paul Jordaan, DPWorld.

88 A revolution in Tender, Bid and Contract Management Systems Before TenderDocuments BidDocuments BidDocuments BidDocuments @ @ @ Evaluation & Negotiation Bid Bid Bid Contract @ @ @ @ @ @ @ @ @ Delivery @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @

89 A revolution in Tender, Bid and Contract Management Systems After 1_______1.1___2_________________3_______ 3.1 Aircon 3.2_____4_______________________ Correspondence_______________________ Bid response _______________________Negotiations_______________________ Final contract _______________________Attachments_______________________Correspondence_______________________ Bid response _______________________Negotiations_______________________ Final contract _______________________Attachments_______________________Correspondence_______________________ Bid response _______________________Negotiations_______________________ Final contract _______________________Attachments_______________________ Project team Supplier 1Supplier 2Supplier 3 Suppliers iSpec

90 A revolution in Tender, Bid and Contract Management Systems iSpec users

91 A revolution in Tender, Bid and Contract Management Systems Business requirement Why iSpec? Timing and cost Flexibility Learn and grow Deliver value Project Management Document Management and Version control Risk management

92 A revolution in Tender, Bid and Contract Management Systems Tool selection Why iSpec? SAP Toolset Integrated tool lacking in functionality and ease of use. Adjusted timelines Other solutions Various solutions reviewed Internal proposal in progress iSpec

93 A revolution in Tender, Bid and Contract Management Systems Reasons for iSpec Why iSpec? Out of the box ready Almost 100% fit to our business requirement Rapid implementation Standalone flexibility until back-end ready Intuitive interface Training and help included Industry experience - not theoretical model

94 A revolution in Tender, Bid and Contract Management Systems Bermuda Government Case study - Bermuda Requirements: Transparency Control Audit-ability Standardisation Skills optimisation

95 A revolution in Tender, Bid and Contract Management Systems Implementation Case study - Bermuda Customisations Installation Training Total time - 3 months

96 A revolution in Tender, Bid and Contract Management Systems About Case study - SABMiller Second largest brewer in the world Operates in 67 countries CAPEX expenditure US$900 million per annum

97 A revolution in Tender, Bid and Contract Management Systems About Case study - SABMiller SAP user Required efficient Tender Management system Trial of iSpec as best-of- breed solution Contract/spec contains over 6,000 data items to manage for a new brewery

98 A revolution in Tender, Bid and Contract Management Systems Issues Case study - SABMiller Internal issues Speed - LAN issue - issued key users with 3G cards as interim solution Resistance to change (learning curve) External issues (vendors) Data entry slow - new spreadsheet-like quick entry Validation - no incomplete submissions allowed. Vendor education.

99 A revolution in Tender, Bid and Contract Management Systems Benefits Case study - SABMiller Productivity improvement of 300% Contract price reduction +- 3% Transparency and audit trail Single point auditing

100 A revolution in Tender, Bid and Contract Management Systems Roll out Case study - SABMiller Global roll-out plan customisations roll-out team training system custom manuals global roll-out in progress

101 A revolution in Tender, Bid and Contract Management Systems ERP vs iSpec Case study - SABMiller iSpec was 100% fit for our business requirement iSpec is out of the box ready to use whereas ERP CRM integration is very difficult. You have to get e-sourcing to talk to the back end and this is very expensive and time consuming Rapid implementation of iSpec allowed us to change our process and behaviour without worrying about the tool Running iSpec standalone allows us more flexibility - we are not restricted by the back-end as with ERP

102 A revolution in Tender, Bid and Contract Management Systems 102 Why iSpec? Case study - SABMiller iSpec's user interface is intuitive and easy to use iSpec comes with training materials which ERP doesn't - we would have to develop that iSpec comes with industry experience which makes implementation easier. iSpec instantly addressed our business problems Remy's commitment to solving our problems and making things work made a difference

103 A revolution in Tender, Bid and Contract Management Systems 103 DPW Case study - DP World Worlds 3rd largest port operator Over 50 ports globally CAPEX around US$ 3 billion in current projects

104 A revolution in Tender, Bid and Contract Management Systems Requirements Case study - DP World Wanted to centralise CAPEX procurement Needed an automated system Global access 24/7 All documents up-to-the- minute accurate

105 A revolution in Tender, Bid and Contract Management Systems Issues Case study - DP World Internal resistance DPW bought P&O and they resented DPW central procurement Once they saw benefits they came on board very quickly Internet issues China - ISP blocked attachments over 5MB - fixed Internal LAN bandwidth issues

106 A revolution in Tender, Bid and Contract Management Systems Benefits and savings Case study - DP World Customised system 1 project manager now handles up to 30 projects (previously only 4) Single point auditing Standardisation Project cost reduction of 3%

107 A revolution in Tender, Bid and Contract Management Systems User observations - value iSpec has highlighted weaknesses that existed in our processes as well as our people. Using iSpec now helps us augment tendering and contract management skills in many of our business units. Project managers are now adding value to the process rather than doing clerical work much of the time Management reports are available at the click of a button and data contained in them is current - not days or weeks old. With improved visibility and a bit more time spent on negotiations we have saved in virtually ZERO amendments to contracts after awarding.

108 A revolution in Tender, Bid and Contract Management Systems Summary Costs - iSpec avg. savings of 3%-20% on total project cost Productivity - iSpec results in 300%+ improvement = $ Accountability - iSpecs comprehensive audit trail Conflict resolution - iSpec One-Click resolution Control - Approved templates and edit/approval control Transparency - iSpec audit trail and easy user access

109 A revolution in Tender, Bid and Contract Management Systems Thank you

110 A revolution in Tender, Bid and Contract Management Systems Technology and security

111 A revolution in Tender, Bid and Contract Management Systems Technology Microsoft.NET application Requires only a browser (IE 8 +, Safari, Firefox, Chrome) Secure access Database - MS SQL Server 2008+ Microsoft server 2008+ Technical information

112 A revolution in Tender, Bid and Contract Management Systems 112

113 A revolution in Tender, Bid and Contract Management Systems 113 Interfacing Fin-Link Financial links to: ORACLE SAP JDE PeopleSoft Sun Thalia Sage Scala Empriz DTS or SSIS IAS compliant $25,000 each + consulting Tech Spec Managemen t Planning systems Evaluatio n MRP Inventory Manageme nt Quality Managemen t Invoice processin g Goods receiving Approval Purchase order Payment Requisitio n Internal business requirement Reporting Contract implemented Contract draft and review Negotiation Sourcing RFx External info gathering Transactional Processing Strategic Sourcing Trials & Supplier Accreditation Typical interfaces

114 A revolution in Tender, Bid and Contract Management Systems Typical Security

115 A revolution in Tender, Bid and Contract Management Systems eBidding option

116 A revolution in Tender, Bid and Contract Management Systems Remy IssuesSolutionesSolu TemplatesTende remplates Responsesponse ClClarificationsons ApApprovals Bid opeBid opening Evaluationuation DeliverDelivery Project planninging ContrContract mgt KPII Benefits Why iSpec? SABAB DPW BerBermuda Technologylogy Implementation SizingGAP analysisysis 11st Data gatheringa gathering Training 1st templatetemplate 1st tende1st tender Feedback Adjust Roll out planoll out Roll out out Internet LAN Vendorsors Internal resistanceernal re Over-customisatioOver-customisation Integration ERP These links only work in Keynote

117 A revolution in Tender, Bid and Contract Management Systems 117 Implementation

118 A revolution in Tender, Bid and Contract Management Systems 118 Sizing Questionnaire Tenders per annum Time zones Duration of publication Project duration Vendors per tender Project team size

119 A revolution in Tender, Bid and Contract Management Systems 119 Sizing Hardware Reverse proxy Application server Database server

120 A revolution in Tender, Bid and Contract Management Systems 120 Sizing Software Server 2008 SQLServer 2008 Browsers IE 9+, Safari, Firefox, Chrome

121 A revolution in Tender, Bid and Contract Management Systems 121 Implementation Startup meeting Resources Training Project Plan 3 sites - production, UAT (test), training

122 A revolution in Tender, Bid and Contract Management Systems 122 Typical project plan

123 A revolution in Tender, Bid and Contract Management Systems 123 GAP analysis Master documents Tender process Delivery process Contract Management No customisation yet

124 A revolution in Tender, Bid and Contract Management Systems 124 Data gathering Business hierarchy Templates Roles Approvals Configuration

125 A revolution in Tender, Bid and Contract Management Systems 125 Data gathering Typical RFQ structure RFQ SectionsPlant APlant BPlant CPlant D Memorandum of AgreementSame conditions O H & SSame conditions Commercial Terms and Conditions ($)$$$$$$$ General ConditionsSame conditions Special ConditionsSame conditions Employers Requirement (FIDIC)####### Eskom Standards and SpecificationsSame conditions Drawings Executive Summary Milestone Schedule

126 A revolution in Tender, Bid and Contract Management Systems 126 Training Training plan 1st training 1st template

127 A revolution in Tender, Bid and Contract Management Systems 127 Training Administrator Template editors Project team Vendor introduction

128 A revolution in Tender, Bid and Contract Management Systems 128 Training Custom Quick Guides Custom training videos Implement

129 A revolution in Tender, Bid and Contract Management Systems 129 First tender Prepare - smaller tender Publish Evaluate/negotiate Award Manage contract Feedback

130 A revolution in Tender, Bid and Contract Management Systems 130 Analyse first tender Issues identified during each phase (internal messaging) Adjustment/customisation Apply new methods and customisations

131 A revolution in Tender, Bid and Contract Management Systems 131 Roll out plan Finalise Data gathering input plan Finalise Support plan Finalise Hosting plan Finalise Training plan Roll out plan to divisions and business units

132 A revolution in Tender, Bid and Contract Management Systems 132 Roll out plan Centre of Excellence: Role allocation & Definition of competency requirements Master template management Roles definition Interface with Remy-IS and GIS Help Desk functionality Knowledge sharing and capability building

133 A revolution in Tender, Bid and Contract Management Systems 133 Roll out plan Departments/regions: Role allocation & competency requirements Template management Roles allocation at project level Help Desk requirements

134 A revolution in Tender, Bid and Contract Management Systems 134 Possible issues

135 A revolution in Tender, Bid and Contract Management Systems 135 Attachments the main issue Internet iSpec Attachments ISP limits file size for uploading Request ISP to increase file size limit

136 A revolution in Tender, Bid and Contract Management Systems 136 Issues LAN Slow performance 90% of the time the problem is LAN bottleneck not internet Separate LAN segment with high QOS

137 A revolution in Tender, Bid and Contract Management Systems 137 Vendors Vendor issues Validation - must submit all requested data Lazy - will do work if they get contract Want an opportunity to negotiate after bid opening Draw back You cant evaluate properly without sufficient data Fix Condition of doing business Long term benefit Decide which data is important for evaluation purposes

138 A revolution in Tender, Bid and Contract Management Systems 138 Resistance Internal resistance Resistance to change Training New system - takes time Have to change habits Requires discipline initially Soon realise benefits of improved productivity and transparency

139 A revolution in Tender, Bid and Contract Management Systems 139 To customise or not Over-customisation Enthusiastic users want everything up front Wont work if we dont have XX Customisation/re-working is expensive and causes delays and errors Try before you customise - see what you REALLY need

140 A revolution in Tender, Bid and Contract Management Systems 140 Interfacing Integrate/interface with ERP Do all divisions/business units have the same back-end? Is your back-end mature and fully rolled out? How will customisations affect integration? Get immediate benefit, customise when sure, then integrate (quicker return, lower cost, less frustration)


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