1. This project is co-financed by the European Union and the Republic of Turkey 1 Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey IPA Funds Programme Management 12-19 sept. 2011

2. This project is co-financed by the European Union and the Republic of Turkey What is Project Management? Time Management Cost Management Human Resources Management Quality Management Stakeholder Management Risk Management Contract Management  Procurement Management  Dispute management Interface Management Target management

3. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Time Management Is not only the accomplishment of the task on time, but managing the time for the benefit of project Should be implemented with a methodology and tools Uses techniques such as CPM, GANNT and PERT Carried out concurrently with the Human Resources and Cost Management

4. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Cost Management Does not mean to implement a project on the lowest cost May be interpreted as to accomplish the project the pre-determined cost and at the highest benefit / cost ratio Uses the budget as an important data source and supplies input for techniques such as CPM and PERT Should be carried out concurrently with the Human Resources, Time and Contract management

5. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 28- 30/04/07 Human Resources Management Nothing related to herding. Can not be carried out by Shepherds. Do not assign tasks for people, but allocates sound people for tasks Software, hardware, working environment as well as psychology are important factors for sound HR Management Should be carried out concurrently with Cost and Time management.

6. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Quality Management Does not mean to perform a task at very high quality. It means completing a task in compliance with the pre-determined quality. Can be certified (or not) under ISO 9000 Uses the Quality Management System as one of the most important tools. Must include monitoring, recording, control, correction, corrective action and preventive measures.

7. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Stakeholder Management Coordinates the communication with the Stakeholders and the participants and ensure stakeholder participation Initiates with Stakeholder analysis, continue with the involvement of the stakeholders in the project and ceases with stakeholder evaluation. Not follows the stakeholders. Acts proactively Includes Physical and IT techniques as well as sociological and psychological tools

8. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Risk Management It does not mean to avoid risks, it is a tool to foresee the risks Risks and Probabilities should be determined beforehand. Risk action plans and scenarios should be prepared. Implemented as proactive or reactive measures

9. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey 28-30/04/07 Contract Management Training Interface (Integration) Management Perform coordination of the Project with the other ongoing projects. Like the Stakeholder Management it is not carried out within the boundaries of but at the boundaries. Closely related with the national, regional and local planning and is a tool of total cost management. Data flow and cooperation is a must for implementation.

10. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Target Management Any successful management does not ensure that the work will necessarily hit the target. Vitally important for the planning projects and programmes Carried out by the Senior Project Management or the Program Management. Efficient implementation of monitoring and target evaluation is a must LFA is the most important management tool.

11. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Contract Management Tender decision Selection of procurement method Determination of the PQ criteria Collection of proposals Call for proposals Tender Launch Preparation of the tender documentEvaluation of PQ Evaluation of the proposals Selection of the eligible proposal Contract negotiations Contract Award Post-implementation liabilities Expiration of the Contract Dispute Management Implementation of the contract Preparation of the PQ documents IPA Funds Programme Management 12-19 sept. 2011

12. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 12 VisioninTendering Vision in Tendering

13. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 13 Luxury (Expensive) Long Life Basic (Cheap) High Performance (Short Life) Rugged (Reliable) Vision

14. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Tender Documents  General Conditions for Tenderers  Particular Conditions for Tenderers  General Conditions of Contract  Particular Conditions of Contract  Technical Specifications /ToR  Drawings  Addendums  Guarantee Forms  General Conditions for Qualification  Particular Conditions for Qualification  Qualification Forms IPA Funds Programme Management 12-19 sept. 2011

15. This project is co-financed by the European Union and the Republic of Turkey 28- 30/05/07 Contract Management Training Communication  Correspondence  Pre-tender meeting  Site visit  Addendums  Time extension  Legal basis  Unfair Competition  Advantage  Timing IPA Funds Programme Management 12-19 sept. 2011

16. This project is co-financed by the European Union and the Republic of Turkey 28-30/05/07Contract Management Training Instructions to Tenderers GENERAL Scope of Bid Source of Funds Corrupt Practices Eligible Bidders Eligible Materials, Equipment and Services Contents of Bidding Documents Sections of Bidding Documents Clarification of Bidding Documents, Site Visit, Pre-Bid Meeting Amendment of Bidding Documents Preparation of Bids Cost of Bidding Language of Bid Documents Comprising the Bid Letter of Bid and Schedules Alternative Bids Bid Prices and Discounts Currencies of Bid and Payment Documents Comprising the Technical Proposal Documents Establishing the Qualifications of the Bidder Period of Validity of Bids Bid Security Format and Signing of Bid18 IPA Funds Programme Management 12-19 sept. 2011

17. This project is co-financed by the European Union and the Republic of Turkey Instructions to Tenderers Submission and Opening of Bids Sealing and Marking of Bids Deadline for Submission of Bids Late Bids Withdrawal, Substitution, and Modification of Bids Bid Opening Award of Contract Award Criteria Notification of Award Signing of Contract Performance Security Evaluation and Comparison of Bids Confidentiality Clarification of Bids Deviations, Reservations, and Omissions Determination of Responsiveness Nonmaterial Nonconformities Correction of Arithmetical Errors Conversion to Single Currency Margin of Preference Evaluation of Bids Comparison of Bids Qualification of the Bidder Employer’s Right to Accept Any Bid, and to Reject Any or All Bids IPA Funds Programme Management 12-19 sept. 2011

18. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Prepare the tender documents Distribute the tender documents Confirm that they are received Set the date for site visit and inform the tenderers Determine the attendants for site visit Guide the visitors in the site Collect the written questions Prepare the answers Get for the receipt of addendums Distribute the addendums Send minutes of meeting and ensure receipt Answer the questions in the meeting Return the proposals which are late Collect the proposals IPA Experts to do..

19. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Evaluation of the Proposals  General and Administrative Evaluation  Eligibility  Integrity  Legality  Deviations and exceptions  Key personnel  Equipment  Technical Evaluation  Technical eligibility  Qualification  Method statements  Quality assurance  Working schedule  Financial Evaluation (RB)  Investment costs  Cash flow and net present value  Payment schedule  Financing terms and conditions  Daily works  Advance payment  Interest  Provisional Sums  Provisional Items  Guarantees and insurances  Contingencies

20. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Correction of the Errors  Multiplication errors  Addition errors  incompatibilities in letters and numbers  Degree errors  Dissimilarity of the original and copy  Major deviations  Adjustments  Advantage co-efficient  Provisional sums and Provisional Items  Price adjustments and future estimations

21. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Open the proposals Evaluate the eligibility of the proposals Check if any deviation Request additional information if necessary Evaluate the proposals Check the conditions of the funding institute Return the ineligible proposals Correct the errors Get the the performance guarantee Write the letter of acceptance Decide the award and get approval Rank the proposals Prepare the contract Sign the contract Inform the loosers Return the tender guarantees of the loosers

22. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey 22 11/01/2015 Quality Cost based example Teknik Puan = Hesaplanmış Teknik Puan x Teknik Puan Ağırlığı Mali Puan = (En Düşük Teklif Fiyatı / Teklif Fiyatı) x Mali Puan Ağırlığı Toplam Puan = Mali Puan + Teknik Puan

23. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 23 11/01/2015 Şirket AdıTeknik Puan (A) Ağırlıklı Teknik Puan (B) Teklif Fiyatı (C) En düşük teklif (D) Mali Puan (E) Ağırlıklı Mali Puan (F) Toplam Puan Sıra 0,80 * AD/C0,2 x EB + F Bilir Mühendislik 78,3562,681.230.000 100,0020,0082,685 MJK Müşavirlik 94,5675,651.800.0001.230.00068,3313,6689,313 ABC Consult68,12ELENMİŞTİR Çalış Mühendislik 84,4567,561.400.0001.230.00087,8617,5785,134 Koş Müşavirlik 98,4078,721.950.0001.230.00063,0812,6191,332 Ankara Ltd.96,8577,481.650.0001.230.00075,5515,1192,591

24. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey 28- 30/05/07 Contract Management Training Final Notifications Letter of acceptance Letter of intent

25. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey

26. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey

27. IPA Funds Programme Management 12-19 sept. 2011 Basic Principals Identification and management of risks Effects of risk management to price Cost variation when risk is transferred to the contractor Methods of avoiding claims Identifying the hot spots Acting against problems at the beginning of the project Problem solving techniques Friction caused by claims Resolution of claims with cooperation

28. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Basic Principals Amicable solution Identification of claims in advance Exaggerated claims ?? Financing Plan Budget Monitoring

29. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 29 Contract – Highlights Time Extension Additional Payment General Conditions Special Conditions

30. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Contract – Highlights Contract – Highlights Delays Changed Circumstances Abandonment, Suspension or Termination Payment Outputs Conflict of Interest / Corruption and Fraud

31. Universal Law Systems German Law (Favouring the Employer and the Supplier) French Law (Favouring the Employee and the Buyer) British Law (in balance)

32. Reasons for Claims Misstatement Without anybody's fault Uncertainty of documents Wilful misinterpretation Legal negligence Direct breach of contract

33. Ambiguous Contracts General Ambiguity Hierarchy of the contract documents Fuzzy expressions "Eligible" Contractor and Consultant

34. Claims for Price Adjustments Claims due to delays Verification of the critical path Quantitative analysis Agreement on the secondary costs Claims due to time extension Overheads Claims concerning break-down of the activities

35. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Changes Cardinal Change Changes which highly affect the content of the work Constructive change The instructions which are not defined clearly within the contract Formal change Changes which do not affect the content of the contract significantly

36. Cost Increase Client's Requests Revisions Increase of decrease in the content of the Services Predefined variations and flexibilities Effects of increasing, decreasing of the content of the Services and break down

37. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Delays An extraordinary event or circumstance beyond control of the parties preventing both or one of the parties from fulfilling their liabilities is considered as a Force Majeure (Events from God) Delays caused by the Client shall be accepted not in the responsibility of the other party The circumstances and events which can be controlled by the Contractor shall not be considered as eligible reasons for delay There is no time extension for ineligible delays and legal penalties shall be applied

38. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Stakeholders of Contract Management

39. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Main Stakehodlers İşveren İşi ihaleye çıkaran ve işin bitiminde teslim alacak olan gerçek ya da tüzel kişi, genel olarak diğer aktörler ile yapılan tüm sözleşmelerin taraflarından biri. “İdare” olarak da adlandırılabilir (Client), Yüklenici Sözleşmesinde tanımlı işleri yapmak üzere, İşveren’e karşı taahhütte bulunmuş gerçek ya da tüzel kişi, İşveren - Yüklenici sözleşmesinin taraflarından biri. “Müteahhit” olarak da adlandırılabilir (Contractor), Danışman İşveren tarafından belli yetkilerle, işin teknik ve/veya idari ve/veya mali yönetimine atanmış ve yükleniciye bildirilmiş gerçek veya tüzel kişi, İşveren - Danışman sözleşmesinin taraflarından biri. “Mühendis” olarak da adlandırılabilir (Consultant – Engineer),

40. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey

41. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Cont Cont. Tedarikçi Proje içinde belli bir malın teminini üstlenmiş, gerçek ya da tüzel kişi. “Satıcı” olarak da adlandırılabilir (Supplier), Alt-yüklenici Yüklenicinin, işinin belirli bir parçasını yaptırmak için anlaştığı gerçek ya da tüzel kişi, Yüklenici-Alt Yüklenici sözleşmesinin taraflarından biri. “Taşeron” olarak da adlandırılabilir (Subcontractor), Alt-danışman Mühendisin, sorumluluğu altındaki hizmetlerden belirli bir bölümünü yaptırmak için anlaştığı gerçek ya da tüzel kişi, Mühendis-Alt danışman sözleşmesinin taraflarından biri. “Taşeron mühendis” olarak da adlandırılabilir (Subconsultant),

42. IPA Funds Programme Management 12-19 sept. 2011 This project is co-financed by the European Union and the Republic of Turkey Finansör İşin yapılması için gerekli finansmanı sağlayan gerçek ya da tüzel kişi, İşveren- Finansör ve Yüklenici-Finansör anlaşmalarının taraflarından biri. “Banka – finans kuruluşu” gibi de adlandırılabilir (Financier), Arabulucu Herhangi iki taraf arasında meydana gelen uyuşmazlık ve anlaşmazlıkların, hakem ya da mahkemeye gitmeden dostça ve pratik olarak çözülmesi için, taraflarca sözleşme görüşmelerinde üzerinde uzlaşılmış ve atanmış gerçek kişi (Adjudicator), Hakem Herhangi iki taraf arasında meydana gelen uyuşmazlık ve anlaşmazlıkların, hakemlik yöntemleri ile çözülmesi için, taraflarca sözleşme görüşmelerinde uzlaşma sağlandığı durumlarda uyuşmazlık meydana geldiği zaman, hakemlik kurallarına göre, davayı yönetmek ve kararı vermekle yetkili gerçek kişi (Arbitrator) Cont Cont.

43. This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Questions? 43 IPA Funds Programme Management 12-19 sept. 2011