ipa programme management training 12-19 september 2011 asli.gulgor@ecorys.tr
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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
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
What is Project Management?What is Project Management?
Time ManagementCost ManagementHuman Resources ManagementQuality ManagementStakeholder ManagementRisk ManagementContract Management
Procurement Management Dispute management
Interface ManagementTarget management
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Time ManagementTime 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
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Cost ManagementCost 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
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 Human Resources ManagementManagement
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.
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Quality ManagementQuality 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.
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Stakeholder ManagementStakeholder 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
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Risk ManagementRisk 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
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
28-30/04/07Contract Management Training
Interface (Integration) Interface (Integration) ManagementManagement
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.
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Target ManagementTarget 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.
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 2011
Contract ManagementContract Management
Tender decision
Selection of procurement method
Determination of the PQ criteria
Collection of proposals
Call for proposalsTender Launch
Preparation of the tender document Evaluation 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
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 201112
VisionVision inin TenderingTendering
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 201113
Luxury (Expensive) Long Life
Basic (Cheap)High Performance
(Short Life)
Rugged (Reliable)
VisionVision
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Tender DocumentsTender 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
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
CommunicationCommunication
CorrespondencePre-tender meeting Site visit AddendumsTime extension
Legal basisUnfair CompetitionAdvantageTiming
IPA Funds Programme Management 12-19 sept. 2011
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
Instructions Instructions to Tenderersto 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 Bid 18
IPA Funds Programme Management 12-19 sept. 2011
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Instructions Instructions to Tenderersto 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
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 forsite visit and inform
the tenderers
Determinethe 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..IPA Experts to do..
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 ProposalsEvaluation 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
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 ErrorsCorrection 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
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
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
22 19/04/23
Quality Cost based exampleQuality 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
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 2011
23
19/04/23
Şirket Adı Teknik 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 * A D/C 0,2 x E B + F
Bilir Mühendislik
78,35 62,68 1.230.000 1.230.000 100,00 20,00 82,68 5
MJK Müşavirlik
94,56 75,65 1.800.000 1.230.000 68,33 13,66 89,31 3
ABC Consult 68,12 ELENMİŞTİR
Çalış Mühendislik
84,45 67,56 1.400.000 1.230.000 87,86 17,57 85,13 4
Koş Müşavirlik
98,40 78,72 1.950.000 1.230.000 63,08 12,61 91,33 2
Ankara Ltd. 96,85 77,48 1.650.000 1.230.000 75,55 15,11 92,59 1
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 NotificationsFinal Notifications
Letter of acceptance
Letter of intent
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
Com
men
cem
ent D
ate
Com
plet
ion
of D
rawi
ngs
Com
men
cem
ent D
ate
Con
stru
ctio
n C
ompl
etio
n Ta
rget
Take
-ove
rTa
keov
er C
ertif
icat
eD
efec
ts L
iabi
lity
Perio
dD
efec
ts L
iabi
lity
Cer
tific
ate
Dra
ft Fi
nal S
tate
men
t Fi
nal P
aym
ent C
ertif
icat
e
Delays Tests on DefectCompletion Liability < 28 days < 56 days
Period < 28 daysTendering Design Tendering Construction (If Specified)Period Period
21 days noticeDesign Phase Construction Phase Defect Rectification Phase
50% 50%Retention release
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 2011
Basic PrincipalsBasic Principals
Identification and management of risks Effects of risk management to price Cost variation when risk is transferred to the contractorMethods of avoiding claims
Identifying the hot spotsActing against problems at the beginning of the project Problem solving techniques
Friction caused by claimsResolution of claims with cooperation
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 2011
Basic PrincipalsBasic Principals
Amicable solutionIdentification of claims in advanceExaggerated claims ??Financing Plan Budget Monitoring
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 201129
Contract – HighlightsContract – Highlights
Time ExtensionAdditional PaymentGeneral Conditions Special Conditions
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 2011
Contract – HighlightsContract – Highlights
Delays Changed Circumstances Abandonment, Suspension or TerminationPayment Outputs Conflict of Interest / Corruption and Fraud
Universal Law SystemsUniversal Law Systems
German Law (Favouring the Employer and the Supplier)
French Law (Favouring the Employee and the Buyer)
British Law (in balance)
Reasons for ClaimsReasons for Claims
MisstatementWithout anybody's faultUncertainty of documentsWilful misinterpretation
Legal negligenceDirect breach of contract
Ambiguous Contracts Ambiguous Contracts
General AmbiguityHierarchy of the contract documentsFuzzy expressions"Eligible" Contractor and Consultant
Claims for Price Claims for Price AdjustmentsAdjustments
Claims due to delaysVerification of the critical pathQuantitative analysisAgreement on the secondary costs
Claims due to time extensionOverheads
Claims concerning break-down of the activities
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 2011
ChangesChanges
Cardinal ChangeChanges which highly affect the content of the work
Constructive changeThe instructions which are not defined clearly within the contract
Formal changeChanges which do not affect the content of the contract significantly
Cost Increase Cost Increase
Client's RequestsRevisionsIncrease of decrease in the content of the ServicesPredefined variations and flexibilitiesEffects of increasing, decreasing of the content of the Services and break down
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
DelaysDelaysAn 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 partyThe circumstances and events which can be controlled by the Contractor shall not be considered as eligible reasons for delayThere is no time extension for ineligible delays and legal penalties shall be applied
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
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
MainMain Stakehodlers 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),
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey
ContCont.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),
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)
ContCont.
This project is co-financed by the European Union and the Republic of Turkey
IPA Funds Programme Management 12-19 sept. 2011
Questions?Questions?
43IPA Funds Programme Management 12-19 sept. 2011
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