In an era of increasing demand for transparency, accountability, and efficiency in public service delivery, effective Public Procurement and Contract Management are foundational pillars for good governance and the judicious use of taxpayer money. These interconnected disciplines are critical for governments and public sector organizations to acquire goods, services, and works in a fair, competitive, and value-for-money manner, while simultaneously ensuring that contracts are meticulously managed from award to close-out to achieve their intended objectives. This comprehensive training course is designed to equip procurement professionals, contract managers, project officers, and legal advisors in the public sector with the essential knowledge, best practices, and practical tools to navigate the complex regulatory frameworks, mitigate risks, foster ethical conduct, and optimize outcomes throughout the entire procurement and contract lifecycle. Without robust expertise in Public Procurement and Contract Management, public entities risk financial wastage, legal challenges, reputational damage, and a failure to deliver essential services to citizens, underscoring the vital need for specialized expertise in this critical domain.

Duration: 10 Days

Target Audience

• Public Procurement Officers and Specialists
• Contract Managers and Administrators
• Project Managers in government agencies
• Legal Professionals advising on public contracts
• Auditors and Oversight Body Personnel
• Finance Officers in the public sector
• Policy Makers involved in procurement reform
• Suppliers and Contractors (to understand public sector processes)
• Civil Servants involved in tendering and vendor selection
• Professionals seeking to enhance governance and accountability in public spending

Objectives

• Understand the fundamental principles and legal framework of public procurement.
• Learn about the stages of the public procurement cycle from needs assessment to contract close-out.
• Acquire skills in developing clear and comprehensive solicitation documents.
• Comprehend techniques for conducting fair and transparent tender evaluations.
• Explore strategies for effective contract negotiation and award.
• Understand the importance of robust contract administration and monitoring.
• Gain insights into risk identification and mitigation in public contracts.
• Develop a practical understanding of ethical conduct and anti-corruption measures in procurement.
• Master performance management and dispute resolution in contract management.
• Acquire skills in utilizing e-procurement platforms and digital tools.
• Learn to apply international best practices in public procurement.
• Comprehend techniques for managing procurement and contract data for analysis.
• Explore strategies for promoting sustainable and green procurement.
• Understand the importance of stakeholder engagement and communication.
• Develop the ability to lead and implement compliant and efficient public procurement processes.

Course Content

Module 1: Introduction to Public Procurement

• Definition and objectives of public procurement.
• The socio-economic impact of public procurement.
• Fundamental principles: transparency, accountability, fairness, value for money, competition.
• Overview of international and national legal frameworks governing public procurement.
• Ethical considerations and professional conduct in procurement.

Module 2: The Public Procurement Cycle

• Stages of the procurement cycle: planning, solicitation, evaluation, award, contract management, close-out.
• Relationship between each stage and critical success factors.
• Roles and responsibilities of key actors in the procurement process.
• Centralized vs. decentralized procurement models.
• Procurement strategy development.

Module 3: Needs Assessment and Procurement Planning

• Identifying and defining organizational needs and requirements.
• Market analysis and sourcing strategies.
• Developing the annual procurement plan.
• Budgeting for procurement and expenditure control.
• Risk assessment in the planning phase.

Module 4: Procurement Methods and Selection

• Open tendering, restricted tendering, direct contracting, framework agreements.
• Request for Quotations (RFQ), Invitation to Bid (ITB), Request for Proposals (RFP).
• Criteria for selecting appropriate procurement methods.
• Emergency procurement procedures.
• Special procurement categories (e.g., works, services, consulting services).

Module 5: Developing Solicitation Documents

• Components of tender documents: Instructions to Bidders, General Conditions of Contract, Special Conditions.
• Technical specifications: drafting clear, non-discriminatory requirements.
• Bills of Quantities and pricing schedules.
• Evaluation criteria and scoring methodologies.
• Pre-bid meetings and clarifications.

Module 6: Tender Process Management

• Advertising and publicizing tender opportunities.
• Issuance of tender documents and registration of bidders.
• Tender closing procedures and security of bids.
• Public opening of tenders.
• Handling of late bids and modifications.

Module 7: Tender Evaluation and Award

• Establishing tender evaluation committees.
• Technical and financial evaluation processes.
• Due diligence and bidder qualifications.
• Handling of anomalies, deviations, and clarifications.
• Tender award decision and notification to bidders.

Module 8: Introduction to Contract Management

• Definition and importance of contract management.
• Role of the contract manager.
• Key elements of a public contract.
• Contract types and their implications for management.
• Transition from procurement to contract execution.

Module 9: Contract Administration and Monitoring

• Kick-off meetings and mobilization.
• Performance monitoring and reporting.
• Quality assurance and acceptance procedures.
• Payment certification and financial administration.
• Managing variations, changes, and amendments to contracts.

Module 10: Performance Management and Remedies

• Establishing performance indicators and service level agreements (SLAs).
• Monitoring contractor performance against agreed targets.
• Dealing with underperformance and breaches of contract.
• Liquidated damages, penalties, and termination clauses.
• Remedies for default and non-compliance.

Module 11: Risk Management in Contract Lifecycle

• Identifying and assessing contract risks (e.g., financial, operational, legal, reputational).
• Developing risk mitigation strategies.
• Contingency planning and risk registers.
• Monitoring and reviewing risks throughout the contract lifecycle.
• Sharing risks between parties.

Module 12: Dispute Resolution in Public Contracts

• Negotiation as a primary dispute resolution mechanism.
• Mediation and conciliation.
• Adjudication and arbitration.
• Litigation and legal recourse.
• Case studies of common disputes and their resolution.

Module 13: Ethical Conduct and Anti-Corruption in Procurement

• Transparency and accountability mechanisms.
• Conflict of interest management.
• Preventing fraud, collusion, and corruption.
• Whistleblower protection.
• Codes of conduct and integrity pacts.

Module 14: E-Procurement and Digital Transformation

• Benefits of e-procurement systems.
• Components of an e-procurement platform (e-tendering, e-catalogs, e-auctions).
• Implementation challenges and success factors for e-procurement.
• Data analytics for procurement performance improvement.
• Cybersecurity in digital procurement.

Module 15: Sustainable and Innovative Procurement

• Principles of sustainable public procurement (environmental, social, economic criteria).
• Green procurement policies and practices.
• Promoting small and medium enterprises (SMEs) in public procurement.
• Innovation procurement and public-private partnerships.
• Future trends in public procurement and contract management.

Training Approach

This course will be delivered by our skilled trainers who have vast knowledge and experience as expert professionals in the fields. The course is taught in English and through a mix of theory, practical activities, group discussion and case studies. Course manuals and additional training materials will be provided to the participants upon completion of the training.

Tailor-Made Course

This course can also be tailor-made to meet organization requirement. For further inquiries, please contact us on: Email: info@skillsforafrica.org, training@skillsforafrica.org  Tel: +254 702 249 449

Training Venue

The training will be held at our Skills for Africa Training Institute Training Centre. We also offer training for a group at requested location all over the world. The course fee covers the course tuition, training materials, two break refreshments, and buffet lunch.

Visa application, travel expenses, airport transfers, dinners, accommodation, insurance, and other personal expenses are catered by the participant

Certification

Participants will be issued with Skills for Africa Training Institute certificate upon completion of this course.

Airport Pickup and Accommodation

Airport pickup and accommodation is arranged upon request. For booking contact our Training Coordinator through Email: info@skillsforafrica.org, training@skillsforafrica.org  Tel: +254 702 249 449

Terms of Payment: Unless otherwise agreed between the two parties’ payment of the course fee should be done 10 working days before commencement of the training.