 Tenders/contracts
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A well-prepared tender is the basis for a successful project |
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In almost all e-projects, there are constraints and circumstances that make drawing up the tender "difficult" (for example, unclear requirements, unclear responsibilities at the client's/customer's, time pressure for tender submission, use of new tools, complex cooperation with partners/suppliers). That is why a professional initiation phase and an exact process for drawing up tenders/contracts are so important for ensuring the success of a project. |
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Typical challenges in the process of drawing up a tender |
Perform project initiation first, then draw up the tender |
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Drawing up a tender costs time and money. For this reason, you should always clarify in advance, especially with larger-scale tenders, whether you can and should tender for this project at all. You should also try to check out the client's/customer's budgetary situation as early as possible (and also the customer's willingness and ability to make own resources available for the cooperation). If the budget is limited, a comprehensive implementation proposal considerably exceeding these limits will have no chance at all. |
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Initiation phase
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In typical e-projects, you draw up a tender for each release, or even just for particular phases within a release (e.g. for analysis and definition, design and implementation, operations and support).
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Definition phase |
Effort estimation is particularly difficult in e-projects When faced with unclear or instable requirements, it is very difficult to estimate the functional scope, quite apart from the fact that often there will be no empirical values available from similar projects with similar technology which are essential for an expert estimation. |
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Effort estimation/project costing |
What you should keep in mind: |
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- Project initiation: The key issues here are feasibility and non-functional requirements (performance, usability, ...).

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- "Proactive claiming": The claim management goals and strategies are relevant already when you draw up a tender.

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- Proof of concept projects: A good way to verify feasibility and build confidence within the scope of a pre-project.

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- Customer workshops: Important for identifying the requirements and shaping the relationship with the customer.

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- The tender document: What are the components of a (PSE) tender, what PSE templates should you use (provision of personnel, works and services, letter of intent, ...), hints on how to use the templates and what kind of wording to use in the templates.

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- Other contract documents: Links to the web sites of PSE CO, STR, finances, procurement and logistics, ..., which offer templates and hints relating to agreements/contracts often needed to supplement the tender, such as non-disclosure agreements, consortium agreements, back-to-back contracts, ...

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- Review of the tender: All tenders must be reviewed without exception; in most cases, this is stipulated in the relevant QA instructions.

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- Chestra proposal management: Many useful procedures and tips.

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