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How to Create a "Scope of Work" for a Tender or RFP

Also called: How to Prepare a Statement of Work (SOW) or Scope of Work for a Bid Document or Request for Proposal

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Outline for a 1-Day Course

Evolution of the Statement of Work
  • How the SOW got started
  • How it is being used and abused
  • The different stages of the SOW
  • Relationship of the SOW to other documents


Structuring the Statement of Work

  • Where the various sections of the Statement of Work fit in the bid document
  • The Scope of Work
  • The Quality of Work
  • The Scheduling of Work
  • Vendor Qualifications
  • Vendor Methodology


What goes into the Statement of Work

  • Factors that determine contents of the SOW
  • The Scope of Work, or Terms of Reference
  • Standards, quality, and quantity requirements
  • Schedules
  • Methodology
  • Cost issues
  • Terms for acceptance
  • Project control mechanism
  • Risks associated with all of the above


Risks and Consequences of Failure

  • There is no undertaking without risk
  • Living with risk
  • Honest and open recognition of risk
  • Methods of minimizing risks


Scope of Work or Terms of Reference

  • Starting point
  • Finished product
  • Deliverables at intermediate stages (checkpoints)
  • Requirement
  • Specifications


The Work Schedule

  • Start and finish times
  • Major milestones
  • Partial completion requirements
  • Time estimates for units of work
  • Working with a Pert Chart and the Critical Path


Standards and Quality

  • Purchase of goods
  • Purchase of services
  • Buying construction services


Terms for Acceptance

  • How it develops into a problem
  • Identifiable elements
  • Follow-up activities


Vendor Qualification

  • Attributes for qualification
  • Experience, education
  • Certification, adhesion to standards, etc,
  • Qualifying companies, individuals, or teams
  • Using references effectively
  • Mandatory versus desirable qualifications


Vendor Methodology

  • Does methodology matter?
  • The role of methodology in procurement
  • Should buyers control methodology
  • How vendors view methodology
  • The importance of methodology in the selection process


Project Control System

  • The time to think about project control
  • Implement the project management system fully
  • Project management systems
  • Project team membership
  • Control and operation of project team
  • Responsibilities of team
  • Conflict resolution mechanism
  • Documentation of actions
  • Past experience requirements (in RFP)
  • References to past successes (in Proposals)


Using Risks to Evaluate Proposals

  • The SOW as an evaluation tool
  • Distinguishing between acceptable and unacceptable offers


Building the Selection Criteria Table from the Statement of Work

  • Identifying and separating mandatory requirements
  • Moving desirable requirements of the Scope of Work into the Selection Criteria table
  • Completing the Selection Criteria table with Qualification and Methodology requirements
  • Weight factors, risk elements
  • Determining scoring system
  • Quality versus cost considerations in the selection process


Creating a Modular Statement of Work Document

  • The One-Page Spread
  • The Two-Page Spread
  • The recommended model
  • How responsibilities are divided
  • Creating outlines
  • Writing full text
  • Editing
  • Language issues


Physical Characteristics of Document

  • Start with an idea about the size of the document
  • Problems caused by documents that are too small
  • Problems caused by documents that are too large
  • Document binding styles, electronic documents
  • One-sided or two-sided documents
  • Line justification, line spacing, margins
  • The position of page numbers
  • Fonts, font size
  • Columns
  • Page numbering styles
  • Bold, underline, italics, special fonts, shading, reverse on black
  • Boxes, tables, charts, graphs, diagrams, flow charts, pictures
  • Appendices


Horizontal & Vertical Structures of Document and Text

  • Who controls the structures
  • Number of volumes
  • Number of chapters
  • Styles of providing textual information
  • Styles of numbering chapters, sections, sub-sections

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