Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım This project is co-financed by the European Union and the Republic of Turkey Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey IPA Programme Management Training 12 -19 September 2011 asli. gulgor@ecorys. com. tr IPA Funds Programme Management 12 -19 sept. 2011 1
What is Project Management? This project is co-financed by the European Union and the Republic of Turkey Time Management Cost Management Human Resources Management Quality Management Stakeholder Management Risk Management Contract Management Ø Procurement Management Ø Dispute management Interface Management Target management IPA Funds Programme Management 12 -19 sept. 2011
Time Management This project is co-financed by the European Union and the Republic of Turkey 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
Cost Management This project is co-financed by the European Union and the Republic of Turkey 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 IPA Funds Programme Management 12 -19 sept. 2011
Human Resources Management This project is co-financed by the European Union and the Republic of Turkey 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 2830/04/07
Quality Management This project is co-financed by the European Union and the Republic of Turkey 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
Stakeholder Management This project is co-financed by the European Union and the Republic of Turkey 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 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 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. IPA Funds Programme Management Training 28 -30/04/07 Contract Management 12 -19 sept. 2011
Target Management This project is co-financed by the European Union and the Republic of Turkey 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. IPA Funds Programme Management 12 -19 sept. 2011
Contract Management This project is co-financed by the European Union and the Republic of Turkey Tender decision Selection of procurement method Determination of the PQ criteria Collection of proposals Call for proposals Tender Launch Preparation of the tender document Evaluation of the proposals Selection of the eligible proposal Contract negotiations Contract Award Postimplementation liabilities Expiration of the Contract Dispute Management Implementation of the contract IPA Funds Programme Management 12 -19 sept. 2011 Preparation of the PQ documents Evaluation of PQ
Vision in Tendering This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12 -19 sept. 2011 12
This project is co-financed by the European Union and the Republic of Turkey Vision Rugged (Reliable) High Performance (Short Life) Basic (Cheap) Luxury (Expensive) Long Life IPA Funds Programme Management 12 -19 sept. 2011 13
Tender Documents This project is co-financed by the European Union and the Republic of Turkey Ø General Conditions for Tenderers Ø Particular Conditions for Tenderers Ø General Conditions of Contract Ø Particular Conditions of Contract Ø Technical Specifications /To. R Ø Drawings Ø Addendums Ø Guarantee Forms Ø General Conditions for Qualification Ø Particular Conditions for Qualification Ø Qualification Forms IPA Funds Programme Management 12 -19 sept. 2011
Communication This project is co-financed by the European Union and the Republic of Turkey Ø Correspondence Ø Pre-tender meeting Ø Site visit Ø Addendums Ø Time extension Ø Legal basis Ø Unfair Competition Ø Advantage Ø Timing 28 IPA Funds 30/05/07 Programme Management 12 -19 sept. 2011 Contract Management Training
Instructions to Tenderers This project is co-financed by the European Union and the Republic of Turkey GENERAL Preparation of Bids Cost of Bidding Scope of Bid Language of Bid Source of Funds Documents Comprising the Bid Corrupt Practices Letter of Bid and Schedules Eligible Bidders Alternative Bids Eligible Materials, Equipment and Bid Prices and Discounts Services Currencies of Bid and Payment Contents of Bidding Documents Comprising the Technical Proposal Sections of Bidding Documents Establishing the Qualifications Clarification of Bidding Documents, of the Bidder Site Visit, Pre-Bid Meeting Period of Validity of Bids Amendment of Bidding Documents Bid Security Format and Signing of Bid 18 28 -30/05/07 Contract Management Training IPA Funds Programme Management 12 -19 sept. 2011
Instructions to Tenderers This project is co-financed by the European Union and the Republic of Turkey 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 IPA Funds Programme Management 12 -19 sept. 2011 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 Experts to do. . This project is co-financed by the European Union and the Republic of Turkey Set the date for site visit and inform the tenderers Prepare the tender documents Distribute the tender documents Prepare the answers Collect the written questions Guide the visitors in the site Determine the attendants for site visit Answer the questions in the meeting Send minutes of meeting and ensure receipt Distribute the addendums Get for the receipt of addendums Collect the proposals Return the proposals which are late IPA Funds Programme Management 12 -19 sept. 2011 Confirm that they are received
Evaluation of the Proposals Ø Financial Evaluation (RB) Ø Investment costs Ø General and Administrative Evaluation Ø Cash flow and net present value Ø Eligibility Ø Integrity Ø Payment schedule Ø Legality Ø Financing terms and conditions Ø Deviations and exceptions Ø Daily works Ø Key personnel Ø Advance payment Ø Equipment Ø Interest Ø Provisional Sums Ø Technical Evaluation Ø Provisional Items Ø Technical eligibility Ø Guarantees and insurances Ø Qualification Ø Method statements Ø Contingencies Ø Quality assurance Ø Working schedule This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12 -19 sept. 2011
Correction of the Errors This project is co-financed by the European Union and the Republic of Turkey Ø Ø Ø Ø Ø 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 IPA Funds Programme Management 12 -19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey Open the proposals Evaluate the eligibility of the proposals Check if any deviation Request additional information if necessary Correct the errors Return the ineligible proposals Check the conditions of the funding institute Evaluate the proposals Write the letter of acceptance Get the performance guarantee Rank the proposals Decide the award and get approval Return the tender guarantees of the loosers Inform the loosers IPA Funds Programme Management 12 -19 sept. 2011 Sign the contract Prepare the contract
This project is co-financed by the European Union and the Republic of Turkey 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 22 15/03/201 8 IPA Funds Programme Management 12 -19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey Şirket Adı Teknik Puan (A) Ağırlıklı Teknik Puan (B) Teklif Fiyatı (C) En düşük teklif (D) Ağırlıklı Mali Puan (F) Toplam Puan D/C 0, 80 * A Mali Puan (E) 0, 2 x E Sıra B+F Bilir Mühendislik 78, 35 62, 68 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 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 96, 85 77, 48 1. 650. 000 1. 230. 000 75, 55 15, 11 92, 59 1 Ankara 23 Ltd. ELENMİŞTİR IPA Funds Programme Management 12 -19 sept. 2011 15/03/2018
Final Notifications This project is co-financed by the European Union and the Republic of Turkey Letter of acceptance Letter of intent 28 IPA Funds 30/05/07 Programme Management 12 -19 sept. 2011 Contract Management Training
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 IPA Funds Programme Management 12 -19 sept. 2011
Basic Principals This project is co-financed by the European Union and the Republic of Turkey 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 IPA Funds Programme Management 12 -19 sept. 2011
Basic Principals This project is co-financed by the European Union and the Republic of Turkey Amicable solution Identification of claims in advance Exaggerated claims ? ? Financing Plan Budget Monitoring IPA Funds Programme Management 12 -19 sept. 2011
Contract – Highlights This project is co-financed by the European Union and the Republic of Turkey Time Extension Additional Payment General Conditions Special Conditions IPA Funds Programme Management 12 -19 sept. 2011 29
Contract – Highlights This project is co-financed by the European Union and the Republic of Turkey Delays Changed Circumstances Abandonment, Suspension or Termination Payment Outputs Conflict of Interest / Corruption and Fraud IPA Funds Programme Management 12 -19 sept. 2011
Universal Law Systems German Law (Favouring the Employer and the Supplier) French Law (Favouring the Employee and the Buyer) British Law (in balance)
Reasons for Claims Misstatement Without anybody's fault Uncertainty of documents Wilful misinterpretation Legal negligence Direct breach of contract
Ambiguous Contracts General Ambiguity Hierarchy of the contract documents Fuzzy expressions "Eligible" Contractor and Consultant
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
Changes This project is co-financed by the European Union and the Republic of Turkey Cardinal 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 IPA Funds Programme Management 12 -19 sept. 2011
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
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 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 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 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), 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
Cont. This project is co-financed by the European Union and the Republic of Turkey 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
Cont. 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) IPA Funds Programme Management 12 -19 sept. 2011
This project is co-financed by the European Union and the Republic of Turkey Questions? IPA Funds Programme Management 12 -19 sept. 2011 43
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