Tender and Contract Management

Contrary to common belief, success in public procurement is not limited to conducting the tender, submitting a tender or signing the contract. Success also means completing the contract properly and achieving the intended objectives.

Kılıç Kurumsal Danışmanlık A.Ş. (Kılıç Kurumsal) supports companies and organisations throughout the process, from pre-tender preparations to completion of the contract. Our objective is to contribute to more orderly procedures, the early identification of risks and decisions based on sound and current knowledge of legislation.

A. What Is Tender and Contract Management?

Tender and contract management is the integrated monitoring of planning, document preparation, tender submission/tender evaluation, contract signing, performance of the work, progress payments, delivery and acceptance procedures.

The tender and contract management service means ensuring that thousands of pages of legislation, tender documents, correspondence and other documents are correctly understood and applied. In other words, it is an institutional working framework that addresses duties, deadlines, documents and decision-making factors together, from the commencement to the completion of the work.

B. Who Is Tender and Contract Management Suitable For?

1. Companies Participating in Tenders

Kılıç Kurumsal supports companies that supply goods/products, provide services or undertake works in correctly interpreting tender documents and conducting tender preparations in an orderly manner. It jointly checks qualification documents, deadlines, securities and tender annexes. It determines the course of action compliant with legislation and explains it to the bidder.

2. Contractors Signing Contracts

Kılıç Kurumsal monitors contract commencement, work programmes, deliveries, correspondence, progress payments, price adjustments, changes to time periods and acceptance procedures. It aims to identify at an early stage any incomplete procedures, practices or records that could cause contractors to lose rights. It determines the course of action compliant with legislation and presents it to the contractor.

3. Public Authorities and Municipal Companies

Kılıç Kurumsal prepares the necessary roadmap for authorities seeking to improve tender preparation, document organisation, allocation of duties, contract implementation and record-keeping procedures. It works to prevent potential risks and remedy losses to public funds. It prepares this work according to the organisation's authorisation structure and the type of procurement.

4. Procurement Units and Tender Teams

Kılıç Kurumsal establishes a common working framework for procurement units, tender preparation personnel, technical teams, financial affairs personnel and managers. It determines who will prepare each document and who will perform the final check. It provides the necessary training and practical guidance to minimise the rate of errors in implementation. It prepares projects to increase the success rate.

5. International, NATO and Defence Industry Procurement

For overseas tenders and NATO, defence and security procurement, Kılıç Kurumsal examines document, qualification, process, confidentiality and supply requirements together. It prepares a project according to the relevant procurement method and specific contractual terms. It determines the course of action compliant with legislation and presents it to the relevant party.

C. What Do We Do Before the Tender?

1. Determination of the Requirement and Scope of Work and Time Planning

The purpose, subject matter, quantity, duration and expected outcome of the procurement are clarified. The objective is to prevent the work from being defined more broadly or narrowly than necessary.

A timeline is prepared for tender preparation, announcement, tendering, evaluation, contracting and commencement of work stages. Tasks with a potential for delay are identified in advance.

2. Allocation of Duties and Document Preparation

The persons responsible for preparing technical, administrative and financial documents are identified. Review, approval and submission duties are separated.

Depending on the nature of the work, technical requirements, the estimated contract value or price research, qualification requirements and contractual provisions are evaluated together. An effort is made to identify at an early stage any conditions that could unnecessarily restrict competition.

D. How Do We Review Tender Documents?

1. Review of the Announcement and Administrative Documents

The announcement, administrative specifications, draft contract and standard forms are read together. They are checked for any inconsistencies between dates, deadlines, qualification requirements, securities and document requirements. For conditions that restrict competition, the documents to be used in a complaint are compiled and technical findings are prepared; the legal grounds of the complaint and the filing itself are legal services provided by a lawyer and are not part of this service.

2. Technical Requirements

Technical requirements are expected to be clear, measurable and consistent with the purpose of the work. Provisions that are ambiguous, contradictory or likely to cause problems in practice are identified. The documents needed for a complaint to the contracting authority are compiled and technical findings are prepared; the legal structure of the application is not part of this service.

3. Qualification Documents

Work experience, financial standing, professional documents, quality documents, shareholding information and signature details are reviewed separately. Each document is checked to determine whether it is current, valid and capable of being submitted in the required form.

4. Contractual Terms

Provisions concerning the delivery period, payment arrangements, price adjustments, penalties, securities, acceptance, time extensions and termination are evaluated before a tender is submitted. Significant financial and operational risks for the company are reported to management.

E. What Do We Provide During Tender Preparation?

1. Document, Authorisation and Signature Checklist

The documents to be submitted are compiled in a single list. The person responsible for each document, its preparation date and final review status are indicated. Checklists are prepared for tax and SGK debts and debarment status. Notification is provided regarding non-compliant documents or matters preventing the company from participating in the tender.

The persons who will sign the tender, powers of attorney, shareholding information and electronic records are compared. The risk of the tender being excluded from evaluation due to insufficient authority is reduced. Persons who may not participate in the tender (within the scope of Articles 10 and 11 of Law No. 4734) are identified. Measures are taken to prevent these persons from participating in the tender.

2. Cost, Tender Price and Abnormally Low Tender Preparation

Labour, materials, vehicles, taxes, insurance and other expenses affecting the tender cost are identified. The basis of the price and the calculation method are recorded.

Cost components for which an abnormally low tender explanation may be requested are organised during the tendering stage. Support is provided for the appropriate preparation of invoices, quotations, analyses, labour costs and other supporting evidence.

Before the tender is submitted, checks are performed on documents, dates, amounts, signatures, securities, electronic procedures, debarment status, SGK debts and tax debts. A further review is conducted to determine whether last-minute changes have created a new error.

F. What Do We Do When the Contract Is Signed?

Legislation imposes significant obligations on companies and organisations in relation to the signing of contracts. During this process, Kılıç Kurumsal monitors performance security, tax and social security documents, authorisation documents, insurance and other contractual documentation. Document validity periods and the period for invitation to sign the contract are monitored together.

The parties to the work, responsible persons, contact persons, delivery schedule and record-keeping method are determined at the outset. The objective is to establish a common working framework from the first day.

The work programme, site handover, commencement of work, personnel, vehicles, materials and other commencement documents are arranged in accordance with the contractual terms. The possibility of delays or missing documents is reported in advance.

G. How Do We Monitor Contract Implementation?

1. Preparation of a Time, Delivery and Document Monitoring Programme

The dates, interim deliveries and notification periods forming the core structure of the contract are entered in a monitoring schedule. The necessary correspondence is conducted concerning potential deviations from these dates. Draft correspondence is prepared regarding penalties imposed due to delays attributable to the contracting authority.

Instructions, notifications, objections, deliveries and meeting records are kept in an orderly manner. Information is provided regarding the need to put the relevant parts of verbal discussions in writing.

2. Review of Progress Payments, Price Adjustments and Payments

Completed work, measurements, deliveries and payment documents are compared. The supporting evidence for progress payments, deductions and payment periods is checked. The necessary correspondence concerning underpayments or unjustified penalty deductions is coordinated.

In addition, if the contract provides for a price adjustment, the applicable principles and calculation period are checked. Differences in calculations are shown through documents and schedules. The necessary correspondence concerning underpayments or unjustified deductions is planned.

3. Increases/Decreases in Work, Time Extensions and Delays

Changes to the scope of the work are reviewed to determine whether they comply with the contract, authority and applicable limits. The impact of each change on time, price and deliveries is documented.

The cause of the delay, the date of notification and the contractual terms are evaluated together. Support is provided to ensure that a time extension request is prepared with the necessary documents and submitted on time.

4. Penalties and Deductions

The basis of penalties and deductions that may be imposed due to delay, incomplete work or breach of contract is reviewed. Calculation and notification procedures are conducted in a documented manner. The necessary correspondence concerning unjustified penalty deductions is prepared.

H. Inspection and Acceptance and Completion of the Contract

Delivery conditions, inspection criteria, records and acceptance documents are checked. The manner in which incomplete or defective work will be recorded is determined.

The acceptance application, review, incomplete work and correction periods are examined. Acceptance records are aligned with the contract and the work actually performed.

The documents required for the final progress payment, final account, deductions and return of security are checked. The necessary correspondence is completed regarding outstanding financial or administrative matters.

I. Working Arrangements

1. Single-File Review

This is performed for a specific tender document, tender file, contract, progress payment or acceptance procedure.

2. Tender-Term Support

This continues from the review of the announcement or documents until submission of the tender or signing of the contract.

3. Contract-Term Support

This is provided for a specified period from commencement of the work through delivery and acceptance to contract completion.

4. Periodic Support

Regular meetings, reviews and reporting are provided for companies or organisations managing multiple tenders or contracts.

5. Tailored Knowledge Transfer

Depending on the needs identified during the work, team briefings, sample file reviews or practical training may be provided.

J. Scope and Limitations of Our Services

The duties of a public authority are not the same as those of a company participating in a tender or signing a contract. The scope of work is therefore prepared separately according to the responsibilities of the applicant party.

Services are not provided within the same scope of work to parties with opposing interests in the same tender or contract. If a situation that could affect impartiality is identified, the relevant party is notified before the work begins.

Kılıç Kurumsal Danışmanlık A.Ş. operates in the fields of tender and contract management, institutional review, training and reporting. Legal practice, litigation services, acting under a power of attorney and legal representation are not included in this service. If legal representation, litigation or application services are found to be required in a matter, it is explained that this need must be considered within a separate professional organisation.

No guarantee is given for any engagement that the tender will be won, that the contract price will be received in full or that a dispute will be resolved in a particular manner. The purpose of the service is to ensure proper preparation, document procedures and strengthen the quality of decision-making.

K. Contact Us and State the Stage of Your Requirement

Briefly describe your requirement concerning tender preparation, tendering, contracting, progress payments, price adjustments, delivery, acceptance or international procurement. You may submit your application by completing the form on the “Corporate Service Request” subpage under the main “CONTACT” menu of our website. After your request has been reviewed, the scope of work, timeframe, assigned personnel and documents to be delivered will be clearly defined.

Contact Details: https://www.kilickurumsal.com.tr/iletisim