Tender and contract training tailored to companies and institutions

1. Our Training Approach

Public procurement and contract procedures require legal, financial and technical units, tender preparation teams, procurement, project management and senior management to work in coordination on the same file. Kılıç Kurumsal Danışmanlık A.Ş. (Kılıç Kurumsal) prepares training programmes tailored to the needs of companies and institutions in order to develop their knowledge and practical competence in these processes.

Training is not delivered by presenting the same ready-made presentation to every participant in the same way. The institution’s field of activity, the procurement regime to which it is subject, the participants’ duties and level of knowledge, problems encountered in the past and the intended outcomes are assessed in advance. The scope, duration, method and trainers for the programme are determined according to this assessment.

The aim is not merely to convey knowledge of legislation. The objective is to enable participants to read the contract notice and tender documents together, ask the right questions, check documents and time limits, anticipate the financial and legal consequences of contractual provisions and complete the procedures within their remit on time.

Two interconnected processes

• Tender process: extends from reviewing the contract notice and documents through to signing the contract.
• Contract process: continues from commencement of the work through to progress payments, inspection and acceptance, final accounts and return of the guarantee.

The training programme addresses these two processes without separating them from each other.

2. Competencies Intended to Be Developed Through Training

• Reviewing the contract notice, administrative specifications, technical specifications, draft contract and annexes in conjunction with one another.
• Checking qualification, authority, signature, declaration, guarantee, work experience and technical compliance documents in terms of time limits and content.
• Establishing arrangements for duties, checks and final approval in EKAP and electronic tender procedures.
• Assessing tender costs together with contractual risks; preparing an abnormally low tender explanation with supporting documents.
• Recognising distinctions concerning the subject matter, standing and time limits in complaints to the contracting authority, appeals to the KİK and court proceedings.
• Managing records concerning commencement of work, notifications, work programmes, progress payments, price adjustments, time extensions, increases/decreases in work and correspondence.
• Assessing in advance the consequences of inspection and acceptance, incomplete or defective performance, delay penalties, termination, debarment and guarantees.
• Clearly defining the points for allocating duties and transferring information between tender, legal, financial and technical units.

3. Sample Advanced Modular Programme

The schedule below is a sample programme. The modules, trainers and durations are adjusted according to the institution’s needs following the preliminary meeting.

4. Trainers and Topic Allocation

The trainer is selected according to the programme topic; tendering, contracts, financial matters, abnormally low tenders and legal applications are not necessarily assigned to a single person. Different trainers may work together on programmes requiring multiple areas of expertise. The final assignment is specified in the training proposal.

5. How Is the Training Prepared?

1. Training request — The topic, number of participants, duty groups, preferred date and delivery format are provided.
2. Preliminary meeting and needs analysis — The field of activity, types of procurement, current level of knowledge, problems encountered and expected outcomes are identified.
3. Programme and written proposal — The modules, trainers, duration, method, venue/online environment, fee and documents to be delivered are specified.
4. Preparation — The presentation, case studies, selection of legislation/decisions and documents to be used are prepared in accordance with the programme; any necessary redaction is carried out.
5. Training and practice — The presentation is supported by questions and answers, document reviews, time-limit calculations, group work or sample decisions.
6. Completion and assessment — Participation details and completed topics are recorded; where deemed appropriate, a certificate of participation and a recommendation for subsequent work are provided.

6. Training Method and Documents That May Be Provided

• Training may be delivered face to face in Ankara, at a location specified by the company/institution, online or through a blended method.
• In addition to examples of legislation and decisions, training may include reviews of anonymised documents/files and case studies.
• Depending on the participant group, an executive information note/summary, practitioner presentation, checklist, sample document or training note may be prepared for the training.
• Once the programme and participation requirements have been completed, Kılıç Kurumsal Danışmanlık A.Ş. issues a “Certificate of Participation in Tender and Contract Training”.
• If separately agreed in the proposal, post-training implementation support may also be provided within specified time periods and limits.

7. Confidentiality, Professional Boundaries and Outcomes

Documents belonging to the company or institution that will be used in the training are identified in advance. Trade secrets, personal data, prices and sensitive information are not introduced into the training environment unless necessary. Where an actual file is used, appropriate anonymisation and access restrictions are applied. Information security and authorisation requirements are also observed separately in matters relating to NATO and the defence industry.

The training is intended to develop knowledge and practical competence. No assurance is given that the tender will be won, the bid will be accepted or no dispute will arise under the contract. Participation in the training does not confer an official professional title or qualification on behalf of a public body. Matters requiring legal advice, legal practice or representation in judicial proceedings are assessed separately within the framework of the relevant legislation and professional rules.