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Program Overview

5. Procurement and Contract Management Program Course Descriptions

Level 1

110: Procurement Foundations (Individual learning)

This self-directed, web-based course is based on the Core Policy and Procedures Manual, Chapter 6. The course highlights the roles, accountabilities, key principles and seven phases of the life cycle of the procurement and contract management process. It consists of three modules:

Module 1, "Introduction to Procurement", provides a brief overview of the Procurement and Contract Management Model and introduces related themes that learners will encounter as they progress through the PCMP. Phases of the Model covered include planning, pre-award and vendor relationship management.

Module 2, "Planning, Pre-Award and Solicitation, and Award", focuses on obtaining approvals in the planning phase, soliciting and evaluating offers, drawing up a contract, debriefing proponents, administration and monitoring of contracts and agreements.

Module 3, "Administration and Monitoring, Post-Contract Evaluation, Corporate Reporting and Vendor Relationship Management", examines risk assessment, post-contract evaluation, corporate reporting on procurement and contract management activities, communications with vendors and the vendor complaint resolution process.

Efficient and effective standardized procedures are discussed throughout the course with an emphasis on best practices from different organizations.

Upon completion of all three modules, participants will be certified at Level 1 of the Procurement and Contract Management Program.

Level 2

201: Contract Management Planning (Instructor-led)

This 2.5 day course (2 days in the classroom and mandatory .5 day pre/post course work completed online) will focus on the understanding, selection and planning of different procurement strategies based on different procurement requirements.

Topics will include needs assessment, business case analysis, risk assessment, obtaining approvals, solicitation types and the preparation of a Terms of Reference planning document. Participants will develop their practical skills using a variety of planning templates and guidelines in exercises, small and large group discussions and case studies. These group exercises and case study discussions will develop realistic solutions to procurement and contract management problems and situations that will be presented and discussed in plenary sessions.

202: Contract Solicitation, Award and Monitoring (Instructor-led)

This 2.5 day course (2 days in the classroom and mandatory .5 day pre/post course work completed online) will focus on the key pre-award and solicitation activities, award processes and specific monitoring activities for efficient and effective project and contract management. Using situational examples, participants will analyze the various component steps that could be required in a well-planned and well-executed procurement.

This course will benefit procurement managers and administrators in writing clearly-defined solicitations resulting in well-written proposals. This course will allow participants to draft solicitation information and evaluation criteria for selecting the vendor offering the best value. Participants will learn monitoring techniques to achieve the delivery of both performance and quality from contractors during implementation.

203: Administering and Evaluating Contract Performance (Instructor-led)

This 2.5 day course (2 days in the classroom and mandatory .5 day pre/post course work completed online) will focus on the following four key phases: Administration and Monitoring, Post-contract Evaluation, Corporate Reporting, and Vendor Relationship Management.

This course will benefit procurement administrators and managers who incorporate the best practices identified during the classroom training into their workplace routines. Selected pre-reading scenarios highlight issues that are subsequently discussed in small and large groups. The lessons learned in the scenarios are identified and captured for application back in the workplace. A more complex flow-through case study during the course allows ample opportunity for participation as the last phases of the procurement and contract management process are discussed.

204: Laws and Ethics for Competitive Procurement (Instructor-led)

This 1.5 day course (1 day in the classroom and mandatory .5 day pre/post course work completed online) will develop basic and applied skills in contract law, ethical procurement practices, and procurement standards of conduct. Participants will develop their skills with Contract A and Contract B laws, and in coping with typical problems such as late bids, errors in proposals, withdrawal of bids, and the assessment of damages. Case studies will reinforce the procurement standards of conduct for fairness, disclosure, transparency, and equal treatment for bidders. The laws of FOIPPA, copyright, moral rights, and confidentiality will be explored in typical contracting situations.

205: Procurement Management and Negotiations: Theory and Issues (Instructor-led)

This 1.5 day course (1 day in the classroom and mandatory .5 day pre/post course work completed online) provides basic negotiation theories and skills, in the context of BC Government procurement and contract management. The participants explore various dispute resolution options, and work through issues associated with managing poor performance as well as appropriate steps to contract termination.

Specific topics explored include negotiating with the frontrunner in an RFP process, debriefing unsuccessful proponents, and all aspects of the Vendor Complaint Review Process. Learners look at government policy on dispute resolution, typical language included in government contracts, and outlining the contractual dispute resolution process.

Using relevant BC and Canadian examples, this course requires participants to use the knowledge obtained through the pre-reading, to further develop their skills in the area of negotiations. The day is focused around five segments from the Harvard Negotiation Project video Getting to Yes. After each segment, there are exercises that require participants to work with the skills they have seen demonstrated.

210: Understanding and Drafting Contracts - elearning

This 4.5 day blended elearning course will focus on preparing accurate contract and solicitation documentation for your ministry procurements. You will explore the government resources, templates and guidelines available to assist you, and will get experience customizing contract schedules, preparing for debriefings and handling transition issues. Participants will work on-line on individual assignments and contribute to class discussions.

Level 3

301: Advanced Contract Management Planning (Instructor-led)

This 2.5 day course (2 days in the classroom and mandatory .5 day pre/post course work completed online) covers specific competencies required in more comprehensive contract management situations, including business case preparation, detailed needs assessment and production of a contract management terms of reference. Participants will develop their practical procurement and contract management skills using different planning templates and guidelines related to a comprehensive multi-phase and multi-year case study example. Various small group exercises and activities will develop practical solutions to procurement and contract management issues and problems that will be presented and discussed in plenary sessions.

302: Requests for Proposals (Instructor-led)

This 2.5 day course (2 days in the classroom and mandatory .5 day pre/post course work completed online) provides participants with the opportunity to prepare an RFP planning and solicitation document based on a comprehensive contracting situation. Topics and skills-based learning include information gathering, vendor/supplier availability, planning and development of the project, and RFP requirements through a business case analysis, establishing the evaluation criteria and process, establishing and conducting proponents' procurement meetings, debriefings and presentations, and negotiation considerations and sessions.

304: Advanced Law, Ethics, and Best Practices in Procurement

This 1.5 day course (1 day in the classroom and mandatory .5 day pre/post course work completed online) focuses on applied skills in contract law, ethical procurement practices, and procurement standards of conduct. Participants will develop their advanced skills with Contract A and Contract B scenarios, and develop judgment in dealing with compliance issues, bid modification or clarification, and multiple stage procurements. Case studies will reinforce the procurement standards of conduct for fairness, disclosure, transparency, and for avoiding bid-rigging violations. The laws of FOIPPA, copyright, moral rights, and confidentiality will be explored in more complex contracting situations. The implications of FOIPPA legislation and post-contract evaluation will also be examined.

305: Advanced Negotiation Skills (Instructor-led)

This 2.5 day course (2 days in the classroom and mandatory .5 day pre/post course work completed online) provides participants with an opportunity to practice and develop their negotiation skills in both individual and team negotiations using various negotiation situations common to procurement within the BC Government. Comprehensive negotiation planning and preparation include understanding and using different communication styles, negotiation strategies and tactics, bargaining and questioning techniques, resolving deadlocks, and formally finalizing negotiations. Participants will act as both negotiators and observers, using different negotiation scenarios in order to develop their individual negotiation skills through practical application as well as through the observation of others. Completion of the Level 2 course Procurement Management and Negotiations: Theory and Issues is a pre-requisite to this course.

310: Advanced Contract Drafting (Instructor-led elearning)

In this 4.5 day blended elearning course, participants will explore some of the more advanced issues around drawing up an effective contract, and developing schedules and custom clauses to meet government needs. Participants will work on-line in small groups to prepare assignments and explore best practices and leading-edge strategies in public sector procurement. Completion of Course 210 is a prerequisite.

350: Case Study and Executive Presentations(Instructor-led)

This 1.5 day instructor led course is the final requirement for the Certificate in Procurement and Contract Management. Prior to attending the course, participants will receive and then prepare an omnibus case study. Each case study will contain issues that span the eight program elements (7 Processes and Procurement and Contract Management, and general competencies across the government process).

During the first day of the course, participants will work with their colleagues and the instructor to discuss, and review their case study solutions. On the second half-day, the participants will present their case study solutions to a panel of senior government staff. In order to graduate, the participants must demonstrate that they possess the required level of basic and applied skills across the eight program elements. The course will conclude with a graduation ceremony for those participants who have successfully completed all certificate requirements.

Level 4

401: Procurement and Contract Management Planning Essentials for Executives (DM and ADM audience) (Instructor-led)

This interactive 2.5 hour session is custom designed for the executive audience of DMs and ADMS. It provides executives with concise practical explanations, and de-mystifies the procurement choices for delivering government services. This seminar centres on the key decisions that top executives must make during a core review of their programs. For example, "shall we deliver our program in-house, fully outsource it to the private sector, or something in-between?"

The second part of the seminar will highlight major opportunities in government procurements, and major risks that arise. From the perspectives of the top executives, recent successes in government contracts will be reviewed, as well as scandals and disasters across Canada. Critical and persistent problems such as direct awards and lack of documentation will be addressed. Specific strategies for success and for reducing risks will be covered. Participants will have opportunities to hone their skills via group discussions, and shared experiences.

At the end of the seminar, executives will be invited to stay for additional networking, a question and answer period, problem solving, and group discussions.

402: The Role of the Executive - Ethics, Liability, and Standards of Conduct (ADMs and DMs) (Instructor-led)

This interactive 2.5 hour session is custom designed for the executive audience of DMs and ADMS. Judges view "procurement fairness" in surprising ways, and large damage awards can result if a government agency makes a mistake regarding fairness. Executives have to ensure that government procurements remain fair and transparent, and produce effective results.

This seminar looks at procurement standards of conduct and ethical considerations throughout the contracting cycle. The course reviews key court decisions that impose personal liability for contract managers, and provides strategies for minimizing risks in this area. Everyone wants to avoid litigation and the acrimonious vendor relationships that follow major disputes.

In an intense, fast paced delivery style, this course highlights best procurement practices in government and the private sector, and related strategies for dealing successfully with Agreement on Internal Trade (AIT) and Trade, Investment and Labour Mobility Agreement (TILMA). Participants will have opportunities to hone their skills via group discussions, and shared experiences.

At the end of the seminar, executives will be invited to stay for additional networking, a question and answer period, problem solving, and group discussions.

403: Planning it Right: How to Avoid Contract Disasters, Scandals and Litigation (Senior Management Audience) (Instructor-led)

Using relevant BC examples, this .5 day, instructor-led course will provide senior managers with concise practical explanations, and will de-mystify the choices for delivering government services. It focuses upon the key decisions that senior managers must make to deliver their programs. For example, "shall we deliver our program in-house, fully outsource it to the private sector, or something in-between?"

Participants will examine the full spectrum of alternative service delivery methods, practice how to carve out the right scope, and set service levels.

Finally, the course will highlight major opportunities in government procurements, and major risks that arise.From the perspectives of senior management, recent successes in government contracts will be reviewed, as well as big disasters across Canada. Persistent problems such as direct awards and lack of documentation will be addressed, along with strategies for success and for reducing risk.

404: Advanced Procurement Strategies - Achieving Success in Ministry Contracts (Senior Management Audience) (Instructor-led)

This .5 day, instructor-led course will explore emerging best practices and strategies for complex or high-risk procurements in the public sector. Examples from across Canada will lay the foundation for interactive discussions and exercises. Senior managers will develop skills, discuss implementation of contracting out, outsourcing, ASD (alternate service delivery), P3 (Public Private Partnerships), and Joint Solutions Procurement.

Specific strategies for senior managers will focus on multiple stage procurements, web based procurements, supplier development trends and issues management for cross government initiatives. This course will identify what works, and what does not.

Moreover, senior managers will discuss the capacity of their own organization to implement or apply these best practices. Major risks with staffing and resources will be identified. The topics will also relate to emerging trends and value drivers in government contracting, such as:

Ethical procurement practices
Procurement standards of conduct
Personal liability issues
Government procurement policy
Obtaining legal advice/counsel within government
Copyright and moral rights
Contractor practices
Records management
Government and/or ministry procurement procedures
Procurement in public sector compared to private sector

405: Strategic Risk Implications in Procurement and Contract Management

Structuring the "right deal" with a private sector contractor requires judgment and a great deal of experience. Passing too many risks over to the private sector can increase costs, discourage the contractor, and stifle innovations in delivery. On the other hand, senior managers must protect the provincial government, and get quality service delivery from their contracts.

This .5 day course uses a practical case study approach to identify and quantify risks in program delivery. Senior managers will then explore how to use contract solutions for sharing or transferring risk.

The course provides numerous examples of risk sharing techniques used successfully in recent government contracts. In an intense classroom setting, senior managers will pursue the ultimate goal of finding the right contractual terms to maximize service delivery while minimizing risk and cost to government.

406: Vendor Relationship Management

Designed for a senior management audience, this .5 day course presents strategies for effective management of service provider and vendor contractual relationships.

The course focuses on the planning and negotiation of Key Performance Indicators in Service Level Agreements. Whether dealing with short term contracting, a long-term outsourcing deal, or a more complex P3 contract, Service Level Agreements documents are a critical necessity for determining quality. The course provides strategies for resolving vendor non-compliance, periodic review and adjustment of contractor performance and service levels, and for contract closure issues. Senior managers will hone their skills in managing service contract relationships.

407: The Role of the Senior Manager - Ethics, Liability, and Standards of Conduct (Senior Management Audience) (Instructor-led)

Focusing on the contractual and legal aspects of government processes, this .5 day course will examine issues such as procurement standards of conduct and ethical considerations for senior management throughout the contracting cycle. Participants will analyze key court decisions affecting personal liability for contract managers and explore strategies for minimizing risks in this area.

Case study exercises will help senior managers ensure that government procurement processes remain fair and transparent, and thus avoid litigation and poor vendor relationships. The course will explore leading edge procurement practices in government and the private sector, and related strategies for reducing government and personal liability.

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