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SEMINAR:

How to Create an RFP (Part 2): The Statement of Work, Scope of Work, Terms of Reference, Specifications, etc.

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Course Outline for a 1-Day Course

What is a 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


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


The Methodology

  • Does it matter?
  • Methodology and the selection criteria


Standards and Quality

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


Cost & Price Issues

  • Providing hints for acceptable cost
  • Styles of costing
  • Bundled and unbundled pricing
  • Minimum, operational, expanded costs
  • The cost of risk management


Terms for Acceptance

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


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


Creating a Modular Document

  • Why we create a business document
  • The One-Page Spread
  • The Two-Page Spread
  • The recommended model


The SOW Writing Process

  • How responsibilities are divided
  • Creating outlines
  • Writing full text
  • Editing
  • Language issues


Size of Document to Build

  • There is a right size!
  • Problems caused by documents that are too small
  • Problems caused by documents that are too large
  • Start with an idea about the size of the document
  • Appendices


General Quality of Document

  • First impression
  • Importance of quality
  • Elements that contribute to quality


Physical Characteristics of Document

  • Document binding styles
  • One-sided or two-sided documents
  • Line justification
  • The position of page numbers
  • Fonts
  • Type size
  • Columns
  • Line Spacing
  • Margins
  • Page numbering styles
  • Bold, underline, italics, special fonts, shading, reverse on black
  • Boxes, tables, charts, graphs, diagrams, flow charts, pictures


Horizontal & Vertical Structure

  • Who controls the structure
  • Number of volumes
  • Number of chapters
  • Styles of numbering chapters, sections, sub-sections