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ICT Projects Proposal Preparation Course Outlines (3 days)
)‫ أيام‬3( ‫محاور دورة تدريبية لتجهيز عروض تنفيذ مشاريع تكنولوجيا المعلومات و االتصاالت‬
Course Description
This training on responding to RFPs for ICT projects is a tailored course that will provide the
participants with practical Tools and Techniques to prepare a formal proposal in response to
Requests For Proposals RFPs, and other forms of requests such as RFIs and RFQs for ICT bids and
projects.
By the end of this program, the participants will be equipped with an advanced understanding of the
best practices and processes for ICT projects proposal preparation. Participants will be able to apply
effective proposal preparation best practices to their work at hand. The training will rely on a
practical “actual life” case study and software tools such as MS Project and Visio to bolster
knowledge and equip participants with indispensable practical tools to prepare bidding documents,
that will boost the organization’s bidding success rate.
Course Objectives
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Learn the RFP response preparation process and life cycles
Apply the RFP response preparation best practices to a “real life” work example
Learn the particularities of Information and communication technology projects
Learn to apply project planning and controlling concepts to RFP response preparation (RFP
response preparation as a project).
Learn to apply project management and conceptualizing software (MS Project and Visio) to
RFP response preparation
Learn to apply RFP procurement automation software
Course outline
Day 1
9:00 – 9:15
Coffee, registration, breakfast, …. Etc
9:15 – 10:45
Introduction and Objectives
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Basic RFP Concepts.
Distinction between RFP, RFI, RFQ
RFP response preparation as a project
RFP response and project life cycles and processes
The role of the RFP response team leader
Introduction to the Case study
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Real life current project will be selected in collaboration with the training client
www.MTPROEG.com
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The case study should be a current under-development RFP response
10:45 – 11:00 Break
11:00 – 1:15
RFP Response Preparation Process
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Step 1: Assess the opportunity
o Roles and responsibilities in the bid/no-bid decision making
o Analyzing the client
o Analyzing the request
o The decision-making process
Exercise 1: Describe the roles and responsibilities of the bid/no-bid decision making team, Analyze
the case study request and make your decision
Each team will present their work
1:15 – 1:45 Lunch break
1:45 – 3:15
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Step 2: Building the RFP response team
o Team dynamics
o Responsibility assignment matrix RAM
o RFP response team leader role
o RFP response kick-off meeting
Exercise 2: Build the RFP response team, define your RAM, define roles and responsibilities of each
team member, role-play the RFP response preparation kick-off meeting
Each team will present their work
3:15 – 3:30 Break
3:30 – 4:45
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Step 3: Analyze the RFP
o Analyzing the stakeholders
o Analyze the RFP requirements
o Requesting additional information
Exercise 3: Build your stakeholder’s register, management strategy and plan. Analyze the technical,
business, and schedule requirements. Define the additional information you need
Each team will present their work
4:45 – 5:00
www.MTPROEG.com
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Wrap up of day 1 and general discussion
Key learnings of day 1
Day 2
9:00 – 9:15
Coffee, registration, breakfast, …. Etc
9:15 – 10:45
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Recap on Day 1
Step 4: Solicit additional information
o Prepare your additional questions
o Use the information solicitation channels
o Bidders conferences
Exercise 4: Prepare for the bidders’ conference. Solicit the answers you need
Each team will present their work
10:45 – 11:00 Break
11:00 – 1:15
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Step 5: Analyze your capacity to bid
o Technical capacity
o Financial capacity
o Resources availability
Exercise 5: Use the provided template to prepare your analysis for your capacity to bid
Each team will present their work
1:15 – 1:45 Lunch break
1:45 – 3:15
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Step 6: Analyze the potential competition
o Who are your competitors
o Competitors’ track record
o Business intelligence tips
Exercise 6: Use the provided template to analyze potential competitors
Each team will present their work
3:15 – 3:30 Break
3:30 – 4:45
www.MTPROEG.com
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Step 7: Prepare your RFP response format
o Elements of RFP response
o Standardized RFP response
o Personalized RFP response
Exercise 7: Build your RFP response format and structure
Each team will present their work
4:45 – 5:00
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Wrap up of day 2 and general discussion
Key learnings of day 2
Day 3
9:00 – 9:15
Coffee, registration, breakfast, …. Etc
9:15 – 10:45
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Recap on Day 2
Step 8: Fill in the technical part of your RFP (technical proposal)
o SMEs analyze the technical requirements
o SMEs prepare the technical solution
o Write the technical proposal
o Prepare the solution delivery milestone schedule
o Define the technical pre-requisites for the solution implementation
o The use of diagraming software to illustrate technical solutions
o Review the technical proposal
Exercise 8: Build your technical proposal for the case study (in detail). Use MS Visio to illustrate the
solution.
10:45 – 11:00 Break
11:00 – 1:15
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Step 9: Prepare the financial proposal
o Prepare your financial offer
o Analyze your project’s cash flow
o Prepare the proposed invoicing and payment plan
o Prepare the payment terms and conditions
o Review the financial proposal
Exercise 9: Build your financial proposal for the case study (in detail) using the provided template.
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Step 9: Consolidate your response/bid/offer
o Review your general terms and conditions
www.MTPROEG.com
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Define your negotiation strategy
Consolidate the technical proposal, financial proposal and general terms and
conditions
Other bidding documents
Review your bidding package
Submit your bid
Exercise 9: Consolidate your bidding documents.
1:15 – 1:45 Lunch break
1:45 – 3:15
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Each team finalize their proposals for submission
3:15 – 3:30 Break
3:30 – 4:45
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Each team present their consolidated proposal
4:45 – 5:00
Wrap Up and Way forward
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Wrap Up
Way forward; further readings, trainings, and certification
Training Method
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70% hands-on exercises – 20% role play – 10% concepts
Live group instruction
Utilize a “real life” project as a case study
Practical application of all concepts and tools on the case study
Interactive participation and discussion
Power Point presentations
MS Project, MS Visio, Excel Lab
Who Should Attend
CEOs, corporate executives, procurement managers, bidding managers, pre-sales managers and
staff, sales managers and staff, business development managers and staff, purchasing agents and
managers, business analysts, ICT engineers and professionals and department heads
Business offer for the training
www.MTPROEG.com
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Cost of the 3 days training inside Egypt is 36,000 LE (Thirty six thousand Egyptian Pounds)
MTPRO will provide all training material (presentation, notebooks and pens, and handouts)
and attendance certification for eligible attendees
The client will provide the suitable training venue and training equipment (projector, flip
charts, markers, white board, sticky notes, blue tac….etc.)
The client will provide each of their participating employees with a laptop ready with the
necessary MS office software
All parties will observe all applicable precautions against the spread of COVID-19 at all times
www.MTPROEG.com