Introduction
The programme “Using Geographic Information Systems in Bids and Tenders” develops professional practice in Tenders and Bids. It connects the subject with workplace challenges by examining existing evidence and practices and choosing methods appropriate to the organization and its available resources.
The learning progresses from spatial analysis and geographic information systems to contract drafting and allocation of obligations and risks, with practical work on tender preparation and evaluation, information systems analysis, integration, and service management, procurement planning and supplier evaluation. Participants prepare outputs to support workplace application and review the quality and results of implementation.
Learning objectives
- Prepare a spatial analysis connecting data quality to a specific service or planning question in an application related to “Using Geographic Information Systems in Bids and Tenders”.
- Prepare tender documentation, evaluation criteria, and a documentation process that ensures clarity and fairness.
- Analyze information system requirements and design acceptance, integration, and operational criteria.
- Prepare a purchasing plan and bid comparison based on needs, specifications, and published criteria.
- Draft contractual clauses connecting scope, acceptance, payment, and risk allocation.
Learning areas
1. Spatial Analysis and Geographic Information Systems
- Define the spatial question, unit of analysis, geographical boundaries, and beneficiary groups, and select data that serves the required decision.
- Organize layers, coordinates, metadata, and update sources, checking spatial accuracy, coverage, and consistency across files.
- Select appropriate join, proximity, coverage, or classification operations, document assumptions, and avoid interpreting the map beyond the limits of data quality.
- Design a map with a clear scale, symbols, legend, source, and date, considering privacy and permissions for publishing sensitive locations.
- Present a planning or service allocation scenario using the results, identifying additional data and an update plan before approving the decision. The application examines a case related to “Using Geographic Information Systems in Bids and Tenders”.
2. Tender Preparation and Evaluation
- Define the tender scope, deliverables, and acceptance criteria, and review the approval mechanism, budget, and applicable local regulations.
- Prepare solicitation documents, terms, schedules, and relevant guarantees, ensuring consistency across technical, financial, and contractual requirements.
- Set evaluation criteria, weights, and exclusion rules before receiving bids, and organize responses to inquiries and the management of amendments.
- Conduct a documented training evaluation showing evidence, results, and conflicts of interest, separating technical examination from financial comparison under the approved procedure.
- Draft an award recommendation and procedures for notification and handover to contract management, retaining documents, responses, and the objection and review trail.
3. Information Systems Analysis, Integration, and Service Management
- Analyze system users, processes, and the decisions it supports, translating needs into clear functional and nonfunctional requirements.
- Model data flows, entities, relationships, and interfaces, identifying each data item's source and the party responsible for its quality and updating.
- Compare build, buy, integration, and hosting alternatives according to constraints, security, total cost, and available support capabilities.
- Design test cases covering performance, permissions, usability, and integration, and connect each test to a testable acceptance criterion.
- Prepare a transition, operations, support, change management, and backup plan, defining indicators for service availability, fault resolution, and improvement review.
4. Procurement Planning and Supplier Evaluation
- Analyze the need, request timing, and life-cycle cost, checking for alternatives available in inventory or existing contracts.
- Write clear specifications, scope of work, and acceptance criteria, avoiding restrictions that the nature of the need does not justify.
- Study the supplier market, define the procurement method, timetable, and authorities, and refer to applicable regulations and policies.
- Compare bids using published technical and financial criteria and documented weights, and prepare a record showing assessment evidence and potential conflicts of interest.
- Build a mechanism for monitoring delivery, quality, obligations, and change, and measure supplier performance and address noncompliance.
5. Contract Drafting and Allocation of Obligations and Risks
- Define the contract's purpose, parties, legal capacity, signing authority, and constituent documents, and verify the relevant law and jurisdiction.
- Draft a clear scope, deliverables, acceptance criteria, and delivery schedule, and clarify the relationship between specifications, appendices, and document precedence.
- Review price, payment, change, warranty, and liability terms, connecting obligations to verification methods and evidence that can be retained.
- Define notice, delay, suspension, termination, and dispute resolution mechanisms, checking internal consistency and ensuring clauses do not conflict.
- Prepare a matrix for managing obligations, deadlines, correspondence, and changes, and practice handling a disagreement over scope or acceptance.
Practical outputs
- A thematic map, data dictionary, and report on spatial analysis limitations.
- A requirements document, evaluation matrix, examination record, and award recommendation.
- A requirements document, data flow map, and testing and acceptance plan.
- A procurement plan, supplier evaluation matrix, and contract follow-up template.
- Draft contract clauses, an obligations matrix, and a contract review checklist.
Who should attend
- Practitioners, specialists and supervisors whose work relates to the programme subject.
- Managers and teams working in tenders and bids, according to their practical responsibilities.
- Professionals responsible for applying the outputs of “Using Geographic Information Systems in Bids and Tenders” within their organizations.
Prerequisites
- Working familiarity with the programme field and the ability to discuss a professional case or challenge.
- Confirm the suitability of your experience and any specialist prerequisites with the Union before participation.
Conclusion
The programme “Using Geographic Information Systems in Bids and Tenders” brings together concepts, case review and a practical application. Participants prepare steps that can be adapted to their responsibilities and organizational resources, with an indicator to follow application and review results after returning to work.
Participation arrangements and any special requests are specified in the confirmation issued by the Union.