International Conference on Procurement, Tendering & Contract

Management (ICPTCM-2016)

06-08 July 2016

Safari Conference Hotel,

Windhoek, Namibia

Grab this Learning Chance!

All the Public and Private organizations have become extremely exposed to the costly procurement and

tendering risks such as litigations due to irregularities that opportunist use for their own advantages. Attend this

international conference on Procurement, Tendering and Contract management and secure your organizational

procurement systems. Rush and register today!

Highlights of the Conference Topics Ethical Procurement and Tendering Systems Procurement & Supply Chain Performance Management

Procurement Contract Management e-Procurement, Tendering, Sourcing

Interpretation of Namibian Public Procurement Act, 2015 Eliminating procurement bottlenecks

Risk Management in Procurement and Tendering Quality Management for Procurement Improvement

Procurement & Supply Chain Diligence Warehousing, Stores and Inventory Management

How to avoid Litigation on Tenders: How to prevent procurement and tender litigations to save unnecessary legal costs

CONFERENCE OVERVIEW

In today’s highly competitive and complex global business environment, organizations whether in public or private sector, are increasingly relying on effective procurement, tendering and contract management practices to reduce costs and mitigate possible tender litigations. They have admitted that their overall success boils down to the efficiency and effectiveness of its supply chains. Organisations, in the public as well as private sectors are increasingly looking at their procurement practices to drive down costs and find innovative ways to deliver value for money. This international conference on Procurement, Tenders and Contract Management (ICPTCM) 2016 provides a best opportunity to explore the challenges in today’s world and to discuss major modern solutions and practical strategies to be employed by organisations that want to make great differences to successfully combat these challenges in their procurement and contracting practices.

In most cases, public procurement officials are confronted with the new developments when doing business with the private sector. Hence there is pressure on public institutions to embrace the new approaches such as e-procurement, e-tendering, e-sourcing, etc. to efficiently manage their finances and tendering procedures in particular their procurement functions. Because of these, this programme aims to present the new approaches to the management in the procurement functions - within the public procurement and private sector environment.

Despite that this international conference on procurement, tendering and contract management is grounded on various topics, the program also underpins the critical aspects of Namibia’s Public Procurement Act, 2015 (Act No. 15 of 2015). It will also provide opportunities, through group discussions, to discuss how best the Namibian Procurement and Tendering practitioners will contribute towards the achievements of the Harambee Prosperity Plan Goals.

CONFERENCE THEME

“Improving Procurement Governance and Practices through Ethical Tendering, Contract Management and Procurement Risky Prevention”

KEY BENEFITS FOR ATTENDING THE CONFERENCE

Benefit of attending this international conference on procurement, tendering and contract management are many and include:

High profile local, international and local speakers will offer you an exciting array of presentations that will include interactive panel and round table discussions.

The event provides outstanding profile building and networking. Opportunity to master the necessary tools to effectively manage global supply chain

activities, including suppliers, plans, distributors, and customers around the globe Understand critical concepts of Public Procurement Processes and Procedures Discover important factors needed for your organization to minimize logistics and inventory

costs and increase productivity and overall performance Understand importance of Ethical Leadership and Corporate Governance in Purchasing and

Supply or Procurement Sector Appreciate prudent methods of preparing Bidding Documents and Bids for Services, Goods

and Works Understand the dos and don’ts in Purchasing and Supply Management, Participants shall learn from other professionals how challenges are tackled in contract

awards and management. Comparing your procurement practices in other organizations and countries Effective risk management in contracting & tendering Collaborating for effective contract management with new partners

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WHO SHOULD ATTEND?

This Procurement and Supply Chain Management Conference is intended for all Tender Boards Members from the Central Government Agencies, Regional, Municipal, Town, District and Village Councils, Procurement and Supply Chain Practitioners, Procurement Directors, Managers, Officers, Inventory Managers, Officers, Administrators responsible for sourcing, Consultants, International Purchasing or Sourcing Agents, Logistics organizations, Transport companies, and all other professionals involved in a wide range of Sourcing, Procurement and Supply Chain activities. The list of target participants includes the following:

Auditors, Accountants, Engineers Business Managers Chief Buyers, Buyers and Assistant Buyers Commercial Managers and Officer Contract Managers Customs and Exercise Officers Engineers, Process Re-Engineering Officers Freight Forwarding Agents Heads of Departments in Public and Private Sectors, Heads of Purchasing and Supply Units (PSU) and their Deputies, Inventory/Stock Management, Logistics Officers, Cost Management Officers Marketing Managers, Merchandizing Directors, Managers, Supervisors, Administrators, Procurement Officers, Supply Chain Officers, Contracts Officers, Finance Officers Project Managers Purchasing and Supply Agents and Outsourcing Officers Purchasing and Supply Directors, Managers, Officers, Assistants or Clerks Secretaries and Administrators responsible for Purchasing &Supply Chain, Stock/Material Controllers Stores and Warehouse Directors, Managers, Supervisors, Officers, Administrators, etc Tender Board Committee Members Transport and Flight Directors, Managers, Supervisors, Administrators, Assistants Any other interested participants

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CONFERENCE PROGRAMME DAY 1: WEDNESDAY, 06 JULY 2016

07:00 Delegates’ Registration and Refreshments

08:00 OPENING SESSION

The Lord’s Prayer: National and AU Anthems Official Opening

09:00 Tea-Break: Networking and Refreshments

09:15 1.0 Warehousing, Stores and Inventory Management

1.1 An Overview of Warehousing, Stores and Inventory Management Inventory, stores and activities management

Stores location, design and storage and materials handling Information systems for inventories and stores Local Government Framework, Legislation & Policy, Ethics and Probity Key players, key concepts in inventory and stores management Costs of inventory Distribution resource planning, Just in Time systems

Independent/dependent demand, order quantities, re-order point, safety stock 1.2 Warehouse Receiving and Storing Operations Independent/dependent demand, order quantities, re-order point, safety stock

Inventory or stock valuation, Stocktaking Stock control methods, classification and coding and stock transaction recording

Receipts, outbound inventory, receipts, picking, packing, loading and shipping Inventory, stores and activities management Types of inventory, inventory management techniques and systems Managing Receiving and Storing Operations Sorting of Goods for Storage Characteristics of Goods and Storing Safe and Secure Storage

Stocktaking and Put Away Methods 1.3 Inventory Management Organisations Hold Inventory

Alternatives to Holding Inventory Stock Classifications Trade-offs and Stockholding Costs Forecasting

Inventory Control Systems

1.4 Controlling Stock Inventory Planning

Inventory Risks The Commercial Elements of Inventory Business-driven Inventory Models

Current Inventory Systems 11:00 Panel Discussion

11:45 2.0 Procurement and Supply Chain Performance Management

2.1 Supply Chain Performance JIT and Agile Concepts

Supply Chain Performance Measurement Supply Chain Costs 2.2 Managing the Performance of Inventory Tracking and Controlling Stock

Inventory Auditing Inventory Key Performance Indicators (KPIs)

The Reporting of Inventory

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13:00 Lunch Break: Lunch Meals and Networking

14:00 2.0 Procurement and Supply Chain Performance Management Cont.

2.3 Managing the Performance of Warehouse Operations & Resources Measuring Warehouse Performance

Managing Warehouse Resources Finance, Costs and Warehouse Operations

2.4 Fundamentals of specifications and key performance indicators that are included in contractual arrangements made with suppliers

Definitions of specifications Different types of specifications used in procurements Conformance based specifications Output or outcome based specifications The content of specifications for procurements Drafting specifications and developing market dialogue with suppliers The use of standards in specifications Typical sections of a specification Standardisation of requirements versus increasing the range of products Including social and environmental criteria in specifications The role of Information Assurance in developing specifications

15:00 Panel Discussion

15:45 Tea-Break: Networking and Refreshments

16:00 7.0 Ethical and Professional Procurement and Tendering Practices: Methods of Eliminating Corruption and Fraud Procurement and Tendering

Ethical Trends and Consideration in Procurement and Tendering The nature of fraud in organisations and supply chains, why fraud takes place and different

types of fraud The nature of bribery and corruption in organisations and supply chains The different types of corruption Legislation affecting bribery and corruption

Corporate governance including corporate accountability to stakeholders Benefits of recruiting CIPS & CILT Professionals for Procurement, Tendering & Transport jobs

END OF DAY 1

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DAY 2: THURSDAY 07TH JULY 2016

08:00 3.0 Negotiating and Contracting in Procurement and Supply

3.1 Introduction a) Legal issues that relate to the formation of contracts

b) Documentation that can comprise a commercial agreement for the supply of goods or services including: Invitation to tender or request for quotation Specification Key performance indicators (KPIs) Contractual terms

c) Pricing d) Other schedules (such as for health and safety records, details of suppliers staff, use

of sub-contractors, non-disclosure/ confidentiality agreements) 3.2 Types of approaches that can be pursued in commercial negotiations Win-win integrative approaches to negotiations

Win-lose distributive approaches to negotiation Lose-lose approaches in negotiations Setting targets and creating a best alternative to a negotiated agreement (BATNA)

09:00 4.0 Interpretation of Namibia’s Public Procurement Act, 2015 (Act No. 15 of 2015): Exploring Required Practices in Dealing with Public Procurement

4.1 Accounting Officers, Internal Structure and Bid Evaluation Committees

Powers and functions of Accounting Officers Powers and functions of Bid Tender Evaluation Committees 4.2 Methods of Procurement: Exploration of the Methods of Procurement from A to Z Choice of procurement methods Open advertised bidding Open national bidding Open international bidding Restricted bidding Request for sealed quotations 10:00 Tea-Break: Networking and Refreshments 4.3 Bidding Process: Exploration of the Bidding Process from A to Z Application of this Part Invitation for bidding Authorisation to procure above threshold Pre-qualification proceedings Bidding documents Two-stage bidding Bid security or bid securing declaration 4.4 Procurement Contracts: Effective Procurement Contract Management Importance of contract management Understanding the Contract Management Process decisions and actions to control risk appropriately Dispute Avoidance and Resolution – A Proactive Approach to Problem Solving Preparing a Winning Proposal Drafting specifications and requirements Contents of procurement contracts Developing contract exit strategy: Termination of contract due to changed circumstances

11:00 Panel Discussion

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11:30 5.0 E-procurement as a Cornerstone of a Modern Procurement System 5.1 Benefits of E-procurement Increased efficiency;

Reduced Transaction Time Improved competition through enhanced access; Enhanced capacity building; Improved monitoring by decision makers and managers; Promotion of integrity in the procurement process; Increased opportunities for SMEs; and

Spurred growth of e-commerce and resulting economic development 5.2 Common e-procurement features E-purchasing

E-sourcing E-tendering E- auctioning E-ordering and web-based ERP E-information

13:00 Lunch Break: Lunch Meals and Networking 14:00 6.0 Managing Risks in Procurement and Supply Chains Nature and types of risk affecting supply chains

Analysis of the main risks that can impact on supply chains Definition of risks, hazards, exposure and risk appetite Positive and negative consequences of risk

Direct and indirect losses Internal and external sources of risk Categories of risk: financial, strategic, operational and hazard Risks from the wider environment: STEEPLE - social, technological (failure including cyber risks

and crime), economic, environmental, political, legislative and ethical (labour standards and sourcing aspects)

15:00 Tea-Break: Networking and Refreshments END OF DAY 2

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DAY 3: FRIDAY 08TH JULY 2016

08:00 8.0 How to avoid Litigation on Tenders: Proactively Prevent it than curing it will save unnecessary huge costs:

Although professional actions are taken to prevent and/or effectively manage procurement, tendering and contracting disputes and litigations, recently there have been a trend of litigations being taken some public organisations in the Southern African countries against public tenders. This, therefore, necessitates serious consideration to be prepare procurement and tendering practitioners, committees and their organizations to protect themselves against possible litigations. This section will cover the following:

Public Sector requirements on tendering The historical legal position on tenders Recent cases: what the legal position is today Strategies to avoid disputes

09:00 Tea-Break: Networking and Refreshments

10:15 9.0 Procurement and Supply Chain Diligence 9.1 Critical assessment of the effect that globalisation has on supply chains Applying STEEPLE analysis in globalised supply chains

Trends in global trade Global logistics Supply chain vulnerability Ethical sourcing

The local versus global dilemma 9.2 Critical assessment of the impact of corporate governance on supply chains Separation of duties of the executive and senior management

Ethical practices and standards in supply chains Detection of breaches of ethical practices and compliance

Taking remedial actions for breaches of ethical practices

11:30 Panel Discussion

12:00 Group Work – Crafting recommendations for the Conference Report

The measurement of costs, timescales, processing, quality and satisfaction Financial measures such as profitability, return on investment, sales growth, cash flow

The use of balanced scorecard methodologies

13:00 Lunch Break: Lunch Meals and Networking

14:00 Presentations of Recommendations

15:30 CLOSING OF CONFERENCE 17:00 Issuing of Certificates of Attendance

Vote of Thanks Keynote address and Official Closing of the Conference AU and National Anthems

End of Day Three Program

END OF DAY 3

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PAST CONFERENCES HELD BY

Past Conferences Organized and Hosted by CTPD:

National Conference on Sustainable Housing and Construction Project Management (NSHCPM) 2016 National Conference on Performance Management in Public Service (NCPM) 2015

National Conference on Crime Prevention and Safety: Making Namibia a safer country for Human Inhabitancy, Tourism & Investment

National Conference on Good Corporate Governance and Anti-corruption National Conference on Sustainable Healthy Care National Conference

National Conference on Poverty & Unemployment Reduction through Entrepreneurship National Conference on Cyber Crime and Information Security

Southern African Conference on Disaster Management Southern African Conference on Procurement and Supply Chain Management

SADC Free Trade Area First National Conference

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Conference Hosting Organization

The Centre for Training and Projects Development (Pty) Ltd – CTPD

Supporting Strategic Division:

Corporate Training & Events Management (CTEM) Workshops, Conferences, Seminars & Events Management

Centre for Professional Studies (CPS) Procurement & Supply Chain

Logistics & Transport Qualifications Engineering & ICT Qualifications

Business Management Qualifications

CTPD Management Consultants Bankable Business Plans

Strategic Plans Feasibility Studies

Consumer Studies, etc.

www.ctpd-namibia.com

Conference Venue

Safari Conference Hotel, Windhoek, Namibia

Conference Dates

06-08 July 2016

Useful Contact Numbers

International SOS Emergency Service: +264 61 230505/249777

City Police: +264 61 2902402 Namibian Police: +264 61 10111 Ambulance: +264 61 2033282

Conference Committee Members

Mr. Frederick Chizu Simpungwe: Conference Director Ms. Fiina Iitembu: Master of Ceremonies & Administration

Mr. Abner Tomas: Master of Ceremonies & Technical Suppor Ms. Saara Ndjambula: Meals Affairs & Registration Desk

Mr. Timothy Simbao: Finance & Accounts Mr. Kamanya: Transport Affairs

Conference Committee Members Contact Details

Head Office: +264 0811282180/conferences@ctpd-namibia.com Windhoek Centre: +264 813294977/events@ctpd-namibia.com

Coastal Centre: +264 818438322/ccentermanager@ctpd-namibia.com Northern Centre: +264 81 2062719/ncmanager@ctpd-namibia.com

CONFERENCE INFORMATION Learn Today and Shine Tomorrow

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