Preparation of Technical Proposal for External Projects
Dr. V. Thanikachalam ( vthani2025@yahoo.in
What is a Technical Proposal?
Technical Proposal • Project planning and execution document • Based on the terms of reference (TOR) of the • • • •
project authorities Indication of project objectives Interpretation of the purpose of the project A blue print for planning and execution A communication devise to evaluate your proposal
What are the Components of the Technical Proposal? • Comments on the T.O.R. • Stating the proposed development • • • •
activities Describing the outcomes Indicating the timeline Describing the needs from the clients Outlining the course materials
Total Quality Maintenance T .O .R If the T.O.R is NOT accurate, would you like to improve the T O R ? Balance between T.O.R and planned outcome
Whether Technical Proposal is a ‘fixed’ Document? • NO • Is to be enlarged / modified based on the negotiation before signing the contract / agreement • After agreement is signed, it is a ‘fixed’ document.
Can we deviate from the agreed Technical Proposal? • May be • Only with concurrence of the project authorities who is empowered to sign the contract • Should NOT be altered based on the other members opinion.
Development of Project Components • • •
All agreed objectives are to be achieved Quality is to be maintained Training of Trainers are to be completed within the time schedule
If the client is not able to accept the agreed time schedule for training the trainers, what will you do? • • •
Negotiate with the client, Request for early completion of the project If it is delayed due to unforeseen reasons, can you get the reschedule approved by the project authorities?
Suppose project authorities have taken deviation from the project agreement, who is responsible?
• Whenever deviations are indicated, and accepted, get them to enforceable stage. • Make an appeal to the higher up (who has the authority) as per natural law of justice.
Changes to be incorporated in the products delivered for validation • Accept those changes which are within the signed contact / agreement • If additional funds are made available, then you take up the changes. • Demand additional funds based on the estimate.
Quality of Products • Ensure highest prevailing quality
Guarantee Period • Some time, the institute has to provide one year maintenance service free of cost. • If it is not included in the original contract, you may demand supplementary contract and appropriate fees for carrying out the maintenance work ,if it is not included in the original contract.
Updating the Software Periodically • If the contract provides such conditions, you have to update / modify the software.
Breakages • Usually they are not covered by the contract. • The client has to pay for the procurement and installation.
Continuation of Project as Second Phase • You can continue, provided it is financially and technically feasible. • Negotiate and get a contract signed.
Ultimate Objective of Technical Proposal • Ensure high quality service based on the T.O.R. and the agreed contract.
Financial Terms You may indicate the terms regarding the tax to be deducted at the source You have to indicate the Permanent Account Number [PAN] You can get the tax exemption, if your institute is a nonprofit organization, and receives substantial grants from the government. Produce a tax exemption certificate
Review the Technical Proposals Check the statements Check the process The accuracy of calculations Check the proposed strategies Check the viability of the implementations
Develop your skills in preparing appropriate Technical and Financial proposals