What is a Program of Requirements (PoR)?

A Program of Requirements (PoR) is an essential document within the procurement process that clearly describes the requirements, specifications and conditions that a project or product must meet. The PoR forms the basis for the entire procurement process and is intended to give bidders an understanding of the contracting authority's expectations and requirements. A well-drafted PoR helps bidders formulate appropriate offers that meet the requirements, and it allows the contracting authority to objectively evaluate the best offers.

In this article, we discuss exactly what a Statement of Requirements is, why it is important within tenders, and how companies can use it effectively to develop successful bids.

What is a Program of Requirements (PoR)?

A Schedule of Requirements is a document describing all the functional and technical requirements for a project. The PoR is prepared by the contracting authority and is the guide for bidders wishing to submit a bid. The PoR contains things such as specifications of products or services, quality standards, legal requirements, delivery terms, and time schedule.

The purpose of a PoA is to clarify the client's expectations so that bidders know what they must meet. This document is essential for ensuring transparency and objectivity in the procurement process.

Why is the Program of Requirements important within tenders?

The PoR plays a crucial role in the success of both the contracting authority and the bidders. The PoR provides clear communication of what is expected of bidders, reducing the risk of misunderstandings and reducing the likelihood of disputes during project implementation.

Key benefits of the RP include:

• Clarity and transparency: A well-drafted PoA ensures that all parties involved know what the requirements are. This prevents misunderstandings and ensures a fair and transparent procurement process.
• Comparability of bids: Requiring all bidders to respond to the same requirements makes it easier for the contracting authority to compare different bids.
• Managing risks: The PoA helps to identify and manage potential risks early on. By including specific requirements and conditions, the contracting authority can encourage bidders to properly manage their risks.

The structure of a Program of Requirements

A PoR consists of several components, each with a specific purpose. Below we discuss the main components of a PoR and how they contribute to the success of the procurement process.

3.1. Functional requirements

Functional requirements describe what the contracting authority expects the product or service to be able to do. They include the performance to be delivered and the results to be achieved. Examples of functional requirements are:

• The number of users a system must be able to support.
• The speed at which a service must be delivered.
• The sustainability of a building or product.

These requirements help bidders tailor their solutions to the specific needs of the contracting authority.

3.2. Technical requirements

Technical requirements specify the technical aspects that the product or service must meet. This may relate to materials, manufacturing processes, certifications, or technical specifications of equipment. Technical requirements ensure that the contracting authority is certain that the product meets the appropriate standards and norms.

Examples of technical requirements are:

• The type of material to be used in the construction of a building.
• The minimum technical performance of a software program.
• The certifications a supplier must meet.

3.3. Quality standards

Another important part of the RP is the quality standards. These are the norms and standards that the project must meet to ensure a certain level of quality. Quality standards can relate to products, services, or processes and help ensure that the contracting authority receives a high-quality end result.

3.4. Delivery terms and timing

This section of the PoA describes the delivery terms and timelines of the project. This may include, for example:

• Delivery deadlines: When should products or services be delivered?
• Milestones: What milestones must be achieved during the project?
• Penalties for delays: What are the consequences if deadlines are not met?

Establishing clear delivery terms and timelines helps the contracting authority keep a grip on the progress of the project.

3.5. Legal and contractual requirements

The PoA also contains legal and contractual requirements that bidders must meet. These may cover issues such as liability, insurance, dispute resolution, and property rights. These requirements help to properly delineate the legal side of the project and clarify the responsibilities of the bidders.

How do you prepare a good tender based on a PoA?

A good understanding of the PoR is essential for a successful tender. Here are some practical tips for bidders to use the PoR effectively in their bids.

4.1. Read the PoA thoroughly

It seems obvious, but reading the PoA thoroughly is one of the most important steps. Make sure you understand each section and include all requirements in your bid. If there are ambiguities, ask questions through the information note to get clarification.

4.2. Tailor your offer to the specific requirements

Make sure your bid closely matches the requirements in the PoA. Avoid general descriptions and demonstrate how you meet the specific requirements of the contracting authority. This will significantly increase your chances of a successful tender.

4.3. Use proper substantiation and evidence

If the PoA calls for certain certifications or experience, be sure to include the necessary supporting documents. This may include technical specifications, references from previous projects, or certifications relevant to the requirements in the PoA.

4.4. Consider risks and opportunities

A good PoA also provides insight into the project's risks and challenges. Use this information to strengthen your bid by showing how you manage these risks. This shows that you are well prepared and confident in your approach.

Common pitfalls when preparing a PoA

While the PoA is a valuable tool, there are some common pitfalls when preparing and using it. Here are some points of interest:

• Overly detailed specifications: If the PoA is too detailed, it can limit bidders' creativity and innovation. Make sure the requirements allow enough room for alternative solutions.
• Unclear requirements: Sometimes the requirements in the PoA are not clearly stated, which can lead to misunderstandings. It is important to include clear, measurable requirements that can be assessed objectively.
• Changing requirements: If requirements change during the process, this can lead to delays and problems. Make sure the PoA is as complete and accurate as possible before the tender is published.

Conclusion

A Program of Requirements (PoR) is a crucial document within the procurement process that clearly communicates the contracting authority's expectations and requirements to bidders. By creating a good PoR, the contracting authority can ensure a transparent and objective selection process, while bidders gain a better understanding of what is expected of them.

Carefully reading and understanding the PoA is essential to a successful tender. By tailoring your bid to the specific requirements, managing risks well, and providing clear justification, you can increase your chances of success.