Higher Nationals Internal verification Assignment PDF

1
Higher Nationals
Internal verification of assessment decisions – BTEC (RQF)
INTERNAL VERIFICATION – ASSESSMENT DECISIONS
Programme title Higher National Diploma in Business Management
Assessor Ms.Sankalpani Rajapaksha Internal Verifier
Unit(s) 44
Assignment title Pitching and Negotiation
Student’s name Handaragamage Iresha Nadeeshani
List which assessment
criteria the Assessor has
awarded.
Pass Merit Distinction
INTERNAL VERIFIER CHECKLIST
Do the assessment criteria awarded match
those shown in theassignment brief? Y/N
Is the Pass/Merit/Distinction grade awarded
justified by the assessor’s comments on the
student work? Y/N
Has the work been assessed
accurately? Y/N
Is the feedback to the student:
Give details:
• Constructive?
• Linked to relevant assessment
criteria?
• Identifying opportunities for
improved performance?
• Agreeing actions?
Y/N
Y/N
Y/N
Y/N
Does the assessment decision need
amending? Y/N
Assessor signature Date
Internal Verifier signature Date
Programme Leader signature (if
required) Date
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

2
Confirm action completed
Remedial action taken
Give details:
Assessor signature Date
Internal Verifier
signature Date
Programme Leader
signature (if required) Date
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

3
Higher Nationals - Summative Assignment Feedback Form
Student Name/ID Handaragamage Iresha Nadeeshani / LH54578
Unit Title Pitching and Negotiation
Assignment Number Assessor
Submission Date Date Received 1st
submission
Re-submission Date Date Received 2nd
submission
Assessor Feedback:
LO1 Evaluate the context of a negotiation and identify the information required to prepare for a negotiation
Pass, Merit & Distinction
Descripts
P1 P2 M1 D1
LO2 Manage documentation relevant to tenders and contracts
Pass, Merit & Distinction
Descripts
P3 P4 M2 D2
LO3 Develop a pitch to achieve a sustainable competitive edge
Pass, Merit & Distinction
Descripts
P5 M3 D3
LO4 Assess the outcome of a pitch and negotiation
Pass, Merit & Distinction
Descripts
P6 P7 M4 D4
Grade: Assessor Signature: Date:
Resubmission Feedback:
Grade: Assessor Signature: Date:
Internal Verifier’s Comments:
Signature & Date:
* Please note that grade decisions are provisional. They are only confirmed once internal and external moderation has taken place and grades decisions have
been agreed at the assessment board.
Assignment Feedback
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

4
Formative Feedback: Assessor to Student
Action Plan
Summative feedback
Feedback: Student to Assessor
Assessor signature Date
Student signature
[e-mail]
Date
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

5
Pearson
Higher Nationals in
Business
Unit 44: Pitching and Negotiation Skills
Assignment 01
General Guidelines
1. A Cover page or title page – You should always attach a title page to your assignment. Use previous page as
your cover sheet and be sure to fill the details correctly.
2. This entire brief should be attached in first before you start answering.
3. All the assignments should prepare using word processing software.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

6
4. All the assignments should print in A4 sized paper, and make sure to only use one side printing.
5. Allow 1” margin on each side of the paper. But on the left side you will need to leave room for binging.
Word Processing Rules
1. Use a font type that will make easy for your examiner to read. The font size should be 12 point, and should be
in the style of Time New Roman.
2. Use 1.5 line word-processing. Left justify all paragraphs.
3. Ensure that all headings are consistent in terms of size and font style.
4. Use footer function on the word processor to insert Your Name, Subject, Assignment No, and Page
Number on each page. This is useful if individual sheets become detached for any reason.
5. Use word processing application spell check and grammar check function to help edit your assignment.
Important Points:
1. Check carefully the hand in date and the instructions given with the assignment. Late submissions will not be
accepted.
2. Ensure that you give yourself enough time to complete the assignment by the due date.
3. Don’t leave things such as printing to the last minute – excuses of this nature will not be accepted for failure
to hand in the work on time.
4. You must take responsibility for managing your own time effectively.
5. If you are unable to hand in your assignment on time and have valid reasons such as illness, you may apply (in
writing) for an extension.
6. Failure to achieve at least a PASS grade will result in a REFERRAL grade being given.
7. Non-submission of work without valid reasons will lead to an automatic REFERRAL. You will then be asked
to complete an alternative assignment.
8. Take great care that if you use other people’s work or ideas in your assignment, you properly reference them,
using the HARVARD referencing system, in you text and any bibliography, otherwise you may be guilty of
plagiarism.
9. If you are caught plagiarising you could have your grade reduced to A REFERRAL or at worst you could be
excluded from the course.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

7
Student Declaration
I hereby, declare that I know what plagiarism entails, namely to use another’s work and to present it as my own
without attributing the sources in the correct way. I further understand what it means to copy another’s work.
1. I know that plagiarism is a punishable offence because it constitutes theft.
2. I understand the plagiarism and copying policy of the Pearson UK.
3. I know what the consequences will be if I plagiaries or copy another’s work in any of the assignments for this
program.
4. I declare therefore that all work presented by me for every aspects of my program, will be my own, and where
I have made use of another’s work, I will attribute the source in the correct way.
5. I acknowledge that the attachment of this document signed or not, constitutes a binding agreement between
myself and Pearson UK.
6. I understand that my assignment will not be considered as submitted if this document is not attached to the
attached.
Student’s Signature: [e-mail] Date:
(Provide E-mail ID) (Provide Submission Date)
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

8
Assignment Brief
Student Name /ID Number Handaragamage Iresha Nadeeshani / LH54578
Unit Number and Title Unit 44 – Pitching and Negotiation Skills
Academic Year
Unit Tutor
Assignment Title Perfect Pitch- Assignment 01
Issue Date
Submission Date
IV Name & Date
Submission Format Section 01 and 02:
Submission format Section 01
The submission is in the form of a PDF guide for small businesses. Templates for guides and brochures
can be accessed on Microsoft File. You are required to make use of headings, paragraphs, subsections and
illustrations as appropriate and all work must be supported with research and referenced using the Harvard
referencing system. Please also provide a bibliography using the Harvard referencing system. The
recommended word limit is 2,000–2,500 words, although you will not be penalised for exceeding the total
word limit.
Submission format for Section 02 has number of components:
• A completed request for proposal. The recommended word limit is 750–1,000 words, although
you will not be penalized for exceeding the total word limit.
• A 2–3-minute pitch, devised and delivered in an appropriate format. This will be recorded for
evidence and submission purposes.
• A 10-minute negotiation. This will be recorded for evidence and submission purposes.
A short report that evaluates the stages of the pitch and negotiation process.
Unit Learning Outcomes:
LO1. Evaluate the context of a negotiation and identify the information required to prepare for a
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

9
negotiation;
LO2. Manage documentation relevant to tenders and contracts
Assignment Brief and Guidance:
Without the ability to negotiate, one cannot survive in any kind of working environment. There is a
special art to approaching colleagues in non-threatening ways, be it in personal or in group settings.
When seeking to liaise between people, trying to reach a compromise or to speak to an inferior without
seeming autocratic, these skills can be invaluable. Negotiation techniques are used when there is a
discussion between two or more people with separate objectives for a common situation.
Section 01: Scenario – Assume that you have recently joined a local medium scale enterprise as a
business development executive and you have been asked to create a guidance document on how to
effectively prepare and manage a negotiation process. This is to be presented as a short booklet
that would cover following areas;
• What is a negotiation in the business context?
• The key steps for negotiating and generating business deals.
• The context of negotiation and the importance of key individuals in a negotiation.
• How to gain the best deals/contract.
• How to generate new business and win deals.
• Tendering for contracts.
• Preparing for negotiation through a request for proposal (RFP) form.
• The contractual process and agreements.
Unit Learning Outcomes:
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

10
LO3. Develop a pitch to achieve a sustainable competitive edge;
LO4. Assess the outcome of a pitch and negotiation
Assignment Brief and Guidance:
Section 02: Effective Pitching
Instructions: Selecting the same organisation mentioned in the previous section, learner needs to
deliver a presentation which would include a 2-3-minute pitch which should give an idea on how to
pitch in order to achieve sustainable competitive edge for the organisation. You will also have to
take part in a 10-minute negotiation.
Assume that every four years your selected organisation submits a request for proposal (RFP) to pitch for a
company to run the office cafeteria. To help with their image they prefer to contract a small independent company
as opposed to a national chain.
Assume that you are a small business owner of a new start-up pastry shop in Colombo looking to expand, and see
this as an ideal opportunity. Consider the following:
• You are to prepare a written initial response for the panel to consider and thereafter you are invited to
pitch to the panel with the aim of securing the contract.
• You must prepare a short 2–3-minute pitch.
The pitch is successful. However, the Small and Medium Scale Enterprise you have selected would like to negotiate
the terms of the contract with you. You knew that in order to win the pitch you priced as low as you could and
therefore have no means of lowering the price. You next task is to:
• Enter into a negotiation with the panel from the organization using a variety of techniques to get them
to agree to sign the contract without you having to lower the price.
• You will also be required to produce a short report evaluating the pitch and negotiation process by
analysing it from the early stages to the contracting/drafting stage.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

Grading Rubric
Grading Criteria Achieved Feedback
P1 Determine what is a negotiation, why it occurs and who
the key stakeholders are during a negotiation process.
P2 Evaluate the key steps and information required for
negotiating and generating deals.
P3 Explain the RFP process and the relevant types of
documentation required
P4 Explain the contractual process and how relevant
documentation is managed and monitored.
P5 Develop an appropriate pitch applying key principles
that achieve a sustainable competitive edge.
P6 Assess the potential outcomes of a pitch
P7 Determine how organisations fulfil their obligation
from a pitch, identifying potential issues that can occur
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

M1 Present a concise rationale for the negotiation process,
including detailed steps that organisations go through
during a negotiation process and the information required
in preparation.
M2 Apply the RFP process within an organisational
context, outlining the key documentation required and
consequences of breaching the terms of an agreement.
M3 Examine the pitch process in an organisational
context,evaluating ways to maximise the chances of a
successful pitch
M4 Recommend ways in which an organisation can
fulfil their post-pitch obligations, highlighting any potential
issues
D1 Critically evaluate the steps of the negotiation process
and present valid solutions for dealing with issues that can
arise.
D2 Critically evaluate the competitive tendering and
contract process and make recommendations for
completing a successful tender with minimal risk.
D3 Develop a dynamic and creative pitch that is both
concise and persuasive to achieve a sustainable competitive
edge.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

D4 Critically evaluate the pitch and post pitch outcomes to
determine potential issues and risk management
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

14
How to effectively
prepare and manage
a negotiation process
H.I.Nadeeshani
Business Development Executive
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

15
Contents
1 What is Negotiation..........................................................................................................19
2 The Key Steps of Negotiation and Generating business deals.........................................20
2.1 Preparation and Planning.....................................................................................................20
2.2 Definition of Ground Rules..................................................................................................21
2.3 Clarification and Justification..............................................................................................21
2.4 Bargaining and Problem Solving.........................................................................................21
2.5 Closure and Implementation................................................................................................22
3 The context of negotiation and the importance of key individuals in a negotiation.........23
3.1 The roles of Negotiation......................................................................................................23
4 How to gain the best deals / Contract?.............................................................................24
4.1 Setting objectives when Negotiating with suppliers.............................................................24
4.2 Understand the supplier.......................................................................................................25
4.3 Developing a negotiating strategy........................................................................................25
4.4 Negotiating team..................................................................................................................25
4.5 Running checks on supplier.................................................................................................25
4.6 Drawing up a contract for the purchase................................................................................26
5 How to generate new business and win deals...................................................................27
5.1 Collaborating with partners..................................................................................................27
6 Tendering for Contract......................................................................................................28
6.1 Finding out about contracts..................................................................................................28
6.2 Finding out what the client wants........................................................................................28
6.3 What to put in your tender?..................................................................................................29
6.4 Writing the tender................................................................................................................29
6.5 Tips on editing the tender.....................................................................................................30
7 Preparing for negotiation through a request for proposal (RFP) form.............................31
7.1 The value of the request for proposal...................................................................................31
7.2 It all starts with a RFP process.............................................................................................32
8 The contacting process......................................................................................................33
8.1 Understanding the business contracts..................................................................................34
8.2 Verbal and written contracts.................................................................................................34
8.3 Essential elements of a contract...........................................................................................34
8.4 General terms and structure of an agreement.......................................................................35
8.5 Before signing a contract.....................................................................................................35
8.6 Ending a contract.................................................................................................................36
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

16
8.7 Document management processes and agreements..............................................................36
8.8 Options................................................................................................................................ 37
9 Introduction.......................................................................................................................39
10 The purpose...................................................................................................................39
11 Eligibility to Tender......................................................................................................39
12 Contract period..............................................................................................................40
13 Time Scale.....................................................................................................................40
14 Deliverables...................................................................................................................41
15 Evaluation Criteria........................................................................................................42
16 Response to Tender.......................................................................................................42
17 Response Instructions....................................................................................................43
18 Enquiries.......................................................................................................................44
19 Disclaimer.....................................................................................................................44
20 Response to RFP...........................................................................................................45
21 Questions.......................................................................................................................51
22 Pitching and negotiation................................................................................................51
22.1 Pitching................................................................................................................................ 51
22.2 Negotiation.......................................................................................................................... 52
23 Stages of Pitching and Negotiation Between Nawaloka Hospital & Keels Super Caters
52
23.1 Preparing and Planning........................................................................................................52
23.1.1 As Nawaloka Hospital PLC how they prepare and plan for the negotiation?...52
23.1.2 As Keels Super caters how they prepare and plan for the pitching and
negotiation?......................................................................................................................52
23.1.3 Definition of Ground Rules................................................................................53
23.1.4 Clarification and Justification............................................................................53
23.1.5 Bargaining and Problem Solving.......................................................................53
23.1.6 Closure and Implementation..............................................................................54
24 Reference list....................................................................................................................55
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

17
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

18
Acknowledgment
I would like to thank my Assignment Guide lecturer Miss. Sankalpani for her immense
guidance, valuable help and the opportunity provided to me to complete the assignment under
her guidance. I would like to thank all my other lecturers for guiding and supporting me in the
completion of assignments from time to time. Last but not the least, my gratitude to great
almighty and my parents without whose concerned and devoted support the project would not
have been the way it is today.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

19
1 What is Negotiation
Negotiations can be called as a way of resolving disputes. It is considered as being
synonymous to settlement, agreement, and collaboration and bargaining. It takes place almost
in all spheres of life-be it is business, personal circumstances, legal procedures, government
matters, etc. Negotiation can be defined as a channel of communication intended to reconcile
differences between parties and to settle conflict jointly. The parties aim at achieving a win-
wins position.
Negotiation involves minimum of two parties. The aim of negotiation is understood by both
parties. The parties are willing to arrive at a mutually agreeable outcome. The outcome is
acceptable to both parties.
In any disagreement, individuals understandably aim to achieve the best possible outcome for
their position (or perhaps an organisation they represent). However, the principles of fairness,
seeking mutual benefit and maintaining a relationship are the keys to a successful outcome.
(managementstudyguide,2020)
Additionally, there are some effective factors which are utilized by people while
communicating with others. Through the same, they can easily maintain relations as well as
eliminate disputes raised among them in a proper manner. Some reasons which take place
during the process of negotiation are given as below:
 Eliminating conflicts: It is an appropriate process of enterprise in which manager
has to face different challenges which create chances of growing conflicts. This type
of problem is developed while performing activities of Marks and Spencer. Hence, it
is necessary for company’s managers to analyze properly and assess for eliminating
disputes in an effective manner. With the help of same, organization improves the
level of performance by achieving positive outcomes.
 Create a situation of win-win: Each person is having their specific opinions and
views at a working environment which may aid in increasing chances of achieving
positive results. It is compulsory for the person who is negotiating to analyses as
well as locate the conditions in an effective way which assists in achieving
objectives and goals for making a situation of win-win.
 Build-up of respect: In any organization, members of staff prefer to take and give
respect from workers as well as supervisors. By this, positive environment can
maintain within company. Continuously eliminating of disputes will help Marks and
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

20
Spencer in achieving objectives and goals in a proper way. Long term relations in
between workers as well as managers are maintained by management of M&S by
using the process of negotiating in an effective manner.
 Different mind-set: It has analyzed that organization workers work with various sets
of mind. Hence, it arises the possibilities of disputes as well as Marks and Spencer
both PA and manager having a communication for increasing the pay scale where
they both had given a reviews which are very different from each other. As it can
create problem which is difficult because manager have to take proper decisions on
time so that it will aid in eliminating disputes (Managementstudyguide,2020).
2 The Key Steps of Negotiation and Generating business deals
2.1 Preparation and Planning
Before the start of negotiations, one must be aware of the conflict, the history leading to the
negotiation of the people involved and their perception of the conflict, expectations from the
negotiations, etc.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani
Preparation and
Planning
Definition of
Ground Rules
Clarification and
Justification
Bargaining and
Problem Solving
Closure and
Implementation

21
There is no good short cut to preparation. It is the first stage of any negotiation, though
people often don't give it the time it warrants. They often charge into the Information
Exchange Stage, or even directly to Bargaining.
Preparation starts with determining if this is a potential collaborative situation so that you can
select the better strategy. Next, you spend time researching information, analyzing data and
leverage, and identifying interests and positions. Finally, you have to consider the
relationship you want to build.
2.2 Definition of Ground Rules
Once the planning and strategy are developed, one has to begin defining the ground rules and
procedures with the other party over the negotiation itself that will do the negotiation.
 Where will it take place?
 What time constraints, if any will apply?
 To what issues will negotiations be limited?
 Will, there be a specific procedure to follow in an impasse is reached?
During this phase, the parties will also exchange their initial proposals or demands.
2.3 Clarification and Justification
When initial positions have been exchanged both the parties will explain amplify, clarify,
bolster and justify their original demands. This need not be confrontational.
Rather it is an opportunity for educating and informing each other on the issues why they are
important and how each arrived at their initial demands.
This is the point where one party might want to provide the other party with any
documentation that helps support its position.
2.4 Bargaining and Problem Solving
The essence of the negotiation process is the actual give and take in trying to hash out an
agreement, a proper bargain. It is here where concessions will undoubtedly need to be made
by both parties.
Bargaining is where the "give-and-take" happens. If you think success means all take and no
give, you won't capture real value. You make and manage your concessions in bargaining.
When you give and take that which satisfies both parties' interests, you will build a lasting
relationship and a fruitful outcome. During the Bargaining Stage, you continue to create
value, and with trades, finally capture value.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

22
2.5 Closure and Implementation
The final step in the negotiation process is a formalization of the agreement that has been
worked out and developing and procedures that are necessary for implementation and
monitoring.
For major negotiation- this will require hammering out the specifics in a formal contract.
Negotiation process has five stages. In all steps of a negotiation process, the involved parties
bargain in a systematic way to decide how to allocate scarce resources and maintain each
other interests. (havardbusiness,2020)
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

23
3 The context of negotiation and the importance of key individuals in a negotiation
A negotiator must understand the social context of the negotiation. Negotiation occurs in a
context of rules such as customs, habits, situations, cultural norms, religious doctrine, laws
and political pressures. Understanding the social constrains on the negotiation, particularly
social pressures, is extremely important. The negotiation becomes far more complex when
there are multiple parties in the negotiation. Team negotiations involve multiple individual’s
representing each negotiating party. Multiple parties often lead to the formation of factions
and coalitions. Negotiators may also have constituents whom they serve in the negotiation.
The following facts given to understand the social context,
 Are there team dynamics at stake on either side of the negotiations?
 Are there any third parties of interest, such as constituents represented in the
negotiation?
 Will anyone else be affected by the negotiation outcome?
 Is there a prior relationship between the parties?
 Will the relationship be affected by the outcome of the negotiation?
 What social norms, customs or rituals apply to the negotiation?
 Are there legal or political pressures at stake?
3.1 The roles of Negotiation
In a negotiation, there may be many roles to be played, particularly if it is long and with high
stakes. Such negotiations may be found in big deal-making situations such as high-value sales
and international politics. Not all of the roles below need be held by separate people, as an
example leader may also play the relater or critic and the secretary may also be an observer.
Roles that may conflict with one another, such as relater and critic, however are usually best
separated and taken by different people. (thebusinessprofessor,2020)
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

24
4 How to gain the best deals / Contract?
Whether before or after they sign a contract, business negotiators are often surprised by bad
news that affects the viability of a deal or partnership. When determining how to negotiate a
business deal, organizations needs to shift their focus from closing the deal to thinking about
how the partnership or other key outcomes might play out over the long term. Negotiating
the right deal with your suppliers doesn’t necessarily mean getting what you want at the
cheapest possible price. You may want to negotiate other factors such as delivery times,
payment terms or the quality of the goods. Most business owners would view a good deal as
one that meets all their requirements. But there are many other factors to consider, such as
whether you want to do business with a particular supplier again. Both sides should conclude
a negotiation feeling happy and comfortable with the agreement. Negotiations can be
unsuccessful if either side feels force into a corner.
4.1 Setting objectives when Negotiating with suppliers
There is a range of key considerations you need to bear in mind when setting objectives for
purchase negotiations. These might include,
 Price
 Value for money
 Delivery
 Payment terms
 After sale services and maintenance of arrangements
 Quality
 Lifetime costs of a product or service
 Whether or not the product or service is essential to your business
Before starting to negotiate, draw up a list of the elements that most important. Decide what
and are not prepared to compromise on. The key is to establish your preferred outcome. But
remain realistic – if you are not prepared to compromise, the negotiations won’t get far.
Should also consider what offer the supplier is likely to make and how you will respond.
Remember that if want to do more business with the supplier in the future, should aim to
strike a deal that both parties are happy with. Although getting the best possible deal in the
short term is important, a good relationship in the future may help you get even cheaper
prices or other perks, such as priority delivery. Do not underestimate the importance of
goodwill too.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

25
4.2 Understand the supplier
When negotiate supplier contracts, it’s important to get to know supplier. Researching the
company and the people we dealing with will give you valuable information and allow you to
better understanding you position in the negotiation. These are the basic research to try to
find out as much as possible about the supplier.
 Are they financially stable?
 Have they been in the market long?
 What is their reputation in the industry?
 What is there operational capacity?
 What are their business and quality system like?
 What technologies do they use?
4.3 Developing a negotiating strategy
Negotiation skill are often overlook by individual who decide they need to develop and
improve their professional skill in order to advance in their careers and that a serious mistake.
Negotiation training and practice can have a serious positive impact on career. Might think
negotiation strategies and ability are only important for corporate lawyers, many roles and
positions required to manage negotiations, regardless of your industry.
4.4 Negotiating team
Once the particular strategy is set out, it is also essential to get the negotiation team right.
Make sure it has skills in all the necessary areas. It will need to ensure you match the
seniority of the supplier’s representatives. Make sure each member of the team is familiar
with the particular negotiating strategy. The more confident they sound about what they want,
the more likely they are to get it.
4.5 Running checks on supplier
Before signing a contract with any supplier it’s essential to carry out due diligence to check it
can fulfill the agreement. It should credit check potential suppliers to ensure they have the
cash flow to deliver what you want, when you need it. This is especially important if you are
entering into a long term contract. The supplier will probably also run checks on you to
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

26
ensure you have the means to pay for its good or services. It is also a good idea to get
references for the supplier from other customers. The supplier should be happy to put you in
touch with some of its previous clients. If not ask yourself what he is trying to hide. However,
remember that he is unlikely to put you in touch with a dissatisfied customer. Sometime a
manager in a business bids for contacts and then passes the account to someone else. If this is
likely to be the case, make sure you are happy with whoever is being assigned to do the work
and that you will be able to deal with the manager if any concern arises.
4.6 Drawing up a contract for the purchase
Once all the points have been negotiated and a deal has been agreed to its best to get a written
contract drawn up and signed by both parties. Although verbal contracts are acceptable and
legally binding, they are very hard to rely on in court. Both parties should agree on what the
contract will over. Typically, it will include,
 Details of price, payment terms and delivery schedule
 A clause stating the supplier’s right to ownership of the goods until they are fully
paid for
 A clause limiting the seller’s contractual liability – taking into account the
purchaser’s statutory rights
Depending on who holds the bargaining power in the negotiations, the terms and conditions
used may be your own, the supplier’s or a mixture of the two. It should consider getting legal
advice when drawing up your standard terms and conditions. Aim to get a contact that
protects your interests and that shifts legal responsibility for any problems to the supplier.
Notify the supplier in writing how you intend to use its supplies and ask for written
confirmation that what it is selling you is suitable. It is a good idea to explicitly ask about any
hidden problems and to keep a written record of all assurances given. Make sure that the
contract covers the level of after-sales service you require. Agree on penalties for failure to
meet delivery times or quality standards, such as a future discount. You should also consider
including any dispute to resolution or exit producers that must be followed if either party is
dissatisfied with the relationship or wants to end the contract. (harvard.edu,2020)
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

27
5 How to generate new business and win deals
Most business owners hear statement like every day and learning how to negotiation more
effectively will bring more dollars in to the business. The next time you find yourself looked
in a battle for your way, here are important strategy can use in a challenging negotiation.
 Think of the long term mutual gain instead of the short time personal gain. A win –
win negotiation means a shared benefit. Forget about you own personal gain and
concentrate on what will make both sides happy.
 Set a trusting cooperative tone for the meeting right from the best beginning. Win
negotiation are built on a foundation of trust and share respect.
5.1 Collaborating with partners
Many businesses hire subcontractors, form alliances or create partnerships and virtually all
desire ongoing relationships with suppliers and customers. Negotiated outcomes viewed as
inequitable by either side threaten these relationships. Finding new partners or customers is
costly. Negotiations tied to ongoing relationships tend to involve multiple issues beyond
setting a price, so discussions become wide ranging. Integrative negotiation turns the
distributive process on its head. To achieve a collaborative win-win agreement, experts
recommend below steps to follow,
 Establish trust – Trust is a preconditioned for disclosers that expose vulnerabilities.
Each side needs confidence the other is acting in good faith. Distributive tactics like
bluffing, intimidation, delays, or exaggerated emotions poison discussions.
 Share information – Exchange much information as much as possible. Fuller
discloser helps each side understand the other’s needs, motives and areas of common
ground.
 Focus on interest not positions – Separate interests from positions by asking “why”
to uncover underlying reasons for a particular demand.
 Solve problems jointly – Shift the focus from extracting concessions to solving
problems. Trade less important issues for more important ones. Adjust a monetary
figure in exchange for the benefits, such as a longer contract, large territory or quick
payments.
 Make the first offer – Use “anchoring” to your advantage. (Inc,2020)
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

28
6 Tendering for Contract
To tender a contract means to present to another person or a company an offer of money for a
service, according to low. Tending a contract is a common legal process for bigger projects
those in which a business offers to supply goods, perform a job or buy another business. A
tender contract can be for a company, but it is most commonly used to do business in the
public sector.
6.1 Finding out about contracts
It will be able to find out about private sector contacts through,
 Building contracts with potential customers
 Advertisements in local and national newspapers
 Advertisements in trade and professional magazines covering the area of business
 Researching contracts outside your business sector which may produce secondary
contracts for you
 Following up press and other reports – a company may be expanding or
subcontracting part of a big order
 Networking and picking up information from other businesses
6.2 Finding out what the client wants
In order to gain a clear understanding of potential client’s requirements, have to pay attention
if it is able to arrange a meeting or have a telephone conversation with them, before start
working on the particular tender. It is better if you raise questions by phone calls or email if
tender documents are unclear - on anything from deadlines to how you’d get paid. Make sure
the client is serious and that you are not there to make up the numbers or to test the market.
Sometimes customers may just be fishing for ideas they will them use for themselves. You
can prevent this from happening by requesting customers sign a non-disclosure agreement
before presenting your tender. But have to keep in mind that many clients genuinely want a
creative contribution and provide ideas.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

29
6.3 What to put in your tender?
Make sure you match the bid specification and answer all the related questions. Summarizes
the bid and explain why it answers the client’s needs. Below state the crucial rules for the
tender document,
 Focus on the client – talk about their needs and how you can solve their problems.
When you write about yourself, it is to prove that you have the skills, experience and
the organization to fulfil the client’s requirements.
 Help the client with coming up with ideas- from alternative ways of doing things
to how to tackle possible worries about future maintenance and staffing implications.
 If the client has provided a qualification document, make sure that you cover
everything in the document.
 Value for money and not price alone decides most bids. Bring something to the
work that can’t be done by the client or your competitors. Emphasize business
benefits, service improvements, risk reduction, low maintenance, quality, reliability,
previous satisfied customers, lifetime costs etc.
 Analyze the all costs and pricing factors of the contract. Do not ignore the fixed
costs such as wages for staff who could be working on something else.
 Consider the possibility that certain information field in connection to a tender could
be subject to disclosure under the Act representing access to document held by
public bodies and the protection of personal information.
 Contract management – show you have the resources to do the work in a cost
effective way to meet the client’s needs, hit deadlines and the respond flexibly
changing situations.
 Show you have thought about – and can manage potential financial, legal and
commercial risks that could cause contract failure.
 Give details of your team, emphasize strengths – CVs should highlight the
successes with similar projects as well as experience and qualifications.
6.4 Writing the tender
Once you have decided to bid, you will need to decide how you will manage the bid,
 Who gathers information and does research?
 Who coordinates all the material you need?
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

30
 Who writes the drafts?
 Who checks them?
 How will the rest of your firm’s work get done?
A good starting point is to make a list of all the questions you would ask if a company was
submitting a tender to providing a product or service to you. Clients will expect you to,
 State the purpose and the origin of the bid
 Summarizes the work as a contractor, past experience and credentials for this job
 Say how you will carry out the work & how and when the client’s aims will be
achieved
 Explain the benefits and value for money of your bid
 Detail when and how goods and services are to be delivered and provide a timetable
 Demonstrate your team’s skills, experience of similar work and their responsibilities
if you win the contract
 Explain how you will manage the project
 Give details of your pricing and any aftercare arrangements within the price
 Be practical and identify potential problems without promising what is clearly
impossible for you to deliver
Include a covering letter that responds to the bid invitation, summarizes the main message
explains how the documents are organized. You should also be aware that information from
your tender may be disclosed in the future under the Act respecting access to the documents
held by public bodies and the protection of personal information. This gives anyone,
including the competitors the general right to see the information held by the public
authorities – including the information of your tender.
6.5 Tips on editing the tender
It is well worth spending some time looking at the presentation of the tender. Below are some
tips on editing and supplying the tender,
 Keep sentences and paragraphs short
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

31
 Use bullet points and headings to break up text.
 Decide on a typeface, layout and type size – not too small and stick to them.
 Make sure everything is standardized.
 Be careful when cutting and pasting copy to make sure the format stays the same.
 Make sure you have developed a logical argument and that everything hangs
together.
 Read everything twice to identify errors, omissions etc.
 Use appendices for supporting additional information.
 Produce a front cover with project title, date, name of the organization requesting the
tender and that of your own firm.
 Include a list of contents.
 Number paragraphs and a contents page so materials can be easily located.
 Consider getting it printed and bound professionally.
Above all, make sure the tender is delivered on time and it is unlikely that organizations will
consider your tender if it arrives after the closing date. You may want to deliver it by yourself,
by hand to ensure it arrives safely. Alternatively, contact the organization to check they have
received it. (infoentrepreneurs,2020)
7 Preparing for negotiation through a request for proposal (RFP) form
The Request for Proposal (RFP) is an important “project procurement deliverable”, used to
solicit competitive bids prior to the purchase of project related goods and services. You don’t
always need a REF to make those purchases, but when you do, you need a good one designed
to support informed decision making and return on investment. The RFP deliverable
(produced as form or document) is a formal procurement mechanism, by which requirements
are defined, questions are posed and criteria are presented. Bidders respond to these
requirements, questions and selection criteria, providing the basis for an informed analysis of
clearly defined alternatives. This can be named as a tool for perfect negotiations too.
7.1 The value of the request for proposal
The primary purpose of an RFP is to transmit you understanding of the requirements for a
project to supply who you believe can provide solutions. The RPF is a written document that
both and they supplier use to establish joint understanding of the requirement.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

32
 Forces a defined specification of requirements.
 Provides “context” for a comparative analysis of vendors, products, costs and
services.
 Promotes informed decisions making.
 Provides an opportunity for vendor interaction prior to any purchasing
commitments.
 Promotes successful contact negotiations, providing the basis for all contractual
terms and conditions.
7.2 It all starts with a RFP process
In order to maximize process success, RFP production should cover eight key management
components, from planning to proposal selection. Each component is summarized as below,
 RFP planning – the RFP process is planned, including the selection of the RFP
team, identification of the chosen bidders, creation of the RFP timeline, requirements
development and creation of the response evaluation criteria.
 RFP preparation – During this stage the RFP draft is prepared and produced using
the designated and appropriate format.
 RFP review – The RFP draft is reviewed to ensure that all documentation
requirements are met and comments and feedback are provided.
 RFP revision – The RFP daft is revise to reflect required changes are in the
“review” phase
 RFP approval – The revised RFP is approved by all decision making stakeholders
and the final version is produced.
 RFP distribution and support – The approved RFP is distributed to the selected
bidders and submissions support is provided as needed, including a FRP bidders
conference (if required)
 RFP response evaluation – Received RFP responses are reviewed and evaluated
according to the established criteria.
 RFP selection – The RFP winning proposal and alternative are selected, and the
documented RFP is used to create a documented project Statement of Work (SOW)
as needed. The losing bidders are notified to close the RFP process.
As with most other process deliverables, the project RFP is best prepared through a
collaborative process, structured for a full consideration of needs and requirements. The key
elements to RFP process “success” are preparation and timing. The RFP process can begin as
soon as the foundational requirements are fully defined. Obviously sound purchasing
decisions cannot be made until all needs, assumptions and constraints are known and
quantified. (ittoolkit,2020)
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

33
8 The contacting process
A business contract is a legally binding agreement between two or more persons or entities.
Contracts can be complex. It is important that you fully understand the terms of a contract
before you signing anything. You are advised to seek legal and professional advices at first.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani
Se lecti ng aConta ctCo llecting theInform atio nChoosing aNegoti ato rCo ntra ctRe viewContra ctSignin g

34
8.1 Understanding the business contracts
Dealing with contracts is one part of running a business. You will have plenty of business
relationships involving some types of contractual commitment or obligations. You may,
 Be a purchaser of goods and services – as a borrower of money, in rental agreements
and franchise agreements
 Be a supplier of goods and services – retailer, wholesaler and independent contractor
 Having a partnering agreement with other businesses – partnerships, joint ventures
and consortium.
Managing your contracts and business relationships is very important.
8.2 Verbal and written contracts
Contract can be verbal, written or a combination of both. Some type of contracts such as
those for buying or selling real estate or finance agreements must be in writing. Written
contracts may consist of a standard form agreement or a letter confirming the agreement.
Verbal agreements rely on the good faith of all parties and can be difficult to prove. It is
advisable (where possible) to make sure your business arrangements are in writing, to avoid
problems when trying to prove a contract excited. Regardless of whether the contract is
verbal or written, it must contain four essential elements to be legally binding.
8.3 Essential elements of a contract
For a contract to be legally binding it must contain four essential elements,
 An offer
 An acceptance
 An intention to create a legal relationship
 A consideration (money)
However, it may still be considered invalid if it,
 Entices someone to commit a crime or is illegal
 Is entered into by someone that lacks capacity, such as bankrupt or minor
 Was agreed through misleading or deceptive conduct, duress, unconscionable
conduct or undue influence.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

35
8.4 General terms and structure of an agreement
There is no specific format that a contract must follow. Generally, it will include some terms,
either implied or expressed, that will form the basis of the business. These terms may outline
the contract conditions or contract warranties. Contract conditions are fundamental to the
agreement. If the contract conditions are not met it is possible to terminate the contract and
seek damages or compensation. Contract warranties are less important terms and not
fundamental to the agreement. You cannot terminate a contract if the warranties are not
fulfilled, however you may be able to seek compensation for any losses incurred.
When negotiating the contract terms make sure the conditions of the contract are clearly
defined and agreed to by all parties. Contracts must follow a structure that can include but are
not limited to the following elements, Details of the parties of the contract, including any sub-contracting arrangements Duration or period of the contract Definitions of key terms used within the contract A description of the goods or services that your business will provide including the
key deliverables Payment dates and details, including whether interest will be applied to late
payments Key dates and milestones Required insurance and indemnity provisions Guarantee provisions, including director’s provisions Damages or penalty provisions Renegotiation or renewal options Complaints and dispute resolution process Termination conditions Special conditions
8.5 Before signing a contract
Before you sign a contract, Read every word, including the fine print Ensure that it reflects the terms and conditions that were negotiated Seek legal advice Allow plenty of time to consider and understand the contract Don’t be pressured into signing anything if you are unsure Never leave blank spaces on a signed contract, cross them out if you nothing to add
so they cannot be altered later Make sure that you and the other party initial any changes to the contract
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

36 Obtain a copy of the signed contract for your records.
Once you have signed a contract you may not be able to get out of it without compensating
the other party for their genuine expenses and losses. Compensation to the other party could
include additional court costs if the other party takes legal action on the claiming. Some
contracts may allow you to terminate early, with or without having to pay compensation to
the other party. You should seek legal advice if you want to include an opting out clause. If it
is not possible to have a written contracts make sure you have other documentation such as
emails, notes etc. about your discussions to help you identify what was agreed.
8.6 Ending a contract
Most contracts end once the work is completed and payments has been done. Contracts can
also end, By agreement – both parties agree to end contract before the work is completed. By frustration – where the contract cannot continue due to some unforeseen
circumstances outside the parties’ control. For inconvenience – where the contract allows a party to terminate at any time by
providing notice to the other party. Due to a breach– where one party has not complied with an essential contract
condition, the other party may decide to terminate the contract and seek damages or
compensation.
If a contract warranty or minor term has been breached it is unlikely that it can be
terminated, though the other party may seek compensation or damages. Some contracts may
specify what will be payable if there is a breach. This is often called liquidated damages. If
there is a dispute regarding the contract it is important both parties communicate clearly to
attempt to resolve the matter. (smallbusiness,2020)
8.7 Document management processes and agreements
It is important to document the decisions about the management of evaluative activities,
including any processes for monitoring compliance with ethical and quality standards during
the evaluation. These documents will also ensure that different stake holders, whether
funders, partner organizations, communities or expert advisors are clear about what is being
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

37
done, when and how and their responsibilities and accountabilities for the evaluation.
Different organizations have different forms of documents and different labels for the
document that describes what is to be done – the purpose, key evaluation questions and
timeline.
Sometimes these documents referred as Terms of Reference (TOR), Scope of Work (SWO),
Statement of Work (SOW), & request for Proposal (RFP), Request for Quotation (RFQ),
Invitation to Tender (ITT) or the evaluation brief. This document can be used for any type of
evaluation as internal, external and self-evaluation. But they are particularly useful as part of
the process of engaging an external evaluator. Other types of documents might be developed
to formalize the relationships between different organizations working together on the
evaluation. These could include a Memorandum of Understanding or a Contractual
Agreement.
(smartsheet,2020)
8.8 Options
Documents needed in an evaluation, Expression of Interest: An EOI is a way for an organization to publish its intention
to appoint an evaluation team to conduct an evaluation of a specific program or
project. Request for Proposal: RFPs (also known as Request for Application or Request for
Quotation) are formal request for evaluators to prepare a response to planned
evaluation are generally used to select the final evaluator for the evaluation. Scope of Work: a plan for conducting an evaluation which outlines the work that is
to be performed by the evaluation team. Terms of Reference: Set out the purposes of the evaluation and its key evaluation
questions, as well as a timeline (and possibly the available budget and existing data
resources), for external evaluations this can include contractual agreements. In some
cases, this includes and evaluation plan setting out the methodology.
Document how different organizations will work together, Contractual Agreement: creating formal contract to engage external evaluators. Memorandum of Understanding (MOU): high level agreement between two or
more organizations committing to work together (betterevaluation,2020)
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

38
PART B
Request for Proposal
for Catering service for Nawaloka
Hospital Staff Canteen
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

39
9 Introduction
The purpose of this Request for Proposal (RFP) is to request proposals from eligible
entities for the provision of catering services in the staff cafeteria in the old building
of the Nawaloka Hospital located at, Nawam Mawatha, Colombo 02.
10 The purpose
The purpose of this request for proposal is to identify the potential contractor for
canteen service for Nawaloka Hospital and to determine most capable contractor for
provide canteen service. Also this request for proposal Nawaloka Hospital will obtain
capability, pricing and general information on the business potential service provider.
Any contractor who have achieved all this specification and having hire score may be
appointed for purpose of this tender.
11 Eligibility to Tender
Entities that wish to respond to the RFP should ensure that they meet the following
criteria:
a) Have valid take-away licenses and snacks and variety of foods.
b) Have the legal capacity to enter into a contract.
c) They are not, in the case of a company, bankrupt, liquidated or that matters are
handled by a court or judicial officer.
d) Commercial activities are not suspended.
e) They are not subject to legal procedures.
f) You have complied with the tax payment obligations.
g) The owners or directors, as appropriate, have not been convicted of a criminal
offense related to professional misconduct or the making of false statements or
misrepresentations regarding their qualifications to enter into a contract with any
of the parties within a period from three previous years the launch of this RFP.
 Not having a conflict of interest in relation to the offer.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

40
12 Contract period
The contact period for NawalokaCanteen services shall remain valid initially for the
period of one year. However to evaluate the performance and services of the
contractor, the contractor will have probation period of three months. Remain period
of 9 month will be confirmed after assessing the performance and quality of the
services. The contact will have renewal term after one year of the contract mutually
agreed terms and conditions for a further period of one year or till such time mutually
agreed to.
13 Time Scale
A complete response to this proposal request is required before 11.00 a.m. on August
20, 2020. The following deadlines are anticipated;
Milestone Date
Release of RFP July 18, 2020
Presentation of the intention to submit offers July 18, 2020
Deadline for Questions August 02, 2020
Publication of answers to questions August 20, 2020
Deadline for proposals August 20, 2020
Decision taken and respondents informed of the result August 25, 2020
Contract signed August 26, 2020
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

41
14 Deliverables
The following deliverables of the entity are expected:
a) In the response to the RFP, the respondent must provide:
 Details of the proposed operations that will demonstrate the understanding
of the services that will be provided
 Weekly menu lists for a period of one month that clearly shows price
details
 Details of other items that will be sold daily, p. ex. snacks, fruits, soda, etc.
(including the sale price)
 Any relevant additional service, proposed special sales or items to be sold
on special occasions.
b) The scope of work will be as follows:
 Provide a variety of hot and cold snacks, juices and soft drinks 6 days a
week - Monday to Saturday (except Sunday) from 7.00 a.m. ahead.
 Be sure to provide a freshly prepared lunch immediately every day base
from 12.00 noon to 2.00 pm
 Prepare and send menus weekly to the Administration Division that will be
distributed to all staff.
 To create attractive presentations for snacks / lunch Set affordable prices
for snacks / lunches in the canteen
 Considering the free allocation of space, equipment and public services
provided by Nawaloka Hospital in the form of:
o Display area for sale of food, snacks and soft drinks.
o Electricity supply
o Water supply
o Fridge
o Deep freezer
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

42
o Hot snack display unit
o Cold snack display unit
o Double basket fryer (for on-site chip preparation)
o Electric grill (to prepare hamburgers and hot sandwiches on site)
o Microwave
o Rice cooker
o 2 component toasters
 Indicate snack / lunch prices in the daily menu format.
 It is shown in the canteen during all business days
 Provide good customer service and a high level of hygiene.
 Willing to attend snacks / lunches for meetings / internal functions of
Nawaloka
 Serve as a liaison with the Administration Division to obtain comments on
the services provided and for marketing purposes.
 Make sure that the services provided are in line with the general
requirements of the state of health of the country.
15 Evaluation Criteria
The key criteria, which will be used to evaluate the responses include:
a) Quality of the tender documentation received and understanding perceived by the
entity of the Nawaloka requirements
b) Experience and knowledge of the respondent in the provision of catering services.
c) Product price suitability
d) Variety of meals, snacks and drinks to be provided.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

43
16 Response to Tender
The response to this RFP must be in English, structured and presented in the following
sequence:
a) Section I: Cover Letter
The cover letter must be signed by a person or persons authorized to submit the
proposal on behalf of the entity and must contain the following:
o A confirmation that the entity is making an offer for the provision of meals
services in the Nawaloka Hospital canteen.
o A statement describing the entity's ability to comply with the exercise.
o A statement that establishes the independence of the Nawaloka entity.
b) Section II: Executive Summary
The executive summery must include an overview of the information submitted by the
service provider in response to request for proposal which proposed by the Nawaloka
Hospital.
c) Section III: Response to the declaration of work.
The response to statement of work must include detailed information of all the relevant
documentation and pricing information.
d) Section IV: Details of the Entity and other supporting documents
This section will include the following components:
 Entity Profile
 CVs of key personnel / managers
 Curriculum vitae of the person (s) who will perform the functions of assistant
of the canteen
 At least 3 references for those who have performed a similar service and with
whom can you contact (company name, address, phone number and contact
point information required).
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

44
17 Response Instructions Tenderers must submit the Intention to Bid form according to time scale, before
11.00 a.m. of August 20, 2020 Tenderers must submit an offer in accordance with of this RFP and must be placed
in a sealed flat envelope, marked "TENDER - Catering services for the staff
canteen". This envelope should be placed in a cover envelope, addressed to:
The Manager
Procurement Department
Nawaloka Hospital,
Nawam Mawatha,
Colombo 02. A letter acknowledging the offer will be sent to each Tenderer Bidding documents, whether sent by mail or delivered by hand, must arrive at
Nawaloka Hospital no later than 11.00 a.m., August 20 ,2020. Tenders that arrive at Nawaloka after 11.00 p.m. August 20th 2020 will not be
accepted. Bidders' response to this RFP will not force Nawaloka Hospital to reimburse them
for the costs they may incur in preparing their response. The acceptance of
Nawaloka of the proposals in no way obliges Nawaloka to acquire the services
offered by bidders. The complete RFP response should be structured as detailed in above (Response
in Tender) All bidders will be informed of the results of their offers in accordance with the
deadlines
18 Enquiries
Mrs. H.I. Nadeeshani
Senior Administration Support
Administration Division
Nawaloka Hospital PLC
Telephone: [phone]
Email: [e-mail] Copy: [e-mail]
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

45
19 Disclaimer
This request for proposal does not require that Nawaloka reimburse respondents for
the costs they may incur in preparing and sending a response. The response to the
request for proposal in no way obliges Nawaloka to acquire any service offered by the
respondent.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

46
20 Response to RFP
KEELS SUPER (PVT) LTD
REQUEST FOR PROPOSAL
REFERENCE NO: 20200717
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

47
To,
Department procurement committee,
05th Dec 2020.
Proposal for canteen services.
Dear sir/madam,
Kindly find enclosed the proposal for canteen services in your esteemed Hospital. The Keels
super caters, we believe in customized care, we adapt ourselves according to the needs of
the client and provide best quality services at competitive market rates. The Keels will aim
to provide hygienic, organic, healthy and delicious food for the university. And we look
forward to long term association in near future.
If you have any questions concerns, don’t hesitate to contact us at [phone].
Yours,
Faithfully,
Mr Jude Kalhara
Director.
(The Keels super (pvt) Ltd)
About us.
It was over a century ago that Sri Lanka’s foremost baker and caterer embarked on a journey
to serve Sri Lanka with the best possible meals. Founded on traditions and values that are
still upheld by all those who fall under the John Keells Holdings PLC, we make sure every
item of food we produce has that extra bit of personal commitment and care.
Generations of Sri Lankans have grown up with our flavours and we’ve always valued our
customer relationships and pay tribute to all those who have believed in us. To this end we
strive to be a source of delectable meals and great memories with friends and family at over
163 locations.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

48
Terms of reference.
Purpose.
The purpose of this request for proposal is to be the potential contractor of canteen service
for Nawaloka Hospital and to determine most capable contractor for provide canteen
service. Also this request for proposal Nawaloka Hospital will obtain capability, pricing and
general information on the business potential of the service provider.
Scope of work.
Keels wishes to enter into contract with Nawaloka Hospital on one-year basis. We are prepared to cater for all dietary preferences, including but not limited to religions,
culture, vegetarian and halaal with valid certification from respective bodies where
applicable. The quality of food prepared will adhere to acceptable food industry standards and will be
prepared in a clean and hygienic manner in accordance with all health and safety
regulations. We will provide adequate catering equipment, cutlery and crockery when required. We will be in alert and will respond within 12 hours for any of the enquiries. We will indicate the price per category from the below. We will deliver services within 12 hours of placing the order. Shortlisted candidates will be subjected to hosting, food tasting coupled with site visit. Variety of menus will be provided. The Key Account Manager will be responsible for the implementation and co- ordination
of the agreement.
Menu
Food and Beverages, Light meals – pastry, buns, rolls, cakes, Croissants, pies, Eclairs, Cannoli, Tarts, Salads
(Extra items can be added to the menu upon request) Beverages – types of teas, types of coffees, fresh juices, soft drinks. Main meals – Breakfast – Milk Rice, String Hoppers, Hoppers, Rice and Curry
Lunch – Rice and Curry, Fried Rice and other rice types
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

49
(Extra items can be added to the menu upon request)
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

50
Price List
Light meals.
Item Price (LKR)
Tea Bun
Cream Bun
Sugar Bun
Fish Bun
Seenisambel Bun
Chicken Bun
Vegetable Bun
Sausage Bun
Egg bun
Hot Dog
Submarine Bun
Egg Sandwich 4pc
Chicken Sandwich
4pc
Fish Roti
Fish Roll
Vegetable Roll
Chicken Roll
Fish Patties
Fish Cutlet
Fish Pastry
Chicken Pastry
Sausage Pastry
Chocolate Éclair
Chocolate
Doughnut
Chocolate Muufin
Swiss Roll Slices -
Chocolate
30
30
30
35
30
40
30
40
30
50
90
60
70
35
40
40
30
50
30
30
35
45
40
45
55
45
45
Beverages.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

51
Item Price (LKR)
Milk Tea
Milk Coffee
Black Coffee
Plain Tea
Fresh Juices
Soft Drinks
40
50
45
30
130
60
Main Meals.
Item Price (LKR)
Milk Rice (per piece)
String Hoppers (per
piece)
Hoppers (per piece)
Rice and Curry
Other Rice types
20
5
10
150
200
Lunch.
Item Price (LKR)
Chicken Hawaiian
Pasta Salad
Rice and Curry with
Fish
Nasi Goreng
Chicken and Cheese
Kotthu
150
280
350
450
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

52
Décor. To arrange décor on tables including table cloths and floral arrangements Food warmers and all appliances necessary for catering Waiter and waitresses to be dressed appropriately when serving.
Critical Deliverables. Delivery of equipment and setting up of food will be completed by at least 45 minutes
before food is served. The service provider may not provide a duplicate lunch buffet when booked for
consecutive days.
Skills, Knowledge and Qualifications. Experience in the food and beverage industry 1974s Valid certification from health and food authorities. Valid certification from religious respective bodies where applicable.
Competency, expertise and experience requirements.
Basic competencies and expertise which may be required include the experience since 1974.
And it is a proof that the service provider has performed well in service.
Qualifications. We are a ISO 9001 and ISO 22000 certified company. Our suppliers are ISO certified too
hence highest quality is guaranteed. We currently run our flagship shop at all around Sri lanka. In addition to that we have
taken part in multiple food festivals in Colombo and have received immense positive
responses. Our team is comprised of veteran chefs and well trained kitchen helpers and are selected
through a thorough selection process. All our staff can communicate in both Sinhala and English. We can accommodate events within the organization of any scale and will provide
discounted prices for any such additional event.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

53
21 Questions What’s your objective? How important is this contract to your business? How quickly do you need this contract signed? What part of my proposal gives you the most concern? What documentation or proof do you have to prove yourself?
22 Pitching and negotiation
22.1 Pitching
So for the given request for proposal, the pitching was done as “Welcome to Keels Super
Catering, we prepare fresh and yummy food. Everything in the restaurant is freshly bakes,
yummy in favorable flavors where only the natural ingredients are included and part of our
profits support the ethical campaigns. Our catering service celebrating since 1974 in this
field. The Keels super caters, we believe in customized care, we adapt ourselves according
to the needs of the client and provide best quality services at competitive market rates. The
Keels will aim to provide hygienic, organic, healthy and delicious food for the university.
And we look forward to long term association in near future.
We are full service company with many unique ideas. Generations of Sri Lankans have
grown up with our flavours and we’ve always valued our customer relationships and pay
tribute to all those who have believed in us. To this end we strive to be a source of
delectable meals and great memories with friends and family at over 163 locations.
Maintain the highest quality and standard in customer satisfaction. Our canteen service we
provide various food items. In 2.00 pm to 4.00 pm we providing fruit juice. We are making
foods in our main branch and distribute them to the others. Distribution process also more
carefully done, we believe that, quality food for everyone rather than making any food.
Because of that, we received ISO 22000 & ISO 9000 certificates.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

54
Then I will explain why we need your opportunity? This is the first time that we are
collaborating with hospital industry. So we think we will have chance to work with you,
gain trust and expand our business. We hope you will give us this opportunity. Thank You.”
22.2 Negotiation
The overall negotiation process mainly helps the company to make adequate decisions
regarding viability of the transaction. Moreover, the negotiation process also helps the
negotiators to evaluate the financial capability of the other party. Before starting the
negotiations, the company have effectively selected appropriate team which could deliver
the required output from the meeting. Furthermore, before starting the negotiations, the
company could effectively select appropriate team, which could deliver the required output
from the meeting. During negotiation, the negotiator has effectively analyzed and deliver to
the pitcher after conducting effective research. Furthermore, with the help of effective
testing and investigating the company’s negotiators could effectively evaluate the financial
position of the pitcher. Thus, it could help the negotiator to quote an effective price, which is
both viable and attractive to the pitcher. After all the conclusive arguments an offering the
negotiators could effectively make the deal which is good for both the parties.
23 Stages of Pitching and Negotiation Between Nawaloka Hospital & Keels Super
Caters
23.1 Preparing and Planning
23.1.1 As Nawaloka Hospital PLC how they prepare and plan for the negotiation?
First of all, Nawaloka had a plan to outsource their cafeteria to standardized restaurant in Sri
Lanka. After that Nawaloka had advertised open tender for the restaurants in Sri Lanka which
calling requests for proposals to get their cafeteria. Nawaloka has get so many request for
proposals by different restaurants in Sri Lanka, after critically analyzed each and every
proposals Nawaloka has selected few restaurant and then they have decided to meet each and
every representative from the chosen organizations and come to the final conclusion that
whom to outsource the cafeteria of Nawaloka.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

55
23.1.2 As Keels Super caters how they prepare and plan for the pitching and
negotiation?
First, Keels super caters have seen the advertisement which includes the open invitation to
get the cafeteria of Nawaloka Hospital. After that Keels has decided to apply for the
advertisement of Nawaloka to get their cafeteria. After some time, Keels have got a mail
from Nawaloka Hospital, that they willing to meet the representatives from Keels and to get
final conclusion after negotiating. Keels also have been agreed to that and they have
confirmed their participation.
23.1.3 Definition of Ground Rules
After chosen Keels Super Caters by Nawaloka Hospital, they have been calling them and ask
them to come and meet the top management of Nawaloka Hospital. Nawaloka Hospital has
decided date, time, and place as 26 th of August 2020 on 2.00 p.m. at Nawaloka Hospital with
the detailed proposal for the further information. Keels Super caters also have been agreed to
that.
23.1.4 Clarification and Justification
 Clarification and Justification for Nawaloka Hospital
This was the day of meeting with Nawaloka Hospital and Keels Super caters. In this stage
both of the parties know the requirements of each party. First of all, they have introduced
their selves to each other and they have started to talk about their requirements. First Keels
Super caters has given introduction to their organization and quality of their service. Then
Nawaloka Hospital has asked that why Keels Super why do you wants to work with them and
Keels caters has clearly mentioned that why they want to work with Nawaloka Hospital.
After that management of Nawaloka Hospital has asked that they have any weaknesses with
them or not? So, Keels caters honestly answer them that they want to make food with natural
and nutritious ingredients for that they have to spend more time and money and because of
that their cost of food will be little higher. Because Keels caters has been honestly told about
everything such strengths and weaknesses of them, Nawaloka Hospital has built up good
image about them and Nawaloka Hospital was want to know the detailed information about
Keels Super carter’s quotation. They have described their quotation.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

56
23.1.5 Bargaining and Problem Solving
First of all the procurement team of Nawaloka Hospital stated their quotation and described
their rental for 150,000 per month. But the Keels caters has not agreed with that and they
wanted to go for 100,000 per month. According to this Nawaloka Hospital has been given
reasonable reason for this price, which is the supplier will have more than 450 customer per
day and also they have already given their canteen contract for 150,000. But Keels caters has
told that they are not ready to give that price and they hold their price in 100,000. Therefore
Nawaloka Hospital procurement team has told them that they have other options from
Yummy restaurant and they are ready to give us for Rs. 130,000 but we want to lose this
deals, because we impressed with your quality and standards and Keels Super has told they
ready to give Rs.110, 000 per month. Finally both parties came to a common agreement
which is Nawaloka Hospital has reduce their price to 125,000 per month and Keels Super has
increase their price to 125,000 and both parties agreed to that price and agreed to sign the
contract. After that they have greeted each other and promised to sign the agreements as soon
as possible.
23.1.6 Closure and Implementation
After agreed to sign the contract with Keels caters to outsource the cafeteria of Nawaloka
Hospital, they have confirmed the date to sign the contract. Before sign the contract both
Nawaloka Hospital and Keels caters has gone through a legal procedure which was handling
by a lawyer and also the allocated place for cafeteria at Nawaloka Hospital has checked by
Keels caters.
LH54578 Pitching and Negotiation H.Iresha Nadeeshani

57
24 Reference list
1. Managementstudyguide.com. (2019). Business Negotiations. [online] Available at:
https://www.managementstudyguide.com/business-negotiations.htm [Accessed 19 Nov.
2019].
2. Nawaloka.com
3. hbr.org
4. https://thebusinessprofessor.com
5. www.pon.harvard.edu
6. www.inc.com/rhett-power
7. https://www.infoentrepreneurs.org
8. https://www.ittoolkit.com
9. https://www.smallbusiness.wa.gov.au
10. https://www.smartsheet.com
11. https://www.betterevaluation.org
LH54578 Pitching and Negotiation H.Iresha Nadeeshani