Competitive Procurement: How to Run a Tender Process

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Many projects need to procure services or long-term supply contracts. And getting the best value often means running a competitive tender process. So let's see the steps you need to take.


1. Determine requirements
2. Document requirements
3. Determine priorities and relative importance of things like:
4. Create evaluation framework for bids, against requirements
5. Set a tender deadline
6. Advertise the opportunity
7. There may be a pre-qualification stage, with a Pre-qualification Questionnaire (PQQ)
8. Create bidder briefing:
9. You may choose to accept and answer questions from bidders.
10. Brief the evaluation team
11. Receive bids
12. Evaluate Bids
13. Clarify uncertainties
14. You may now select the best bid.
15. Notify winning bidder
16. Contract negotiations to finalize contracts
17. Formal award of contract



Please do not simply accept the lowest cost tender for anything that actually matters!


Jargon:
PQQ - Pre-qualification Questionnaire
ITT - Invitation to Tender
RFP - Request for Proposal
RFI - Request for information
TQs - Technical Queries or Questions
MEAT - Most Economically Advantageous Tender

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