Bid Phase: Bid and Proposal Management - RFx documents and the buyer perspective
15 important questions on Bid Phase: Bid and Proposal Management - RFx documents and the buyer perspective
In what way can a buyer get information to support purchasing decisions?
- RFP
- RFI
- RFQ
How relate the RFx documents to each other?
- The RFP takes the most time to prepare and manage and used on large procurement.
- If buyer can use an RFQ it will be easier than an RFP.
- RFI is usually a preliminary step before issuing an RFP
- The RFI helps to gather ^formation to be used in the eventual RFP
- It helps the buyer decide not to issue an RFP.
In which situations is a mini RFP more appropriate?
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When is a RFI/RFQ/RFP not appropriate?
- If time is of the essence
- If only one supplier offers the product
How do you name if only one supplier offers the product?
What reflects the choice of the used RFx?
What are the conditions for evaluation criteria RFx and what are the consequences if this is not maintained?
Which questions may be received from suppliers?
- Clarification on requirements, especially requirements marked as must-have.
- Questions about technical specifications that appear to be linked to a particular vendor.
- Whether there is a confirmed budget for the project.
- "Whether management has already internally selected the winning supplier (and that the RFP is just a formality).
- Whether the supplier can propose its own solution, or a variant foitv the customer specification (one not contemplated by the RFP).
Where can questions from suppliers give attention to and what has going to happend in that situation?
What is the advantage and the disadvantage of an open process (evaluation criteria and weightings will be made known to the suppliers)
suppliers can adjust their offerings to demonstrate how they would meet those weighted criteria;
Disadvantage
They might distort their claimed capabilities
How many suppliers is the best practice for a BAFO and what are benefit with less suppliers?
However, it is easier to manage two suppliers than three (or more) and easier to pick a clear winner.
How many suppliers should be allowed to continue to the BAFO round?
- the number initially bidding
- the competitive nature of the environment,
- perhaps some political factors as well as the practicalities of managing a parallel dialogue with two or more supplier
- likely to be affected by complexity and cost.
Where is the final round aimed on?
Few modifications in requirements, if any, should occur at this point.
Checklist: Keys for success
- Preparation: A thorough bid process takes a good deal of preparation and forethought. This yields rewards many times over by having a relatively stress-free procurement.
- Tailoring: Tailor the size of your RFx efforts to the complexity of the procurement and the ssociated risks to your company of not having the requirements met.
- Taking a long-term view: Embark on the RFx process with a view to the end result of a partnership/ relationship with your supplier(s) of choice by treating the prospective suppliers as potential partners rather than future enemies as you go through the bidding process.
What is the benefit if every step in this process if every step is chosen with awareness of the businessproblem?
all efforts are in line with that, the process win be appropriate to the rewards obtained.
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