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The process of selecting a preferred supplier for your project can involve a lot of work.
To minimize the time you need to select and contract preferred suppliers to your
project, we suggest that you adopt the Tender Process described in the following
sections. This process is best practice within the Project Management industry and is
used by Project Managers around the world to contract suppliers to their projects.
Tender Process
Tender Roles
Tender Documents
Tender Process
The purpose of the Tender Process is to provide a fair and robust method for appointing
preferred suppliers to the project. You undertake the Tender Process by implementing three
key processes: Issue RFI, Issue RFP and Issue Contract. The following diagram describes
each of these processes in detail.
Responsibilities of the supplier and project team in delivering the scope of work
With a detailed understanding of your outsourcing objectives and needs, you are ready to
create a Request for Information (RFI). The RFI is released to potential suppliers to
allow them to register a formal interest in meeting the procurement needs, as defined in
the SOW. A RFI enables potential suppliers to understand the:
It also requires that suppliers provide the following information to enable the project
team to create a supplier shortlist:
Contacting a specified list of suppliers and inviting them to take part in the tender
Suppliers must document their formal responses to the tender and submit these responses
to the delegated member of the project team within the timeframe specified in the RFI.
When you receive these responses, the next step is to evaluate them. The project team
collates each response and enters the details into a Tender Register. You will then review
the tenders and evaluate them against a pre-defined set of criteria.
The top three to five tender responses, with the highest average scores, are identified and
collated to form a supplier shortlist. Only the short-listed suppliers will take part in the next
phase of the tender process - the RFP phase. Suppliers who are not on the shortlist are
informed that they have not been selected and that their responses will progress no further
in the tender process.
Issue RFP
The next step in the tender process is to update the SOW and issue of a Request for
Proposal (RFP) to the short-listed suppliers.
By reviewing the supplier responses to the RFI and SOW, you may become aware of
additional requirements or alternative solutions available in the market. For example,
several suppliers may suggest a new technology or approach, which your project team had
not previously considered. You will then want to update the SOW with these new solutions
and their requirements. Note: you must be careful not to update the SOW based on
suggestions of only one supplier; favoring one supplier can compromise the tender process
by biasing the overall result.
Once the SOW has been updated, you will produce a Request for Proposal (RFP). The
purpose of the RFP is to gather more detailed information from each short-listed supplier (in
the form of a proposal) regarding the supplier company, offerings and approach to
supplying the project. This information will be used to determine whether or not the supplier
meets the detailed requirements set out by the SOW. The RFP is documented by the project
team and approved by the Project Manager for release to the short-listed suppliers.
The project team reviews each proposal in detail to determine its strengths, weaknesses,
risks and issues. The merits of each proposal are scored and weighted using a pre-
determined scoring mechanism, and the results are presented to the Project Manager for
final analysis.
The Project Manager will usually select the tender response with the highest score as the
preferred supplier to the project. Of course, the Project Manager may select a number of
preferred suppliers, based on the extent of the scope of work and the overall quality of the
responses received.
Issue Contract
The third and final step involved in selecting a supplier for the project is the creation of the
Supplier Contract.
Finally, the project team will draft a new contract and present it to the supplier for approval.
The contract forms the basis of the relationship between the project team and the supplier,
as it specifies the deliverables, responsibilities, and terms and conditions for procurement.
The project team and the supplier negotiate the contract by discussing and agreeing on
terms and conditions they believe to be fair and reasonable. Legal advice can be sought
before and during the negotiation stage, to ensure that neither party is exposed to
unforeseen risks by signing the contract.
Both the project team and the supplier endorse the contract, and the responsibilities
listed within it are then invoked.
Tender Roles
Although a range of people may be involved in undertaking the tender process, the
following roles and responsibilities are key:
Tender Documents
The following documents are created during the tender process:
Supplier Contract
Tender Register
Next Steps
By completing each of the steps above, you will have selected a preferred supplier to
the project. You can:
Use this Template to help you undertake a Tender Process within your project
Proceed to the next step in the Tender Process by Issuing a Statement of Work.