How to ensure a fair RFP + FREE webinar tomorrow!

1. The inconsistent date of issue

How many times have you succumbed to the stakeholder pressure of “can we just add in this additional supplier” or “we’re not ready to issue to all the vendors but you can make a start by getting it out to xxx and xxx”.

This is really amateur and leads to issues further down the line when it comes to fairly applying the parameters of the subsequent deadlines.

The Fix: A clear kick off meeting with timelines and deadline pre determined. If you’ve not got the NDA ready with all the suppliers, delay by 48 hrs or consider excluding if its the suppliers causing the delay

2. Inconsistent response deadlines

Come on. These are the basics right?

But how often have you been in a situation where a supplier has had to submit their proposal late or missed one of the confirmation deadlines within the RFP response?

The Fix: If you extend the deadline, it should be the same for all suppliers. It’s about fairness and transparency. Simple, right?

3. Restricted Contact

This one is huge. A well-run RFP should have restricted access throughout to business contacts.

Normally this should be the Procurement lead for the RFP and potentially just one business lead with all questions being directed through the official process.

This is so important to controlling the flow of information and to ensuring a fair and level playing field.

The Fix: Don’t just have this written in the document. Be clear on the restriction of contact at the point the RFP is issued (within the e-mail). Operate a 1 strike and you’re out rule too. Harsh I know but very fair.

4. The inconsistent date of issue

How many times have you succumbed to the stakeholder pressure of “can we just add in this additional supplier” or “we’re not ready to issue to all the vendors but you can make a start by getting it out to xxx and xxx”.

This is really amateur and leads to issues further down the line when it comes to fairly applying the parameters of the subsequent deadlines.

The Fix: A clear kick off meeting with timelines and deadline pre determined. If you’ve not got the NDA ready with all the suppliers, delay by 48 hrs or consider excluding if its the suppliers causing the delay

5. Inconsistent response deadlines

Come on. These are the basics right?

But how often have you been in a situation where a supplier has had to submit their proposal late or missed one of the confirmation deadlines within the RFP response?

The Fix: If you extend the deadline, it should be the same for all suppliers. It’s about fairness and transparency. Simple, right?

6. Information Access

This isn’t so easy to get right but every procurement teams should make sure all vendors have access to the same information, not just within the RFP but also ahead of the RFP being issued.

Of course if there is an incumbent, they will naturally have an advantage but the core parameters of your requirements should be accessible to all prospective partners.

The Fix: Got a call with one supplier to offer them some context ahead of issuing the document? You should offer the same to all.

7. Restricted contact post the award or short listing.

I’ve seen this go wrong so many times.

You’ve run the process fairly, all the bids were in and you’ve decided on your preferred supplier.

Then from leftfield a counter-offer comes in from one of the unsuccessful parties and the whole process unravels.

This really does lead to mistrust in the process (if you act on it) and messes with the transparency and auditability of the decision making.

The Fix: All suppliers should be given a fair and equal chance to participate but all suppliers should also be given clear instructions that no further offers will be considered post the decision deadline. Don’t waiver from this.

Where have you seen it go wrong in the past?