This phase is about ensuring the right suppliers and providers submit quality offers and that the best offer is selected for the right reasons.
Put together your tender or proposal documents and advertise your opportunity on GETS if you're using an open procurement process.
Make sure you:
The evaluation panel assesses all the offers based on the agreed criteria and methodology and makes an official recommendation for a shortlist or preferred supplier.
You must, at a minimum, complete due diligence on your preferred provider before entering negotiations or awarding the contract. You can also use due diligence checks during the tender, including as part of your shortlisting process.
You complete due diligence by doing things to independently verify a supplier or provider:
Negotiate with the preferred provider to reach an agreement.
For large or complex projects, your procurement specialist can help you make a negotiation plan and conduct the negotiations.
The contract should:
The contract should include clear performance or outcome measures that cover:
It should also include or reference:
Once the evaluation panel's recommendation has been approved and any conditions (eg reference checks) have been met, you can award the contract to the preferred supplier or provider. Both parties need to sign the contract before it becomes binding.
There should be a separation between the person signing the contract and the person who will have day-to-day responsibility for contract management. Most agencies adopt the ‘one-up’ system, where a manager at the next level up signs the contract.
You must offer a debrief to any supplier or provider that has taken part in a competitive procurement process. The debrief can be over the phone, by email or letter or face to face.
In the debrief, you must:
The information you give should be detailed enough to show the provider how they could improve for future opportunities.
Now is a good time to review the sourcing exercise.