Five things to remember during a tender process

Avoiding disruptions to daily business processes when putting IT or other third-party services out to tender can be difficult. It’s vital that the right provider is chosen and that changes are communicated as early as possible. But how can this be done effectively?

Here are the five things that will make your tender process as seamless as possible.

Clarity

Clarity is key when putting services out to tender. Businesses should start by clearly defining the scope of their requirements. This will ensure that the third-party provider understands what is expected of them. Once this is achieved, it’s easier to gain an understanding of cost expectations and which suppliers the business should be targeting.

Find the perfect match

It’s important to assess potential service providers by their:

  • Culture
  • Capacity
  • Capability
  • Track record

Discovering whether they have experience in the relevant field and if there is a good culture fit is often a good place to start.

Compare cost and quality

Scoring potential providers against their responses to the tender requirements can help establish value for money. At this point, it’s also worth checking whether there’s scope for contract flexibility. In the long run this can save precious time and money as business requirements develop.

Communicate

The smooth onboarding of a new provider requires excellent communication. Developing a comprehensive internal communications plan keeps the current workforce up to date. However, it’s also important to ensure that third parties are making use of similar technologies. Subsequently doing this can have a huge impact on communications between the organisation and the provider as the project progresses.

Acknowledge it will not be an isolated change

Although external providers may be introduced for one specific reason, there will always be wider changes to be made. Consequently this often creates a snowball effect, with one change triggering the need for others. Being prepared for any extra alterations is an important in keeping the tender process seamless.

For more information or to discuss change management solutions further, please contact Eman Al-Hillawi or Peter Marsden.

By Peter Marsden

Principle Consultant

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