Project Management

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when do we do a closed tender and when shall we do an open tender and when shall we just call for 3 quotations?

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Edna Sim Singapore
Recently, I need to handle 1 project which is very urgent. Under very urgent circumstances what shall we choose? closed tender, open tender or just call for 3 quotations?
What is the process of closed tender?
What is the process of open tender?
What is the process of calling for 3 quotations?
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Kiron Bondale Retired | Mentor| Retired Welland, Ontario, Canada
Edna -

I'd start by looking at the procurement policies & standards of your company to ensure that you have flexibility in choosing one of these options.

Kiron
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Paul Azanor Project Consultant| Lagos Nigeria Ikoyi, Lagos, Nigeria
Chapter 12 of the PMBOK Guide V6, provides the PMI ' s frame work for Project Procurement Management.
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Abolfazl Yousefi Darestani Manager, Quality and Continuous Improvement| Hörmann-TNR Industrial Doors Newmarket, Ontario, Canada
It has to do with your company's policies as well as your region/state/country regulations.
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Stéphane Parent Self Employed / Semi-retired| Leader Maker Prince Edward Island, Canada
Your procurement department should be able to help you out.

I am always wary of "very urgent" labels. That's usually code for doing the wrong things and doing things wrong.
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Daire Guiney Dublin, Dublin, Ireland
A closed tender is normal for projects were you need to provide sensitive information in order for the vendors to provide a comprehensive quote. A open tendering process is the standard process were you put out to tender a contract and place ads in newspapers and other public outlets. The three quote approach is normally a organisation policy where contract of a certain value must receive three quotes before any decision is made. If your project is very urgent, not industry sensitive and requires all decision relating to the awarding of contracts to reviewed by an Independent Auditor, I would suggest a Open tendering process with a fixed commencement date for Works to begin.
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1 reply by Edna Sim
Jul 08, 2019 2:44 PM
Edna Sim
...
Hi Thank you all. I'm a noob project manager and was in a situation which I need some suggestion. For example:my project was initiated due to an audit point. Management want to implement the project to clear audit point within the short period of time. The info will be sensitive to provide to vendor...we only managed to found 1 vendor which had eagerly replied us with detailed proposal, the rest have not yet reply us... In such a case, how should I approach? Should I go for a closed tender or raised approval for waiver to appoint that eager vendor?
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Edna Sim Singapore
Jul 08, 2019 2:12 PM
Replying to Daire Guiney
...
A closed tender is normal for projects were you need to provide sensitive information in order for the vendors to provide a comprehensive quote. A open tendering process is the standard process were you put out to tender a contract and place ads in newspapers and other public outlets. The three quote approach is normally a organisation policy where contract of a certain value must receive three quotes before any decision is made. If your project is very urgent, not industry sensitive and requires all decision relating to the awarding of contracts to reviewed by an Independent Auditor, I would suggest a Open tendering process with a fixed commencement date for Works to begin.
Hi Thank you all. I'm a noob project manager and was in a situation which I need some suggestion. For example:my project was initiated due to an audit point. Management want to implement the project to clear audit point within the short period of time. The info will be sensitive to provide to vendor...we only managed to found 1 vendor which had eagerly replied us with detailed proposal, the rest have not yet reply us... In such a case, how should I approach? Should I go for a closed tender or raised approval for waiver to appoint that eager vendor?
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Daire Guiney Dublin, Dublin, Ireland
Normally in the industry there is a unwritten rule that vendors are obligated to come back with some sort of proposal even if its to rule them out of the running to due prior commitments and resources not being available. I would at least look for two other proposals even if one vendor looks like a certainty on paper. This is so you can compare cost and approaches. You must seek approval from those who have the authorisation to decide on vendor selection. Also this approach allows you to build you network amongst the project management community for future projects.

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