Bidding / Procurement Plan

Rohan Rodrigues Project Manager| Soul Restaurants Canada Inc. Mississauga, Canada

I'm working with a client who carries out office fit outs at various locations. They have a dozen of contractors who want their business. I'm working on a plan to control the bidding process and also has to maximize the value of their relationships with their current contractors. Would anyone have any inputs of how to put this together. Also,
• how do you build a deep, competitive bench of contractors
• how do you control a bidding process to level out bids
• how do you structure relationships to maximize scale and reward value
• how do you ensure that the contractor never misses a delivery deadline or budgetary target

Posted: Sep 26, 2017 11:37 AM

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Peter Ambrosy Weinheim, Germany

Rohan, I am not in your business. However, what I experienced:
- clear structures RFP's with clear expectation settings in order to be able to compare written feedback
- Bidding conference to set clear expectations and clarify questions
- Presentations and Demonstrations
- Workshop with shortlisted vendors to assess their way of working, get a better feeling of the capabilities etc.

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1 reply by Rohan Rodrigues

Sep 26, 2017 5:02 PM

Rohan Rodrigues

...

Thanks Peter for you input.

Posted: Sep 26, 2017 1:21 PM

Rohan Rodrigues Project Manager| Soul Restaurants Canada Inc. Mississauga, Canada

Sep 26, 2017 1:21 PM

Replying to Peter Ambrosy

...

Thanks Peter for you input.

Posted: Sep 26, 2017 5:02 PM

Kenneth Wright Program Manager| Gryphon Technologies Marlton, Nj, United States

Hi, Rohan. I'm not in your business, either, so take this with a grain of salt. I agree with Peter that clear RFPs and bidder's conferences are the place to start. Making the award decision on "best value" instead of "lowest price" is something else to consider. You'll need to define your hierarchy of value and how much more you're willing to pay for each step.

Managing the business relationships is more complicated as there's a tension between building a deep bench and maximizing scale. A potential bidder is less likely to bid if they feel that the work is wired to somebody else. However, if you're providing 80% of a contractor's work, you're likely to get more attention/better pricing.

Regular communication is the best way to ensure the contractors are on track. I'd plan for weekly calls to touch base and monthly reviews to cover schedule, expenses and remaining budget in detail.

Posted: Sep 30, 2017 2:29 PM

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Bidding / Procurement Plan

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