Tendering – Tools, Tips and Techniques

Tools, Tips and Techniques To view this video, you will have to needed
to have read the PDF Supplier Response. This is a standard question that you may find in a PQQ or Tender. Ok so what do you think? If you were the buyer
how would you score this response? Has it given you any real information? Has it been backed up with evidence? Do you really understand how this company will monitor how they will meet your KPI criteria? Does it fill you with confidence that they
will do a good job, what has been achieved and who will benefit? Let’s look at the paragraphs in turn. The first sentence states that a main priority
is to meet KPI criteria. Fair enough, but that is the whole point of the question, it is implied that this would be a priority for any supplier. The question is asking how this is monitored.
The second sentence uses the word endeavour. If you endeavour to achieve something you never really achieve it, so within the first
second the buyer is already thinking that this supplier is not very good. And so it
continues. The second paragraph begins with a statement that this supplier will agree the KPIs with
the buyer and use one of the buyer’s forms to do this. However, the question is actually asking for
how the buyer’s pre – determined KPIs will be monitored and they are looking for
a complete solution, not that they will have to be part of that solution by providing part
of the monitoring system! It is likely that this response is a standard response from this supplier’s generic tender
document and so indicates to the buyer that the attention to detail and thought against
the specific requirement is sadly lacking. There is also an overtone that problems can be expected. Even though corrective action
is mentioned, this is not the point of the question. The question is about how the supplier will
monitor that they achieve the KPIs not resolve problems. So what could this supplier have done to give
a better answer? They need to evidence a proven process for monitoring KPIs with a strong methodology
that is underpinned by procedures that can capture KPI achievement and that can drive
improvement. What systems do they have in place that will capture the information required? What will
they do with this information and what benefit is this to the customer? How often is this data collected and reviewed
and by whom? How is this information given to the Customer? Is the customer a key stakeholder in the process? How is feedback acted upon? Let’s take a look at a different answer to the same question and see how you feel
about the supplier this time! For this section, you need to refer back to the second PDF that you’ve read before this
video started. This supplier has immediately responded to the question in the first paragraph, showing
that they have defined process and procedures to monitor KPI achievement. In this case this is backed up by inclusion
of the process in their quality policy and quality accreditation. They also give the buyer confidence that they
are very proactive and have a defined timely approach over which they monitor KPIs, on
a monthly and quarterly basis, but they go one step further and actually look at using
the monitoring process as a means to introduce continuous improvement. This is added value for this buyer, as it
goes over and above the context of the question, whilst still providing an in depth response.
:: The example table give the buyer an at a glance
opportunity to see exactly when the monitoring would take place and by whom. The supplier then goes on to talk about their online intranet system and how the monitoring
form is available for the buyer to see. Don’t worry if you do not have this level of sophistication, provided you can evidence
your KPI monitoring form in the response that would serve just as well to highlight the
exact format of your procedure. The supplier then acknowledges that the performance markings will follow the details given in
the specification, showing the buyer that they have read and understood those requirements. Once again, the supplier goes on to add value
by indicating their process for ensuring objectivity in the scoring and evidence based analysis,
by outlining the methodology followed in awarding a score against each KPI. This follows the
prescribed set of questions outlined. The supplier then goes on to state how they
will capture the monitoring data and use this to evaluate performance, provide qualitative
and quantitative evidence and to use this evidence to plan for the future of the contract
development. In effect they have provided the buyer with a system that will not only monitor the way
they meet the KPI criteria, but to also examine what has been achieved, who has benefitted
from it and how this feedback can be used in ongoing contract development. So for the buyer not only can they feel confident that this supplier has proven processes and
procedures to meet the requirements, but that these processes will actually help to develop
the contract and maximise positive outcomes.

Leave a Reply