Chapter 2.2 - Identify they key processes used for obtaining quotations and tenders Flashcards
What is the aim of RFQ & ITT
To establish which supplier can offer the goods and services for the best value for money
Name 4 aspects of RFQ
- Less formal
- Generally used for less complex requirements
- Less detailed than an ITT
- Low-to-medium value contracts
Name 4 aspects of an ITT
- More formal
- Generally used for more complex requirements
- More detailed than an RFQ
- Medium-to-high value contracts
Name 4 factors that determine the way organisations advertise their requirements
- Value of contract
- Strategic importance of contract
- Urgency of contract
- Resources available
Name 5 locations where advertisements for ITTs are usually placed
- Professional magazines
- Business journals
- Newspapers
- Supplier websites
- Specialist tender portals
How do the public sector usually advertise?
A centralised, government-sponsored procurement portal
Name 6 pieces of information an ITT advertisement should include
- Awarding body/company
- Overview of awarding company/body
- Project description
- Experience/qualifications/accreditations
- Deadline
- Contact
RFI (request for information)
A document used to gather information about suppliers and their capabilities prior to a formal procurement process
Name the 3 steps of the RFI process
- Buyer - Procurement seeks information from potential suppliers with the objective of creating a list of capable suppliers
- Supplier - they submit response in the required format answering the questions and providing relevant information to highlight its suitability
- Buyer - procurement receives the RFI response and evaluates the information to pre-qualify or reject the supplier
Name 5 pieces of information RFIs gather
- Financial position
- Capabilities
- Capacity
- Mission and vision
- Ethical and sustainability practises
Name 7 pieces of data RFIs gather
- Number of capable suppliers
- Number of suppliers with capacity
- Amount of supplier competition
- Amount of product/service competition
- Acceptable lead time
- Any market trends
- Any expected changes in the marketplace
Five rights
The original ‘five rights’ of procurement are traditionally: the right quantity, the right quality, at the right time, from the right place at the right price
What do RFIs allow procurement to do
Create a suitable strategy for sourcing and begin to plan for negotiation
Name 8 pieces of information RFQs should include
- Specifications
- Technical drawings
- Samples
- Quantities
- Delivery requirements
- Length of contract
- Terms and conditions
- Details of how the supplier’s quotation will be evaluated
What does RFQ attempt to assess
Which supplier can achieve the five rights of procurement for the buyers defined need