Question
What are tender purchasing steps
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Answered by
GPT-4o
Tender purchasing, also known as the tendering process, is a formal procedure organizations use to procure goods, services, or works from external suppliers through a competitive bidding process. Here are the typical steps involved in a tender purchasing process:
1. **Needs Identification and Specification**:
- Identify the need for goods, services, or works.
- Define and document detailed specifications and requirements.
2. **Tender Planning and Approval**:
- Develop a tender plan, including timelines, procurement methods, and budget.
- Obtain necessary internal approvals to proceed with the tendering process.
3. **Tender Documentation Preparation**:
- Prepare tender documents, including the request for tender (RFT), terms and conditions, scope of work, evaluation criteria, and any other relevant information.
- Ensure the documentation is clear, comprehensive, and compliant with relevant regulations.
4. **Market Research and Supplier Identification**:
- Conduct market research to identify potential suppliers.
- Prequalify suppliers if applicable, ensuring they meet minimum criteria.
5. **Tender Invitation**:
- Publicly advertise the tender or invite selected suppliers to submit bids.
- Distribute tender documents to interested suppliers.
6. **Bid Submission**:
- Allow a specified period for suppliers to prepare and submit their bids.
- Provide a clear deadline for bid submission and guidelines on how and where to submit bids.
7. **Bid Opening**:
- Open submitted bids at the specified date and time, ensuring transparency.
- Record details of each bid, including bidder names and bid amounts.
8. **Bid Evaluation**:
- Form an evaluation committee to assess the bids against established criteria.
- Evaluate bids based on factors such as price, quality, compliance with specifications, and supplier capability.
9. **Negotiation and Clarification**:
- Conduct negotiations or seek clarifications with shortlisted suppliers if necessary.
- Ensure fair and transparent negotiations, adhering to procurement policies.
10. **Bid Award and Contracting**:
- Select the most suitable supplier based on the evaluation.
- Notify the successful supplier and all unsuccessful bidders.
- Draft and finalize the contract with the chosen supplier, ensuring all terms and conditions are clear and agreed upon.
11. **Contract Management and Performance Monitoring**:
- Monitor the supplier’s performance to ensure compliance with the contract terms.
- Address any issues or disputes that may arise during contract execution.
12. **Payment and Closure**:
- Verify that all goods, services, or works have been delivered as per the contract.
- Process payments as per the agreed terms.
- Conduct a post-procurement review to assess the process and supplier performance, and close the contract formally.
13. **Record Keeping and Reporting**:
- Maintain comprehensive records of the entire tender process for audit purposes.
- Generate and submit any required reports to relevant stakeholders.
By following these steps, organizations can ensure a fair, transparent, and efficient tender purchasing process that aims to select the best suppliers while achieving value for money.
1. **Needs Identification and Specification**:
- Identify the need for goods, services, or works.
- Define and document detailed specifications and requirements.
2. **Tender Planning and Approval**:
- Develop a tender plan, including timelines, procurement methods, and budget.
- Obtain necessary internal approvals to proceed with the tendering process.
3. **Tender Documentation Preparation**:
- Prepare tender documents, including the request for tender (RFT), terms and conditions, scope of work, evaluation criteria, and any other relevant information.
- Ensure the documentation is clear, comprehensive, and compliant with relevant regulations.
4. **Market Research and Supplier Identification**:
- Conduct market research to identify potential suppliers.
- Prequalify suppliers if applicable, ensuring they meet minimum criteria.
5. **Tender Invitation**:
- Publicly advertise the tender or invite selected suppliers to submit bids.
- Distribute tender documents to interested suppliers.
6. **Bid Submission**:
- Allow a specified period for suppliers to prepare and submit their bids.
- Provide a clear deadline for bid submission and guidelines on how and where to submit bids.
7. **Bid Opening**:
- Open submitted bids at the specified date and time, ensuring transparency.
- Record details of each bid, including bidder names and bid amounts.
8. **Bid Evaluation**:
- Form an evaluation committee to assess the bids against established criteria.
- Evaluate bids based on factors such as price, quality, compliance with specifications, and supplier capability.
9. **Negotiation and Clarification**:
- Conduct negotiations or seek clarifications with shortlisted suppliers if necessary.
- Ensure fair and transparent negotiations, adhering to procurement policies.
10. **Bid Award and Contracting**:
- Select the most suitable supplier based on the evaluation.
- Notify the successful supplier and all unsuccessful bidders.
- Draft and finalize the contract with the chosen supplier, ensuring all terms and conditions are clear and agreed upon.
11. **Contract Management and Performance Monitoring**:
- Monitor the supplier’s performance to ensure compliance with the contract terms.
- Address any issues or disputes that may arise during contract execution.
12. **Payment and Closure**:
- Verify that all goods, services, or works have been delivered as per the contract.
- Process payments as per the agreed terms.
- Conduct a post-procurement review to assess the process and supplier performance, and close the contract formally.
13. **Record Keeping and Reporting**:
- Maintain comprehensive records of the entire tender process for audit purposes.
- Generate and submit any required reports to relevant stakeholders.
By following these steps, organizations can ensure a fair, transparent, and efficient tender purchasing process that aims to select the best suppliers while achieving value for money.