This is part of the sub-web covering Selecting ERP, and other Application, Computer Systems. To go to the overview of this sub-web, please click Overview. To go to the web-site home page, please click Home.

This page is split into:

– Objective of the Process;

– Preliminary Review;

– Full Tender.

Objective of the Process

The objective of the tendering process is to produce a number of proposals, which meet most of the requirements. Accordingly, the process consists of a number of stages, each designed to provide more information to those potential suppliers with solutions near to the requirements, whilst eliminating unsuitable proposals.

Preliminary review

This stage is used if there are a large number of potential suppliers. A summary of the requirements, usually about three or four pages in length, is produced and sent to the prospective suppliers, who are asked to produce a capability statement, providing an outline of the proposed software, and of the likely cost range. The aim is to use this to produce a list of between six and ten potential suppliers, who will be sent an Invitation to Tender, and invited to submit formal proposals.

Full Tender

The Invitation to Tender is, ideally, sent to between six and ten potential suppliers, who are invited to submit tenders, and to answer as many questions as they wish. There is, usually, a small proportion who ask no questions. The majority, however, will ask questions, and this should be encouraged, as it tends to lead to proposals more closely matched to the requirements.

Some suppliers may seek to visit, to ask questions. These can be permitted, but the suppliers should be informed that this is a fact-finding visit, not a sales visit, although such a visit will be allowed for short-listed suppliers.

If suppliers wish to quote for more than one option, then that should be allowed, as it might lead to more appropriate solutions to the user’s requirements. Similarly, if a potential supplier, invited to tender, wishes to strengthen their proposal, by involving another company, this should be allowed, although it should be made clear that the intention is to sign one contract with the lead supplier, who is responsible for ensuring that everything is developed, delivered, and implemented, satisfactorily. Failure of a sub-contractor to perform will be the responsibility of the lead supplier and could lead to breach of the whole contract.