Procurement

Wanneer de technsiche specificaties vervolledigd zijn en alle andere formaliteiten eveneens uitgewerkt kan de RFQ uitgestuurd worden naar de geselecteerde aannemers. Aan de hand van objectieve beoordelingscriteria krijgen de verschillende aanbiedingen een score. In samenspraak met de klant wordt bepaald wie de opdracht toegestuurd krijgt.

​

Sending out an RFQ:

1. Define Your Requirements: Clearly outline the specifications, quantity, quality standards, and other relevant details for the product or service you're seeking.

2. Identify Potential Suppliers: Create a list of potential suppliers who can meet your requirements. Consider factors like reputation, reliability, and past performance.

3. Prepare the RFQ Document: Craft a comprehensive RFQ document that includes your requirements, terms and conditions, and any specific evaluation criteria.

4. Set a Deadline: Specify a deadline for suppliers to submit their quotations. Ensure that the timeline is reasonable for both you and the suppliers.

5. Distribution: Send the RFQ to selected suppliers. Utilize various communication channels, such as email, online procurement platforms, or traditional mail, as necessary.

Evaluating the Offers:

1. Review for Completeness: Ensure that each received offer is complete and meets all specified requirements. Eliminate any offers that are missing critical information.

2. Price Evaluation: Compare the prices offered by different suppliers. Keep in mind that the lowest price is not always the best value. Consider factors like quality, delivery terms, and service level.

3. Quality and Specifications: Assess how well each offer aligns with your product or service specifications. Ensure that it meets your quality standards.

4. Supplier Reputation: Investigate the reputation and track record of each supplier. Check for references and reviews from other customers.

5. Terms and Conditions: Carefully examine the terms and conditions offered by each supplier, including payment terms, delivery schedules, warranties, and penalties for non-compliance.

6. Negotiation: If necessary, engage in negotiations with suppliers to refine the terms, especially if you have specific requirements or need to modify the initial proposal.

Sealing the Deal:

1. Selection: Based on your evaluation, select the supplier that offers the best combination of price, quality, reliability, and terms that align with your needs.

2. Contract Preparation: Draft a comprehensive contract that outlines all terms and conditions, including payment schedules, delivery dates, warranties, and dispute resolution mechanisms.

3. Legal Review: Have your legal team review the contract to ensure it complies with applicable laws and protects your interests.

4. Signing the Contract: Once both parties agree to the terms, sign the contract. Ensure that all parties involved in the process are aware of the final decision.

5. Communicate with Unsuccessful Suppliers: Notify suppliers who were not selected for the opportunity and provide feedback if requested.

6. Monitor Performance: After sealing the deal, closely monitor the supplier's performance to ensure they meet their obligations as per the contract.

Remember that transparency, fairness, and clear communication are crucial throughout this process to build strong and reliable vendor relationships and achieve a successful outcome.

​

​