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> tender process
tender process
Preparing the Tender Process
Identify the need for a tender
Determine the scope of the tender
Establish the budget for the project
Conduct market research to identify potential suppliers
Develop a tender strategy
Obtain necessary approvals from management
Creating the Tender Documentation
Prepare a tender notice/advertisement
Draft the Invitation to Tender (ITT) document
Include all necessary sections in the ITT, such as
Introduction and background information
Scope of work
Technical specifications
Evaluation criteria
Contract terms and conditions
Delivery requirements
Pricing and payment terms
Deadline for submission
Contact information for inquiries
Review and finalize the ITT document
Issuing the Tender
Publish the tender notice/advertisement
Send the ITT document to potential suppliers
Track the distribution of the ITT document
Respond to supplier inquiries and clarifications
Receiving and Evaluating Tenders
Receive and record tender submissions
Verify compliance of received tenders
Evaluate tenders based on predetermined criteria
Shortlist qualified suppliers if necessary
Conduct further evaluation (e.g., presentations, site visits)
Finalize the evaluation and select the preferred supplier(s)
Contract Negotiation and Award
Initiate contract negotiations with the preferred supplier(s)
Discuss and agree on any necessary modifications
Prepare the final contract documents
Obtain management approval for contract award
Communicate the contract award to the selected supplier(s)
Notify unsuccessful suppliers
Contract Administration
Establish contract management procedures
Monitor supplier performance and compliance
Handle any contract amendments or variations
Resolve any disputes or issues that arise during the contract period
Review and evaluate contract performance
Conduct contract closure activities
Post-Tender Evaluation
Conduct a post-tender evaluation to assess the tender process
Identify areas for improvement
Document lessons learned
Share findings with relevant stakeholders
Implement changes for future tender processes
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