Effective Tender Preparation and Evaluation Techniques


Date and Venue

April 3, 2023 - April 7, 2023
Nicon Luxury Hotel Abuja
July 10, 2023 - July 14, 2023
Top Rank Hotels Galaxy, Ikeja, Lagos
Sept. 4, 2023 - Sept. 8, 2023
Premier Hotel Ibadan, Oyo State
Dec. 4, 2023 - Dec. 8, 2023
Zaranda Hotel, Bauchi, Bauchi State


Whether your organisation is seeking better prices or services from its suppliers, or contracting out and outsourcing areas of activity, effective tender/RFP preparation is a way of assessing what a competitive marketplace can offer. Effective tendering techniques are now being employed by organisations as a way of ensuring that they are contracting with the suppliers that have the best prices and levels of service.

Key Learning Outcomes

  • Reduce the effort, time and costs involved in preparing and evaluating supplier proposals
  • Understand how to write and advertise a tender/RFP
  • Learn how to prepare tenders/RFPs that solicit better and more competitive bids
  • Analyse best practices for filtering and rejecting proposals 
  • Develop an elimination and ranking criteria within your organisation, for suppliers
  • Grasp techniques for actively managing and measuring supplier performance
  • Incorporate effective proposal evaluation models and criteria
  • Define performance terms to guarantee effective delivery and minimise costs
  • Improve the services provided by your suppliers through effective negotiation skills

Who should attend?

  • Procurement Professionals
  • Purchasing Professionals
  • Supply Chain Managers
  • Operations Managers
  • Project Managers
  • Logistics Managers
  • Production Managers
  • Contract Managers
  • Finance Managers
  • Internal/External Auditors
  • Heads of Department
  • Facilities Managers

Introduction to procurement

  • The big picture of procurement
  • Total Cost of Ownership (TCO)
  • Best Practice

Developing your sourcing strategy

  • Examining the tender/RFP process as a concept and its significance and place in the procurement and project management process
  • Defining your objectives, scope and boundaries
  • Examining the relationship framework
  • Can this process itself be outsourced?
  • How to prepare budgets and identify purchasing authorities
  • Planning and staffing requirements for procurement projects
  • How to reduce effort, time and costs
  • Analysis of the reasons why tenders/ RFPs can fail to deliver

Understanding the professional tender/RFP process

  • Exploring the various stages of the purchasing process:
  • Quotations
  • RFPs
  • Expressions of interest
  • Requests for information
  • How to use the RFI conference and/or briefings
  • RFP closure process
  • How to assign the right staff and professionals
  • Techniques for goods/services analysis

Writing and advertising the tender/RFP

  • Writing the proposal and specifications to attract high quality bids
  • How prescriptive should your specifications be?
  • The role of performance based specifications
  • How to apply TCO
  • Ensuring the design of your contract captures all of your objectives and expectations
  • Tailoring your contract to guarantee the terms and outcomes meet your needs
  • Incorporating performance measures into your contract
  • The pre-qualification process - when to use it


Examining the sign-off and approval process

  • Analysis of the role of the sponsor and user group in the tender/RFP process
  • How to develop your business case before the approval meeting
  • What techniques are available for streamlining the approval process?
  • Successful techniques for how to plan and staff the evaluation team
  • How to be objective and fair when assessing tenders/RFPs

Developing effective evaluation models for the tender/RFP process

  • What are the most effective evaluation methodologies available?
  • Effective techniques for filtering tenders/RFPs to reduce effort while increasing effectiveness
  • Best practice techniques for documenting evaluation models

Best practice procedures for rejecting proposals

  • How to rank and shortlist tenders/RFPs
  • Designing benchmark criteria to evaluate expressions of interest and bids
  • Establishing a review panel: Who should be involved?
  • How to assess minimum conformity to process when evaluating tenders/RFPs
  • Effectively assessing negotiable contractual arrangements
  • Recognising the signs of minimum compliance
  • What is tolerable risk and how do you assess it?
  • How do you assess costs?

Evaluating your suppliers: Developing key measures for a total cost and value approach

  • What are the roles and responsibilities of a procurement manager in the supplier relationship?
  • Creating a supplier development plan
  • What are the key phases of supplier management?
  • Analysis of the practical tools available for effective supplier management
  • Developing tools and techniques that can be applied to any supplier relationship
  • How can you measure supplier performance?
  • The future of supplier relationships in the electronic age
  • Assessing the value of moving to a partnership agreement
  • How to move towards a total cost value partnership

Managing the legal issues in the process

  • The growing demand for performance- based contracts
  • Determining the rewards/penalties to encourage contractor performance
  • What do you do when it all falls apart?
  • The remedies available for breach of contract including damages, specific performance and injunctions
  • Examining the risk factors for the claimant
  • Termination of the agreement

Post tender/RFP activities: Negotiating and awarding the contract

  • Methodologies for responding to client queries
  • Advising the successful applicant
  • Obligations regarding tender/RFP rejection
  • The legal pitfalls
  • Post tender/RFP negotiations
  • RFP tags
  • Letters of intent